Position Purpose
• The Finance and Programme Support Analyst supervises and leads the staff of the Finance Unit.
• The incumbent works in close collaboration with the operations, programme and project teams in the CO and with UNDP HQs staff and Government officials ensuring successful CO performance in Finance.
Duties and Responsibilities
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.
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;
• Provide advisory support to programme and projects in budget formulation and budget revisions;
• 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 produces and project budgets);
• Elaboration of proper mechanisms to eliminate deficiencies in budget management;
• Preparation of direct project costs (DPC) strategy and cost-recovery bills in Atlas for the services provided by UNDP (in coordination with relevant Operations Teams). This also includes ensuring that adequate level of DPC is included in all projects.
Ensures proper control of CO accounts 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;
• May be granted Manager level 1 in Atlas;
• Control of accounts closure;
• May be granted authority for 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.
Ensures proper CO 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;
• Daily review of zero-balance account bank statements in Atlas to monitor imprest level; identification and record of contributions;
• Primary contact with local bank management on routine operational matters including negotiation of exchange rate on replenishments;
• Member of bank signatory panel;
• Timely and accurate approval of bank reconciliation, including documented review of exceptions;
• Initiation of bank transfers and deals, selecting bank transfers and deals for approval and settlement;
• Performing Pay cycle manager role in Atlas;
• 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 for cash disbursements made on site.
Ensures full support to programme implementation including programme finance assurance and management:
• Maintain effective programme support processes to ensure successful implementation of projects and provide advisory support as required;
• Facilitate programme-specific planning and reporting, including formulation and implementation of the programme budget and tracking of resources against corporate benchmarks;
• Ensure quality of programme/project design and oversight by advising on formulation of results framework and budget against corporate policies and procedures;
• Ensure tracking and monitoring of the CO performance against corporate indicators such as: project financial management performance, data quality performance, accounts closure performance and others (via corporate dashboards and other available tools);
• Facilitate and provide support to implementation of programme financial strategies including resource mobilization strategy (in collaboration with RM focal point);
• Ensure regular monitoring and analysis of the programme financial delivery (programme budget utilization) against the set performance targets;
• Ensure management and quality assurance of the on-going and pipeline projects in the corporate planning system including regular analysis of the multi-year resources and preparation of forecasts as needed (including also via ERP project management module, Transparency Portal, IATI Dashboard etc.);
• Contribute to/provide advisory support on project formulation, including results framework and budget;
• Provide advisory support to projects on PPM and programme finance management, including support to projects with limited staffing capacities;
• Create projects in Atlas and facilitate timely project closure in accordance with the UNDP rules and regulations;
• Provide clearance for the partner agreements including financing agreements with donors having ensured they meet corporate requirements; seek UNDP Legal Office and Partnership Bureau clearance in case of deviations;
• Regularly monitor status of cost-sharing deficits and NIM advances and follow up with projects on their timely liquidation and any issues arisen;
• Develop and ensure application of relevant Standard Operating Procedures (SOP) on different project implementation processes;
• Contribute (or backstop) to facilitation of all types of audits and verifications (Audit (Alternate) Focal Point for the CO);
• Support in development and updates of the CO Internal Control Framework (ICF) along with the relevant Delegation of Authorities. Follow up on regular update of ARGUS system (jointly with Operations Manager).
Required Skills and Competencies
Core competencies
• Achieve Results: LEVEL 2: Scale up solutions and simplifies processes, balances speed and accuracy in doing work
• Think Innovatively: LEVEL 2: Offer new ideas/open to new approaches, demonstrate systemic/integrated thinking
• Learn Continuously: LEVEL 2: Go outside comfort zone, learn from others and support their learning
• Adapt with Agility: LEVEL 2: Adapt processes/approaches to new situations, involve others in change process
• Act with Determination: LEVEL 2: Able to persevere and deal with multiple sources of pressure simultaneously
• Engage and Partner: LEVEL 2: Is facilitator/integrator, bring people together, build/maintain coalitions/partnerships
• Enable Diversity and Inclusion: LEVEL 2: Facilitate conversations to bridge differences, considers in decision making
Cross-Functional & Technical competencies
• Knowledge Generation: Ability to research and turn information into useful knowledge, relevant for context, or responsive to a stated need.
• Banking and cash management: Ability to collect, handle, and manage cash, which involves assessing market liquidity, cash flow, and investments.
• Results-based Management: Ability to manage programmes and projects with a focus at improved performance and demonstrable results.
• Financial planning and budgeting: Ability to create and manage processes to achieve UNDP\’s long and short-term financial goals, including through planning, budgeting, forecasting, analyzing and reporting.
• Financial reporting and analysis: Understands changes in regulatory, legal and ethical frameworks and standards for financial reporting in the public sector. 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. Understands the benefits of integrated reporting, including non-financial resources such as human, social and intellectual capital, and environmental and governance performance.
• Accounting (General): Knowledge of accounting concepts, principles, frameworks, standards, regulations, policies and trends, and ability to apply this to strategic and/or practical situations.
• Risk Management: Ability to identify and organize action around mitigating and proactively managing risks.
Qualification Required & 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.
Experience
• At least 2 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 web based management systems and ERP financials, preferably PeopleSoft;
• UNDP Advanced Accountancy & Finance test is required;
• Experience of IPSAS and/or IFRS is required for external candidates.
Required skills
• Demonstrate corporate knowledge and sound judgment;
• Self-development, initiative-taking;
• Acting as a team player and facilitating teamwork;
• Facilitating and encouraging open communication in the team, communicating effectively;
• Creating synergies through self-control;
• Managing conflict;
• 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.
Location: Accra
How To Apply For The Job
To submit your application, click on the link below and complete all relevant fields on the online application form.
Closing Date: 16 March, 2023
Qualified Female Candidates are encouraged to apply