Job Description

Under the overall guidance and direct supervision of the Finance Analyst, the Finance Assistant is responsible for effective delivery of financial services, transparent utilization of financial resources and management of projects finances to support the GF grants. This will be done in accordance with UNDP rules, policies and procedures, the grant and corporate agreements with the GF, and working in partnership with national stakeholders, Sub-recipients (SRs) and Sub-sub-Recipients (SSRs) and close coordination with the GF (including Local Fund Agent), CCM technical partners and UN entities, the GF/HIST.

The Finance Assistant will promote a collaborative, client-oriented approach, ensuring close collaboration with the GF grants operations, programme in the Country Office and other UNDP units for resolving complex finance-related issues and information delivery.

Duties and Responsibilities

Duties and Responsibilities

Support implementation of operational and financial management strategies focusing on achievement of the following results:
Full compliance with UNDP rules, regulations, and policies of financial activities, financial recording/reporting system; implementation of effective internal controls, proper functioning of a client-oriented financial resources management system.
Full compliance with Global Fund’s rules, regulations and policies for financial management and reporting.
Conduct financial verifictions and spot checks at the offices of SRs and SSRs to review internal controls, financial records and reports and issue communication detailing the findings and recommendations.
Contribute to the preparation of the quarterly and semesterly reports to the Global Fund. .
Facilitate audits by the Office of Audit and Investigations and External Sub Recipient Audits of SRs and SSRs in a timely and effective manner and to ensure audit findings and recommendations are properly addressed and documented for management and reflected in the implementation arrangements; and
Provide support in responding to inquiries on financial-related matters from the SRs,SSRs, the Global Fund, and the Local Fund Agent.
Assist in Ensuring the management of Programme budgets and functioning of the optimal cost-recovery system focusing on achievement of the following results:

Assist in preparing and monitoring projects’ budgets in Quantum and ensure that the budget in Power BI System is in line with the approved detailed budget.
Assist in monitoring of budgets and reporting on the budget utilization.
Timely review of cash position for SRs and SSRs to ensure sufficient funds for their implementation and appropriate disbursements.
Timely review commitment control in Quantum to monitor budget availability and cash available in Quantum; and
Monitoring and ensuring that contributions from the Global Fund are transferred to UNDP and applied in Quantum on a timely basis. Prepare budget revisions, as required, and maintain updated the projects information in Quantum
Analyze and provide reasons for the budget variances between the actual and budgeted expenditures.
Preparation of all types of vouchers for GF related projects and PO vouchers for GF programme along with supporting documents.
Ensures proper control of the Programme’s accounts focusing on achievement of the following results:

Proper control of the supporting documents for payments and financial reports for GF.
Analysis and elaboration of proposals for the internal expenditures control system which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in Quantum; travel claims and other entitlements are duly processed and receipting of goods and services and establishment of accruals are properly done in compliance with IPSAS and UNDP policies and procedures; and
Timely take corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers. Timely response to HQ requests to resolve financial data issues.
Supports capacity building and knowledge sharing knowledge sharing on financial matters focusing on achievement of the following results:

Capacity building of SRs and SSRs on overall financial management.
Synthesis of lessons learned and best practices in finance and share corporately.
Contributions to knowledge networks and communities of practice

Qualifications and Experience

Competencies

Core competencies:
Achieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline
Think Innovatively: LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements
Learn Continuously: LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback
Adapt with Agility: LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible
Act with Determination: LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident
Engage and Partner: LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships
Enable Diversity and Inclusion: LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination
Cross-Functional & Technical competencies

Business Development

Knowledge Generation: Ability to research and turn information into useful knowledge, relevant for context, or responsive to a stated need
Business Management

Working with Evidence and Data: Ability to inspect, cleanse, transform and model data with the goal of discovering useful information, informing conclusions and supporting decision-making.
Working with Evidence and Data : Ability to inspect, cleanse, transform and model data with the goal of discovering useful information, informing conclusions and supporting decision-making.
Customer satisfaction/ Client Management :Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers' needs. Provide inputs to the development of customer service strategy. Look for ways to add value beyond clients' immediate requests. Ability to anticipate client's upcoming needs and concerns covering useful information, informing conclusions and supporting decision-making.
Administration & Operations

Documents and Records Management: Overall document (hard or electronic) management; registry and retention policy including storing and archiving.
Finance

Accounting (General): Knowledge of accounting concepts, principles, regulations, policies and ability to apply this to strategic and/or practical situations.
Financial Reporting and Analysis: Ability to extract, evaluate financial data, derive relevant findings and present them in a meaningful and coherent manner to facilitate effective decision making and performance monitoring.
Audit: Ability to examine and verify accounts and records
Required Skills and Experience

Education:
Secondary education with specialized certification in accounting and/or finance. A university degree in finance or accounting is desirable. Part-qualified accountants from an internationally accredited institute of accountancy will have a distinct advantage.
Candidates with accountancy certification from an internationally accredited institute of accountancy will have a distinct advantage. Candidates without certification but with relevant experience must complete the UNDP Finance Training and Certification Programme (FTCP), if recruited.
Experience:

Minimum 5 years (with high school diploma) or 2 years (with bachelor’s degree) of progressively responsible finance and accounting experience at the national or international level is required.
Experience in the use of computers and office software packages (MS Word, Excel, etc.) and advanced knowledge of spreadsheets and web-based management systems such as ERP financials and database packages.
Knowledge of IPSAS and/or IFRS is desired.
Experience in the use of computers and office software packages (MS Word, Excel, etc.) and advanced knowledge of spreadsheets
Web-based management systems such as ERP financials and database packages.
Knowledge of IPSAS and/or IFRS is desired.
Experience in management of budgets and administration and implementation of operational strategies.
UN or NGO experience an asset.
Strong knowledge of UN or UNDP financial rules, policies, and procedures, is an asset.
Strong knowledge of Global Fund’s financial policies and procedures is an asset.
Proven Knowledge of payment processing.
Proven report writing experience