Fund Management and Procurement Officer

Summary of functions:

1. Financial Management and Budgeting

2. Procurement

3. General Administration

4. Monitoring, Evaluation, and reporting

• Assist in developing the unit’s work program and budget; analyses inputs and formulates resource allocations by work program, or business processes.

• Monitor budget/work program with respect to the GCF Project budget and related grants, on a regular basis, reallocates resources as necessary and assists in finalization of budget performance reports, analyzing variances between approved budgets and actual expenditures.

• Manage programme financial resources through planning, guiding, controlling of the resources. Preparation and monitoring of programme/projects budgets.

• Prepare and update the programme/projects budget revisions and cost projections.

• Support the implementation of procedures and systems for implementing the appropriate financial database.

• Contribute to the development of budgetary guidelines for the project.

• Manage budgets, cash flow and obligations to ensure that deliverables are met and payments to contractors and personnel are received on time.

• Manage expenditures against the budget (based on accurate financial reports)

• Ensure that the operational budget and related financial reports are provided in a timely manner and when required.

• Ensure that recurring budget and related financial reports as scheduled and special reports as required for budget preparation, audits or other reasons are provided in a timely manner.

• Act as certifying officer within delegated authority for the designated GCF project and ensures effective and efficient use of project resources.

• Conduct various analyses to ensure proper tracking of budgets based on agreements.

• Participation in the project audit, control on the follow up.

• Receiving, inspecting and verification of all incoming equipment, furniture and supplies and scheduling deliveries to users in different project sites.

• Tagging all furniture/equipment upon receipt from the supplier. Update non-expendable property inventory record and track movement of furniture pieces.

• Entering records in the asset control database (system) if applicable.

• Support to the management on physical assets disposal. Review of assets and recommendation of physical assets for disposal. Documentation preparation for submission to CAP; follow up on request and liaise with requesting unit and maintenance for disposal action. Oversight of disposal of items and accuracy of inventory data.

• Conduct of the annual physical inventory verification exercise to ensure accuracy of records and location of property. Ensure that managers sign off on the physical count and correctness of the inventory system/database.

• Prepare, certify and submit of inventory reports in a timely manner.

• Consolidate and prepare summary statements for inclusion in the financial statements.

• Identify problem areas in the inventory system, input and conversion of data entered into the system and maintenance of the system and corrective actions.

• Perform other relevant duties as required.

• Comply with the UN Procurement Manual

• Manage implementation of all procurement plans attached to the Project Cooperation Agreements with the Executing Entities and Technical Partners

• Provide support to Executing Entities and Technical Partners in conducting procurement packages in line with the UN Procurement Manual and policies

• Follow all procurement initiatives: requests for proposals, requests for quotations, interests to bid, requests for applications, and monitor contracting.

• Submit all procurement documents to the UNEP task manager and procurement specialist

• Undertake actions related to the administration of the unit’s human resource activities, e.g., recruitment, placement, promotion, performance appraisal, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures

• Provide information regarding conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations

• Provide information on unit’s staffing needs for inclusion in department’s staffing table

• Supervise support staff as required

• Perform other related administrative duties, as required (e.g. operational travel programme, monitoring accounts and payment to endors and individual contractors for services, physical space planning and the identification of office technology needs and maintenance of equipment, software and systems).

• Perform other duties as assigned.

• Prepare and issue regular project and/or financial reports in accordance with Partners and UNEP/GCF requirements for reporting as outlined in the Project Cooperation Agreements and Funded Activity Agreement.

• Regularly review project status, evaluating performance criteria (scope, cost, schedule and quality).

• Maintain diaries and progress reports as required by the organization’s standard procedures.