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Posted Dec 30

Finance Associate

UNDP Ethiopia
Addis Ababa, Ethiopia Full Time

Background

The United Nations Development Programme (UNDP) is the UN’s global development network, advocating for change and connecting countries to knowledge, experience and resources to help people build a better life. We are on the ground in more than 170 countries and territories, working with governments and people on their own solutions to global and national development challenges. As they develop local capacity, they draw on the people of UNDP and our wide range of partners that can bring about results.

UNDP is a founding co-sponsor of the Joint UN Programme on HIV/AIDS (UNAIDS), a partner of the Global Fund to Fight AIDS, Tuberculosis and Malaria, and a co-sponsor of several other international health partnerships. UNDP’s work on HIV, health and development leverages the organization’s core strengths and mandates in human development, governance and capacity development to complement the efforts of specialized health-focused UN agencies. UNDP delivers three types of support to countries in HIV, health and development.

As a trusted, long-term partner with extensive operational experience, UNDP supports countries in effective implementation of complex, multilateral and multi-sectoral health projects including those addressing human rights, gender & HIV dimensions while simultaneously investing in capacity development so that national and local partners can assume these responsibilities over time. The UNDP/Global Fund partnership is an important part of this work, facilitating access to resources for action on MDG 6 by countries that face constraints in directly receiving and managing such funding. UNDP partners with countries in crisis/post-crisis situations, those with weak institutional capacity or governance challenges, and countries under sanctions. When requested, UNDP acts as interim Principal Recipient in these settings, working with national partners and the Global Fund to improve management, implementation and oversight of Global Fund grants, while simultaneously developing national capacity for governments or local entities to be able to assume the Principal Recipient role over time.

Under the supervision of the Programme Manager, the Finance Associate will be responsible for providing support to the Finance Specialist for transparent utilization of financial resources and integrity of financial services. The Finance Associate will provide support to analyze and interpret the financial rules and regulations and provide solutions to a wide spectrum of complex financial issues. H/She promotes a collaborative, client-oriented approach consistent with UNDP rules and regulations. The Finance Associate works closely with the Finance Specialist and the SRs to ensure successful implementation of financial policies related to the Programme.

Duties and Responsibilities

1. Ensures implementation of operational and financial management strategies, and adapts processes and procedures focusing on achievement of the following results:

Full compliance with UN/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.

Grant finance business processes mapping and elaboration of the content of internal Standard Operating Procedures in Finance under the supervision of the Programme Manager

Continuously review financial situation and help support the Grant Programme Management Team in preparation of forecasts, based on inputs from Grant/Programme Manager, and periodical Disbursement Requests for submission to the Global Fund

Quarterly review and approve Funding Authorization and Certificate of Expenditures (FACE) Form for the SRs.

Completion of annual audits of SRs as required by UNDP and Global Fund in a timely manner. Audit recommendations are properly addressed and documented for management.

Regularly monitor financial exception reports for unusual activities, transactions and investigates anomalies or unusual transactions. Inform supervisor of the results of the investigation when satisfactory answers are not obtained.

Provide advice and guidance to the Grant Programme Management Team and SR staff on overall financial management.

Being a primary point of contact (in close collaboration with the Programme Manager) on communication with the Global Fund on financial information and provide responses to enquiries (if any) on financial related matters from the Global Fund and LFA.

2. Ensures the management of Grants Programme’ budgets and functioning of the optimal cost-recovery system focusing on achievement of the following results:

Finalizing the consolidated Progress Update and Disbursement Request (PUDR) which includes incorporating variance analysis done by the Grant Programme Manager, and preparation of quarterly and bi-annual Cash Flow and annual Cash Flow Forecasts, and statement of sources and uses of funds in compliance with the Global Fund requirements for submission to the Global Fund.

Timely review the draft and finalizing annual Enhanced Financial Report and other ad hoc financial reports as required by the Global Fund.

Periodical preparation of Grants programme fund balance to help the PMT better plan the financial forecast and ensure sufficient funding for effective implementation.

