Duties and Responsibilities
Summary of Key Functions :
Implementation of operational and financial management strategies
Projects’ budget management and organization of the cost-recovery system
Control of CO accounts for Programmes and Operations of the SO
Control of SO cash management
Facilitation of knowledge building and knowledge sharing
1. Ensures implementation of operational and financial management strategies, and adapts processes and procedures, focusing on the achievement of the following results :
Full compliance of financial activities, financial recording / reporting system and audit follow up with UN / UNDP rules, regulations, policies and strategies;
implementation of the effective internal control, proper design and functioning of the financial resources management system.
CO Finance business processes mapping and elaboration / establishment of internal Standard Operating Procedures in Finance, control of the workflows in the Finance Unit.
Continuous analysis and monitoring of the financial situation, presentation of forecasts for development and management projects.
Elaboration of the framework and conditions of contributions within the CO resources mobilization efforts.
Elaboration and implementation of cost saving and reduction strategies.
Routinely monitors financial exception reports for unusual activities, transactions, and investigates anomalies or unusual transactions.
Informs supervisors and other UNDP staff at Headquarters of the results of the investigation when satisfactory answers are not obtained.
2. Manages the project budgets and organizes an optimal cost-recovery system focusing on achievement of the following results :
Financial resources management through planning, guiding, controlling of the resources in accordance with UNDP rules and regulations.
Preparation and monitoring of budgets of management projects.
Establishment of the development projects’ budgets preparation / modification monitoring system, control of budgetary status versus authorized spending limits (ASL) and budgets delivery levels.
Sending project budget to KK if authorized by the Senior Management (can be done only on the basis of signed prodocs and project budgets).
Elaboration of proper mechanisms to eliminate deficiencies in budget management.
Preparation of cost-recovery bills in Atlas for the services provided by UNDP.
3.Ensures proper control of CO accounts for Programmes and Operations of the SO focusing on achievement of the following results :
Elaboration of the internal expenditures’ control system which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in Atlas;
payrolls are duly prepared; MPOs, travel claims and other entitlements are duly processed, receipting of goods and services and establishment of accruals are properly done in compliance with IPSAS and UNDP policies and procedures..
Manager level 1 in Atlas.
Control of accounts closure
Approval of vendors in Atlas.
Timely 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 UNDP projects and maintenance of the General Ledger.
4. Ensures proper SO cash management focusing on achievement of the following results :
Timely review of cash position for local accounts to ensure sufficient funds on hand for disbursements. Timely identification and recording of receipts for income application.
Monitoring of financial exception reports for unusual activities, transactions and investigation of anomalies or unusual transactions.
Provision of information to supervisors and other UNDP staff at HQ on the results of the investigation when satisfactory answers are not obtained.
Manage and control Petty Cash and Project Cash account
Timely preparation of monthly cashflow forecast for use by Operations Manager. Liaison with UN Agencies to obtain estimate of their cash requirements.
Role as cashier or cash custodian for cash disbursements made on site.
Ensures facilitation of knowledge building and knowledge sharing in the CO and guidance to all stakeholders on financial matters focusing on achievement of the following results :
Organization / conduct of training for the operations / programme / projects staff on financial management and RBM.
Synthesis of lessons learnt and best practices in Finance.
Sound contributions to knowledge networks and communities of practice.
Impact of Results The key results have an impact on the overall CO / SO efficiency in financial resources management and success in introduction and implementation of operational strategies.
Accurate, thoroughly researched and documented financial information, timely and appropriate delivery of services ensure client satisfaction and enhance UNDP credibility in use of financial resources.
Functional Competencies : Building Partnerships
Level 1.2 : Maintaining a network of contacts
Maintains an established network of contacts for general information sharing and to remain up-to-date on partnership related issues
Establishes and nurtures positive communication with partners
Promoting Organizational Learning and Knowledge Sharing
Level 1.2 : Basic research and analysis
Generates new ideas and approaches, researches best practices and proposes new, more effective ways of doing things
Documents and analyses innovative strategies and new approaches
Identifies and communicates opportunities to promote learning and knowledge sharing
Develops awareness of the various internal / external learning and knowledge-sharing resources
Job Knowledge / Technical Expertise
Level 1.2 : Fundamental knowledge of own discipline
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
Identifies new and better approaches to work processes and incorporates the same in his / her work
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
Demonstrates in-depth understanding and knowledge of the current guidelines and tools and utilizes these regularly in work assignments
Promoting Organizational Change and Development
Level 1.2 : Basic research and analysis
Researches and documents best practices’ in organizational change and development within and outside the UN system
Demonstrates ability to diagnose problems and identifies and communicates processes to support change initiatives
Design and Implementation of Management Systems
Level 1.2 : Research and analysis and making recommendations on management systems
Make recommendations relative to work-processing approaches and procedures which would lead to more efficient systems design
Level 1.2 : Establishing effective client relationships
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
Level 1.2 : Basic monitoring
Gathers, analyzes and disseminates information on best practice in accountability and results-based management systems.
Core Competencies :
Demonstrate corporate knowledge and sound judgment
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 : Advanced (Masters) University Degree in Finance / Accounting, Business, or Public Administration, or a professional accounting qualification from an internationally recognized institute of accountancy.
Professionally qualified accountants from an internationally recognized institute of accountancy will have a distinct advantage.
UNDP Advanced Accountancy & Finance Test required. Experience : Minimum of 3 years of relevant experience in providing financial management and accounting advisory 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.
Previous experience with a multilateral or international organization, notably with UNDP, is highly desirable. Experience of IPSAS and / or IFRS is required for external candidates.
Language Requirements : Fluency in written and spoken English as well as fluency in spoken Hausa are required. The ability to communicate effectively in Kanuri, Hausa, or other local language spoken in the NE region is an asset.
QUALIFIED FEMALE CANDIDATES ARE STRONGLY ENCOURAGED TO APPLY