Job Description
Duties and Responsibilities
Ensures effective and accurate financial resources management and oversight, focusing on achievement of the following results.
- Leads on financial analysis and oversight for all resources managed by the Global Fund programmes and provision of high-quality technical financial advice to the programme manager, PMU and other PMU staff members and Country Office senior management.
- Ensures proper financial planning, expenditure tracking of financial resources through tracking in accordance with UNDP rules and regulations, policies and procedures, in line with the grant agreements, value for money and corporate agreements between the UNDP and the Global Fund on financial management rules.
- Maintains robust internal financial management controls over all financial processes of the grant
- Maintains adequate financial management arrangements including reviews and reconciliations, to support the deployment of grant resources in an economic, efficient and effective manner to achieve the desired objectives, ensuring expenditures incurred are reasonable and allowable against budgetary allocations and that inappropriate payments and non-compliant expenditures are verified and prevented;
- Ensures an efficient financial flow process is developed and implemented and amended to reflect the programme financial management requirements which are guided by risk assessments;
- Establishes and maintains a reporting system for UNDP and the Global Fund in line with the requirements articulated in the Grant agreement
- Reviews and provides technical support on financial reporting procedures and reporting templates of Sub- recipients, contractors, service providers, and technical assistance providers;
- Ensures an effective information flow between finance and non-finance actors (Country Co-ordinating Mechanism (CCM), Global Fund, Local Fund Agent and Sub-recipients) in order to effectively link the programmatic results to expenditures, as required by Global Fund.
- Develops and maintains an organizational structure for the Finance team, and leads on the recruitment of finance team staff, fostering diversity, equity and inclusion and builds the technical, management and leadership capacity of staff for promotion of organizational excellence;
- Monitors the financial performance of supply management systems/ procurement in coordination with the procurement and supply management specialist
- Reviews and finalizes cost estimates for different activities according to the needs of programme management.
- Develops, tracks and reports to management key financial performance indicators; and
- Maintains a document management system for UNDP, including Sub-recipients, contractors, service providers, and technical assistance providers records.
Ensures implementation of operational strategies and procedures, focusing on achievement of the following results:
- Establishes and/or ensures robust financial procedures: e.g. receipts, payments, disbursements and bookkeeping, filing procedures for the GF projects of Sub-recipients.
- Ensures that financial procedures in place comply with the financial/accounting and procurement
- requirements of UNDP in line with the procedures on financial management in the Grant Agreement between the UNDP and the GF;
- Performs a continuous analysis and monitoring of the financial situation, presentation of forecasts for the financial delivery of the GF project at all levels.
- Ensures the timely closure of programmes and compliance with Global Fund and UNDP rules, policies and procedures, including the transfer of assets;
- Ensures oversight for the transparency of the financial processes and use of funds and compliance with UNDP financial guidelines;
- Leads on the preparation of the donor reports, monthly Cash Flow and annual Cash Flow Forecasts, statement of sources and uses of funds in compliance with the Global Fund reporting requirements.
- Leads on the preparation of other financial reports to be submitted to the LFA/Global Fund, acting as the Focal Point for financial management information for the LFA/Global Fund;
- Elaborates and implements the savings and cost reduction strategies in close coordination with Finance Analyst, SR Financial Management Analyst and in collaboration and Procurement and Supply Management Specialists.
- Under the guidance of the Programme Manager, and in coordination with Operation Manager, facilitates audits and investigations by the Office of Audit and Investigations. Provides technical support to Sub Recipients to prepare for audit and audits of Sub-recipient(s)) and by the Office of Inspector General in line with corporate agreements with the Global Fund and UNDP rules and regulations and policies and procedures and ensures timely implementation of audit recommendations and findings as they relate to financial, asset and Sub-recipient management.
- Routinely monitors financial exception reports for unusual activities, transactions, and investigates anomalies or unusual transaction and informs supervisors of the results of the investigation when satisfactory answers are not obtained; and
- Leads on preparing timely and quality monthly cash flow forecasts for use by the Programme Manager
Manages the programme budgets and ensures proper control of programme accounts focusing on achievement of the following results:
- Leads on managing financial resources through planning, guiding, monitoring, and controlling of the resources in accordance with UNDP rules and regulations.
- Prepares and monitors programme budgets in QUANTUM and ensures that the Planning and Budgeting Cloud system is in line with the approved detailed budget.
- Elaborates proper mechanisms to eliminate deficiencies in budget management.
- Ensures that funds transfer from the Global Fund are timely implemented in line with the GF funds disbursement schedule.
- Leads on ensuring compliance with the internal expenditures control system, which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in QUANTUM.
- Leads on arranging quarterly financial management review meetings with Sub-recipients in coordination with other PMU staff across functional areas (programme, PSM, M&E )
- Performs Manager authorized functions for transactions approval in Quantum (as per ICF); and
- Ensures timely corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers and ensures timely responses to HQ requests to resolve financial data issues.