Based on inputs from Programme Manager, timely preparation of the programme budget in the Peoplesoft ERP system (Atlas) and arranging for budget reallocation/reprogramme requests (if any) for submission to the Global Fund.

Monitoring of budgets and reporting on the budget approvals and the delivery situation.

Monitoring and ensuring that contributions from the Global Fund are properly transferred to UNDP on a timely basis.

Ensuring that payments to SRs and vendors are properly reviewed and made on a timely basis, as well as ensuring that payment information is properly recorded into the Atlas system on a timely basis.

3. Ensures proper control of the Grant’s Programme accounts focusing on achievement of the following results:

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 Atlas; 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.

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.

Control of the Accounts Receivables for the Programme and maintenance of the General Ledger.

Control of all programme assets and reporting requirement in compliance with UNDP and Global Fund rules and regulations.

Control of accounts/programme closure.

4. Ensures proper Grant’s Programme cash management focusing on achievement of the following results:

Timely review of cash position for the SRs to ensure sufficient funds for their implementation and appropriate disbursements.

Timely review commitment control in Atlas namely budget spending (PAR) and cash control (AX1) in Atlas to monitor budget utilization l; identification and recording of contributions.

Timely preparation of periodical cash flow forecast and delivery report for use by the programme management team.

5. Ensures capacity building and knowledge sharing for all SRs on financial matters focusing on achievement of the following results:

Capacity building of SRs on overall financial management, if necessary.

Conduct spot checks for SRs to ensure compliance with financial rules for an unqualified audit.

Synthesis of lessons learned and best practices in Finance.

Sound contributions to knowledge networks and communities of practice.

Competencies

Functional Competencies:

Building Partnerships

Maintains an established network of contacts for general information sharing and to remain up-to-date on partnership related issues

Documents and analyses innovative strategies and new approaches

Job Knowledge/Technical Expertise

Understands and applies fundamental concepts and principles of a professional discipline or technical specialty relating to the position

Ability to formulate and manage budgets; manage contributions and investments; manage transactions; and conduct financial analysis, reporting and cost-recovery.

Possesses knowledge of organizational policies and procedures and applies them consistently in work tasks

Analyzes the requirements and synthesizes proposals

Strives to keep job knowledge up-to-date through self-directed study and other means of learning

Demonstrates good knowledge of information technology and applies it in work assignments

Promoting Organizational Change and Development

Researches and documents ‘best practices’ in organizational change and development within and outside the UN system

Design and Implementation of Management Systems

Make recommendations relative to work-processing approaches and procedures which would lead to more efficient systems design

Client Orientation

Researches potential solutions to internal and external client needs and reports back in a timely, succinct and appropriate fashion

Organizes and prioritizes work schedule to meet client needs and deadlines

Establishes, builds and sustains effective relationships within the work unit and with internal and external clients

Anticipates client needs and addresses them promptly

Promoting Accountability and Results-Based Management

Gathers, analyzes and disseminates information on best practice in accountability and results-based management systems

Core Competencies:

Demonstrate corporate knowledge and sound judgment

Self-development, initiative-taking

Acting as a team player and facilitating team work

Facilitating and encouraging open communication in the team, communicating effectively

Creating synergies through self-control

Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member.

Informed and transparent decision making

Required Skills and Experience

Education:

Secondary Education.

Undergraduate Degree in Finance/Accounting would be desirable

Professionally qualified accountants from an internationally recognized institute of accountancy will have a distinct advantage.

UNDP Accountancy & Finance Test may be required

Experience:

7 years of relevant experience in providing financial management services, managing staff and operational systems.

Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of spreadsheet and database packages, experience in handling of web based management systems and ERP financials, preferably PeopleSoft.

Experience of managing financial system in Global Fund-funded programmes highly desirable.

Experience with the UNDP and/or UN agencies desirable.

Knowledge of Atlas is highly desirable.

Language Requirements:

Fluency in English with good verbal and written skills

Knowledge of French will be an asset

Disclaimer

Important applicant information

All posts in the GS categories are subject to local recruitment.

Applicant information about UNDP rosters

Note: UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

Workforce diversity

UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.

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