Job Description
Duties and Responsibilities
The incumbent will be reporting to Finance Specialist.
Ensures financial oversight and reporting focusing on achievement of the following results:
- Monitors and manages the financial activities of Sub-recipients (SRs) to ensure compliance with the Global Fund's financial guidelines.
- Tracks expenditure by monitoring advance payments and direct payments for SRs and vendors are properly reviewed, processed, retrieved, and promptly followed up on non-compliant expenditures.
- Implements robust financial procedures: e.g. receipts, payments, disbursements, and bookkeeping, filing procedures for the GF projects of SRs.
- Monitors the financial situation and assists in preparation of forecast presentation of SRs for the Global Fund programmes.
- Ensures the timely closure of SRs programmes and compliance with Global Fund and UNDP rules, policies, and procedures, including the transfer of assets.
- Maintains transparency of the financial processes and use of funds and compliance with Global Fund and UNDP financial guidelines.
- Prepares timely and quality monthly cash flow forecasts for use by the Programme Manager in liaison with other Implementing Partners and share with Finance Specialist.
- Conducts timely corrective actions on unposted vouchers, including vouchers with budget check errors, match exceptions, unapproved vouchers and ensures timely responses to HQ requests to resolve financial data issues.
- Oversees budgeting processes.
- Ensures accurate financial reporting.
Ensures risk management & compliance assurance focusing on achievement of the following results:
- Identifies potential financial risks associated with SRs and implements strategies to mitigate the identified risks.
- Ensures that adequate fiduciary controls are in place to manage donor funds effectively.
- Ensures that SRs adhere to the financial terms and conditions outlined in their agreements with the UNDP and the Global Fund.
- Ensures compliance with procurement policies as per the agreement.
- Guides the SRs about the audit requirements and provides them with clear checklist and guidance for ensuring smooth audit process.
- Ensures the SRs have clear understanding on the requirements of the financial reporting standards. Guides and supports in developing effective reporting systems.
- Ensures compliance with the internal expenditures control system, which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in QUANTUM.
Ensures capacity assessment and capacity building of the SRs focusing on achievement of the following results:
- Evaluates the financial management capacities of SRs and develops an action plan to address the identified gaps.
- Provides training and support to enhance their financial management systems and practices.
- Assists SRs in developing and maintaining robust financial management information systems (FMIS) to improve efficiency and effectiveness in financial decision-making.
Ensures audit coordination of SRs focusing on achievement of the following results:
- Facilitates regular financial audits of SRs to provide assurance that funds are used for their intended purposes.
- Works closely with the Finance Specialist, the Finance Analyst and coordinates with external auditors and ensures timely action to address any audit findings.
- Assists in coordination with the SRs auditors to finalize the reports to ensure the final audit reports comply with the approved SRs Terms of Reference.
- Coordinates and follows up in a timely manner to ensure SRs related audit recommendations are properly addressed.
Ensures facilitation of knowledge building and knowledge sharing in the area of monitoring and evaluation, focusing on the achievement of the following results:
- Assists in development of training plan/curriculums for the SRs financial and accounting staffs in close coordination with the Finance Analyst.
- Conducts regular trainings on GF performance-based funding and financial reporting requirements management system.
- Contributes to the development of communications (print, video) highlighting key financial management achievements, best practices, lessons learnt and the way forward for improvement.
- Supports the Finance Specialist and Finance Analyst in the development of capacity development and transition strategies to support national entities to implement and assume the PR role, ensuring access to appropriate tools and resources.
- Actively participates in UNDP and other relevant external networks to promote the programme.
Contribution towards Gender Equality and Social Inclusion (GESI):
- Ensures 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 Analyst of UNDP CO and the Community Rights and Gender Analyst.
- Fully comply with UNDP’s GESI policy and ensure contribution to the zero tolerance for discrimination, harassment, sexual harassment, sexual exploitation, and abuse.
- Promotes gender equality and social inclusion (GESI) throughout programme implementation.
- Creates a safe working environment by developing respectful and safe organizational culture and supporting practices.
- Collaborates with team members, programme partners, and sub-grantees to ensure safe implementation of programmes at the community level applying Do No Harm approach.
- Ensures that the PSEA policy is fully complied by the SRs in guidance from the UNDP CO PSEA focal points.
Perform other duties within your functional profile as assigned and deemed necessary for the efficient functioning of the office.
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 competences:
Finance
- Accounting (General). Knowledge of accounting concepts, principles, frameworks, standards, regulations, policies and trends, and ability to apply this to strategic and/or practical situations
- 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.
- Finance business partnering. Able to support business units and add value by innovating and providing solutions to financial issues/queries, including through FAQs, financial tools, advisory with the special attention to the SR implementation and non-finance colleagues for whom the service is being provided. Understands the operations, opportunities, and challenges of the organization. Holds a commercial outlook, demonstrating accountability towards organizational goals.
- 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.
Business Direction and Strategy
- System Thinking. Ability to use objective problem analysis and judgement to understand how interrelated elements coexist within an overall process or system, and to consider how altering one element can impact on other parts of the system
Business Management
- Customer Satisfaction / Client Management. Ability to respond timely and appropriately with a sense of urgency, assist in providing 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
2030 Agenda: People
- Gender. Gender Equality and Institutional Transformation
2030 Agenda: Prosperity
- Inclusive Growth. Social Inclusion
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.
- 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 2 years (with master’s degree) or 4 years (with bachelor’s degree) of relevant and progressive professional experience in providing financial management advisory services is required.
- Experience in providing financial management advisory services is required.
- Knowledge and experience in Global Fund’s financial policies and procedures
- Demonstrated experience in reporting and budgeting.
- Experience working in/with international donor-funded projects with finance duties.
- Knowledge of UN or UNDP or Development organization’s Financial Management, rules, regulations, policies and procedures is an asset.
- Familiar with dealing with client relationships with international organizations, national governments and civil society is desired.
- Experience in the use of the financial ERP packages system.
- Understanding of Gender Equality and Social Inclusion, diversity issues.
- Solid experience in working with a multi-cultured group of people and systems in high-pressure environments.
- Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and advance knowledge of web-based management systems.
Required languages:
- Fluency in English is required.
- Fluency in Nepali is required.
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