Programme and Finance Management Analyst

Background

The UN Joint Programme on Local Governance and Decentralized Service Delivery in Somalia (UN JPLG) is a five year joint programme comprising of ILO, UNCDF, UNDP, UN-HABITAT and UNICEF. JPLG’s goal is that ‘Local governance contributes to peace and equitable service delivery in Somalia‘. The Joint Programme has two specific objectives which are: Communities have equitable access to basic services through local government; Local governments are accountable and transparent. JPLG commenced in April 2008 and has now entered its second phase (2013-2017) where it has expanded programmatically, geographically and budget wise with average annual work-plans and budgets of USD 25-32M/year. JPLG works with the Federal Government of Somalia, the Governments of Puntland and Somaliland, local governments, communities and non-state actors.   The Programme and Finance Management Analyst position will be located within the JPLG Programme Management Unit (PMU) which is responsible for the overall coordination and management of the Joint Programme. The PMU is headed by the Senior Joint-Programme Manager to whom the Programme and Finance Management Analyst will report. For additional information please visit: www.jplg.org.    Under the overall supervision of the Senior Programme Manager the Programme and Finance Management Analyst is responsible for ensuring effective programme and financial management of the UN JPLG and for supporting the planning, budgeting and monitoring of the UN Joint Programme. The incumbent will also lead the PMU’s Communication strategy and administration functions.   The Programme and Finance Management Analyst will also support the Senior Programme Manager, and work very closely with the programme and finance staff of the 5 UN JPLG affiliated agencies to manage the monitoring of programme activities as well as financial reporting to the donors and HQ.

Duties and Responsibilities

Summary of key functions: Support programme planning, implementation and monitoring; Ensure effective JPLG financial management and management of partners / donors agreements; Lead PMU’s communication, coordination and administrative functions; Ensure implementation of operational strategies, adapts processes and procedures and knowledge management. Support programme planning, implementation and monitoring: Support the UN JPLG agencies in the monitoring of the annual work plans, within the overall goals and objectives set out in the programme documents; Support programme management through initiating and reviewing of the various narrative and financial reports; Support the monitoring and evaluation of activities as well as tracking progress on the various action plans; Represent the programme in workshops, meeting, and conferences relevant to the work of the programme assigned by the Senior Programme Manager; Provide input into planning and developing of innovative initiatives for the programme; Monitor the execution of donor agreements and guide partner agencies on implementation timeframes and budgets; Support the overall management and supervision of programme. Ensure effective JPLG Programme Financial management: Prepare programme budget estimates and strategic budgets on an annual and bi-annual basis or as required in conjunction with the programme technical team, with particular attention to the specific requirements of various donors and government partners; Track upcoming and existing donor agreements and communicating the same as well as allocations to the UN agencies; Regular monitoring of expenses and submission of financial reports to programme management and to donors as per the schedules;   Provide financial analysis of the programme budgets and expenses; Monitor programme budget implementation and ensure that expenditures are within the approved budget allotments and in conformity with UN financial rules, regulations and procedures; Provide guidance to the JPLG UN agencies’ project assistants and finance staff on financial and budget related issues, in the preparation of IPSAS compliant reports and build their capacity for effective management of all funds; Review and ensure that effective financial controls are in place and are being implemented; Draft all financial management related correspondence for the programme; Update and track the programme delivery rate periodically and on request; Provide inputs for JPLG budgets and manage LG – PMU receivables and expenditures; Harmonise partner agencies financial and other reports with donor reporting requirements. Lead PMU’s communication, coordination and administrative functions: Ensure effective coordination of the programme; Focal point for the JPLG PMU’s communication, prepare communication tools, identify and promote best practices and lessons learnt; draft programme success stories for increased JPLG visibility and ensure regular update of the JPLG website; Establish and maintain collaborative bilateral relationships and linkages with government, donors, JPLG UN agencies and other relevant stakeholders; Coordinate PMU’s administrative functions (logistics, correspondence, knowledge management) and assist the SPM and overall PMU team on such matters; Organize and facilitate stakeholder meetings and ensure appropriate follow up of action plans by all concerned. Ensures implementation of operational strategies, adapts processes and procedures and knowledge management: Supports the strengthening of the internal controls over all financial processes, in compliance with corporate requirements; Identification of programme implementation and operational challenges and recommend solutions to address them; Contributes towards JPLG’s knowledge products based on lessons learnt, experiences and other available relevant information; Contribute to knowledge networks and communities of practice. Impact of Results   The key results have an impact on the overall efficiency, and effectiveness of the programme operations as it relates to the use of corporate resources in the following areas: Effective implementation of programme activities under the JPLG PMU; Effective management of the programme, programme budget(s) and expenditure; Strong relationships with implementing partners and counterparts; Good communications and working relationships within JPLG; Efficient and accurate financial reporting; Accurate and timely follow-up and support for reporting obligations of the JPLG.

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; Establishes and nurtures positive communication with partners. Promoting Organizational Learning and Knowledge Sharing: 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: 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: 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: 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; 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.

Required Skills and Experience

Education:           Advanced (Masters) Degree or equivalent in Finance / Accounting, Business Administration, Economics, Public Administration, Operations, Social Sciences or any other related field. Experience: Minimum of 2 years cumulative professional experience in the area of programme, operations and financial administration / management, in an international, multilateral or civil society organization, preferably in a multi-cultural setting; In-depth knowledge of local governance and related capacity development issues is desirable; In-depth knowledge of UN policies, Joint Programmes in Somalia is considered a strong asset; Experience with ATLAS and IPSAS is an asset; Hands on experience with capacity development, organizational development and advisory work; Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and knowledge of spread sheet and database packages, experience in handling of web based management systems; Work experience in the UN system or another International Organization is highly desirable. Language Requirements: Fluency in written and spoken English; Knowledge of Somali language is an asset.

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