Closing date: Wednesday, 22 April 2015
PROGRAMME FINANCE AND MANAGEMENT ANALYST
Location : Gaborone, BOTSWANA
Application Deadline : 22-Apr-15
Type of Contract : FTA Local
Post Level : NO-B
Languages Required : English
Starting Date : (date when the selected candidate is expected to start)
01-Jun-2015
Duration of Initial Contract : One year renewable
Background
Under the overall guidance of the DRR-P/O and direct supervision of the Operations Manager, the Management and Programme Analyst is responsible for maintaining a system of regular planning, performance monitoring of and support to the CO for effective delivery of financial management services and transparent utilization of financial resources. He/she analyzes and interprets the Financial rules and Regulations, Programme Operational Policies and Procedures and provides solutions to a wide spectrum of complex financial issues in both programme and management. The Management and Programme Analyst promotes a collaborative, client-oriented approach consistent with UNDP rules and regulations.
The Management and Programme Analyst supervises and leads the staff of the Finance and Programme Management Support Unit. He/she works in close collaboration with the operations, programme, project teams and management in the CO and with UNDP HQs staff and Government officials ensuring successful CO performance in Finance and Programme management monitoring and delivery.
Duties and Responsibilities
Develops planning, implementation and monitoring systems focusing on achievement of the following results:
- Prepare and avail a calendar of corporate requirements;
- Develop, implement and maintain an effective planning and analysis capability that will provide management with appropriate analytical tools to establish goals and measure performance of the CO;
- Routinely communicate each unit's and CO consolidated financial and operational performance trends, historical and forecasted, using appropriate metrics. Suggest trends, resulting implications, key actions, and strategic implications. Coordinate the spending review process for the CO;
- Lead scenario modeling on both income and expenditure to facilitate or influence decision making, identifying finance priorities and future resource planning activities;
- Influence the accuracy and effectiveness of the CO accounting consolidation and closing process and treasury operations through analytical review and trend analysis;
- Develop and execute processes to allow for routine analytical reviews of the CO financial and operational performance, leveraging corporate analytical resources and tools;
- Prepare presentations in support of weekly management meetings and quarterly CCG meetings and various strategic meetings of the CO.
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;
- 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;
- 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 and management 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;
- 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 prodocs and project budgets);
- Determines proper mechanisms to eliminate deficiencies in budget management;
- Preparation of cost-recovery bills in Atlas for the services provided by UNDP.
Regular monitoring of CO performance using corporate tools as well as processes established in the COD, with special emphasis on delivery targets, compliance and strategic oversight of and support to CO financial sustainability:
- Works with the OM and DRR (P/O) to monitor CO delivery of core and non-core resources, and alerts DRR/RR to CO delivery levels;
- Regularly monitors established results frameworks, performance indicators and targets to effectively measure CO capacity and performance using Balance Score Card, Atlas, snapshot and dashboard, Global Staff Surveys, audit, evaluation and other corporate reports;
- Produces agreed-upon oversight reports, provide analysis and early warning based on corporate available data;
- Keeps records of CO performance as objective basis for annual performance assessment.
Ensures proper CO cash management and control of CO accounts focusing on achievement of the following results:
- Put in place 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;
- Control of 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.
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;
- Daily review of zero-balance account bank statements in Atlas to monitor imprest level; identification and record of contributions;
- Timely and accurate review of bank reconciliation, including documented review of exceptions;
- Timely and accurate review of VAT reconciliation on a quarterly basis;
- Initiation of bank transfers and deals, selecting bank transfers and deals for approval and settlement;
- Performing Paycycle 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;
- Control of the Accounts Receivables for UNDP projects and maintenance of the General Ledger.
Ensures facilitation of knowledge building and knowledge sharing in the CO and guidance to all stakeholders on financial matters focusing on achievement of the following results:
- Organization/conduct of training for the operations/programme/projects staff on financial management in the Atlas environment and RBM;
- Synthesis of lessons learnt and best practices in Finance;
- Sound contributions to knowledge networks and communities of practice;
- Serves as a custodian and adviser of UNDP regulations and procedures about operational policies pertaining to development project/programme by ensuring the appropriate use of operational agreements and related legal implications concerning to national and direct execution (NEX/DEX).
Programme Financial Management, Resource Planning and Analysis:
- Supports the planning and monitoring of various programme/project budgetary resources and ensuring quality control of budget revisions;
- Advises the senior management in the formulation of the Resource Planning Framework (RPF) by analyzing information related to current obligations and future programme/project budgetary implications;
- Reviews Programme delivery in accordance with Authorized Spending Limit (ASL) for TRAC and Trust fund resources and Cash Limit for cost sharing resources and suggests measures for adequate optional utilization of funds;
- Supports the office input into the annual CPAP review exercise.
Competencies
Functional Competencies:
- Building Partnerships;
- Promoting Organizational Learning and Knowledge Sharing;
- Job Knowledge/Technical Expertise;
- Promoting Organizational Change and Development;
- Design and Implementation of Management Systems;
- Client Orientation;
- Promoting Accountability and Results-Based Management.
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) University Degree in Finance/ Accounting, Business or Public Administration or a Professional accounting qualification from a recognized institute of accountancy;
- A first level degree in Finance/ Accounting or Business with a combination of 4 years post qualification experience may be considered in lieu of the Advanced University degree;
- UNDP Advanced Accountancy & Finance Test required.
Experience:
- Minimum 2 years of relevant experience (with a Masters degree) 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 of web based management systems and ERP financials, preferably PeopleSoft;
- Experience of IPSAS and/or IFRS is required.
Language:
UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.