Ensures close monitoring of the Sub-recipients and other implementing partners focusing on achievement of the following results:
- Assesses financial management capacities of Sub-recipients and develops an action plan to address identified gaps;
- Provides guidance and capacity building of Ministry of Health and Population, partners, and Sub-recipients on issues of financial and asset management – from contracting and banking issues to budgeting, accounting and reporting;
- Ensures advance payments and direct payments for Sub-recipients and vendors are properly; reviewed, processed, and retired, as well as ensuring that payment information is properly recorded into the QUANTUM system on timely basis;
- Harmonizes reporting and accounting practices of Sub-recipients, including budgeting and key financial performance indicators;
- Plans and ensures the Finance team undertakes verifications of Sub-recipients’ expenditures, and promptly follows up on non-compliant expenditures;
- Ensures coordination with the Sub-recipients’ auditors to finalize the reports to ensure the final audit reports comply with the approved Sub-recipients Terms of Reference, and follows up in a timely manner to ensure finance related audit recommendations are properly addressed; and
- Ensure continuous support for the financial managers of SR organizations.
Ensures facilitation of knowledge building and sharing including contribution towards Gender and Social Inclusion (GESI) focusing on achievement of the following results:
- Leads on the development of training plan/curriculums for the Sub-recipients financial and accounting staff and conducts regular trainings on GF performance-based funding and financial reporting requirements management system.
- Organizes training for the PMU on financial management and oversight.
- Actively participates in UNDP and other relevant external networks to promote the programmes and represents Global Fund project in relevant technical meetings and working groups at country, regional and global level and gathers lessons learnt to apply to the Global Fund programme.
- Identifies and supports development of communications (print, video) highlighting key financial management achievements, best practices, and lessons learnt and contributes to information sharing with the Ministry of Health and Population, Sub-recipients, UN entities, financial and technical partners, the GF and the CCM; and
- Ability to represent UNDP and the project when required.
- Ensure GESI is mainstreamed in the budget, AWP, procurement and HR plans, and all other administrative work to be undertaken by the project in coordination with GESI focal person of UNDP CO
- Fully comply with UNDP’s GESI policy and zero tolerance for sexual and g and ensure contribute to the zero tolerance for discrimination, harassment, sexual harassment, sexual exploitation, and abuse.
- Promote GESI throughout programme implementation.
- Create a safe working environment by developing respectful and safe organizational culture and supporting practices.
- Collaborates with team members, programme partners, and sub-recipients to ensure safe implementation of projects at the community level applying Do No Harm approach.
Job Specification
Required Skills and Experience
Education:
- A professional accounting qualification from an internationally accredited institute of accountancy, and/or Advanced (master’s) University Degree in Finance and/or Accounting is required. OR
- A first-level university degree (bachelor’s degree) in Finance and/or Accounting in combination with an additional two years of qualifying experience will be given due consideration in lieu of the advanced university degree.
- Candidates with professional accounting qualifications from an internationally accredited institute of accountancy will have a distinct advantage.
- Candidates with no professional accountancy qualifications, but with degrees that major in accountancy and/or finance must complete the Finance Training and Certification Programme (FTCP), if recruited.
- Candidates satisfying the two above criteria are exempted from undertaking the UNDP Advanced Accountancy and Finance Test (AAFT).
- Candidates with MBA or master's in finance with no accountancy qualification but with relevant experience must successfully undertake the UNDP Advanced Accountancy and Finance Test (AAFT) to be eligible for shortlisting.
Experience
- Minimum 5 years (with master’s degree) or 7 years (with bachelor’s degree) of relevant and progressive professional experience in providing financial management advisory services is required.
- Proven track record of strong knowledge of international development organizations, UN or UNDP Financial Management, rules, regulations, policies and procedures are highly desirable.
- Strong knowledge and experience in working with Global Fund grants in financial management is an asset.
- Experience working in a developing country is highly desirable.
- Familiarity with Global Fund financial guidelines, reporting requirements, and grant management is highly desirable.
- Proficiency in budgeting, forecasting, and financial analysis is highly desirable.
- Demonstrated commitment to ethical financial practices and transparency is highly desirable.
- Experience in preparing for and managing internal and external audits is highly desirable.
- Knowledge of fraud detection and prevention mechanisms is desirable.
- Experience in managing large budgets (e.g., multi-million-dollar programmes) is highly desirable.
- Knowledge of donor financial regulations, audits, and reporting requirements is highly desirable.
- Experience in managing sub-recipients or implementing partners is desirable.
- Ability to identify and mitigate financial risks in programme implementation is desirable.
- Experience in the use of the financial ERP packages system is required.
- Experience in training national entities in strengthening financial management systems is desirable
- Language:
- Fluency in English is required.
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