Closing date: Wednesday, 11 February 2015
RE-ADVERTISEMENT - FINANCE ASSOCIATE, PFMSU - (OPEN TO BOTSWANA NATIONALS ONLY)
Location : Gaborone, BOTSWANA
Application Deadline : 11-Feb-15
Type of Contract : FTA Local
Post Level : GS-6
Languages Required : English
Starting Date : (date when the selected candidate is expected to start)
01-Apr-2015
Duration of Initial Contract : One year with a possibility of renewal
Background
Under the guidance and supervision of the Operations Manager and the Programme Finance and Management Analyst, the Finance Associate ensures effective execution of financial services and processes in CO and transparent utilization of financial resources. The Finance Associate promotes a client-oriented approach consistent with UNDP rules and regulations.
The Finance Associate can supervise clerical and support staff of the Finance Unit/PFMSU. The Finance Associate works in close collaboration with the operations, programme and projects' staff in the CO and with UNDP HQs staff for resolving finance-related issues and information exchange.
Duties and Responsibilities
Ensures implementation of operational and financial management strategies, adapts processes and procedures focusing on achievement of the following results:
- Full compliance with UN/UNDP rules and regulations of financial processes, financial records and reports and audit follow up; implementation of the effective internal control framework;
- CO finance business processes mapping and elaboration of the content of internal Standard Operating Procedures in Finance in consultation with the direct supervisor and office management;
- Provision of inputs for implementation of cost-saving and reduction strategies in consultation with the office management;
- Preparation of cost sharing and trust fund agreements, follow up on contributions within the CO resource mobilization efforts.
Ensures administration of budgets and functioning of the optimal cost-recovery system focusing on achievement of the following results:
- Preparation and modifications of budgets for UNDP management projects, follow-up with HQs on ASL for management projects.
- Presentation of researched information for planning and status of financial resources of the CO;
- Sending project budget to KK if authorized by the Senior Management (can be done only on the basis of signed prodocs and project budgets);
- Timely preparation of cost-recovery bills in Atlas for the services provided by UNDP, implementation of the income tracking system and follow up on cost recovery.
Provides accounting and administrative support to the Finance Unit and performs Global payroll functions focusing on achievement of the following results:
- Proper control of the supporting documents for payments and financial reports for NEX projects; preparation of all types of vouchers; Pay Cycle and payments execution;
- Proper receipting of goods and services and establishment of accruals;
- Approval of vendors in Atlas (if a senior member of the Finance team);
- Global payrolls processing in Atlas;
- Maintenance 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 and processed; travel claims, MPOs and other entitlements are duly processed;
- Timely accounts closure;
- 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;
- Timely corrective actions on erroneous data in Atlas. Preparation of financial reports as required;
- Maintenance of the Accounts Receivables for UNDP projects and follow-up with partners on contributions, deposits creation in Atlas and their application to AR pending items;
- Timely VAT reimbursements, payment of GLOC by the Government.
Ensures proper CO cash management functioning 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;
- Daily review of zero-balance account bank statements in Atlas to monitor imprest level; identification and recording of contributions.
- Preparation of monthly UN exchange rate report to Treasury;
- Timely and accurate preparation of bank reconciliations;
- Timely preparation of monthly cash flow forecast for use by Operations Manager/ Programme Finance Management Analyst. Liaison with UN Agencies to obtain estimate of their cash requirement;
- Initiation of bank transfers and deals in Atlas.
Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results:
- Organization of trainings for the operations/ projects staff on Finance;
- Synthesis of lessons learnt and best practices in financial management;
- Sound contributions to knowledge networks and communities of practice.
Competencies
Functional Competencies
- Advocacy/Advancing A Policy-Oriented Agenda;
- Results-Based Programme Development and Management;
- Building Strategic Partnerships;
- Innovation and Marketing New Approaches;
- Resource Mobilization (Field Duty Stations);
- Promoting Organizational Learning and Knowledge Sharing;
- Global Leadership and Advocacy for UNDP's Goals;
- Client Orientation.
Core Competencies
- Demonstrating/safeguarding ethics and integrity;
- 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
- Secondary Education, with specialized certification in Accounting and Finance;
- University Degree in Finance, Business or Public Administration desirable, but it is not a requirement;
- Part-qualified accountants from an internationally recognized institute of accountancy will have a distinct advantage.
- UNDP Accountancy & Finance Test required.
