Summary
Date Posted: Thursday, May 25, 2023 , Base Salary: Not Disclosed

JOB DETAILS:
Position Purpose
UNCDF Office of Finance and Management Services Unit (OFMS) is based in UNCDF Headquarters, New York along with out-posted staff across regional offices and multiple country locations. OFMS team works to enhance the institutional effectiveness of UNCDF through operational solutions, development of management policies, prescriptive content, and overall management of all operational, resource management and financial aspects of the organization. OFMS oversees policy adherence, safeguarding UNCDF and Executive Secretary’s accountability while providing advisory, transactional services and support to UNCDF in its core functional areas of accounts and finance; human resources; operations and procurement; and information technology.

The Regional Finance Associate is part of the Management Support Unit regional capacity and to be based in Kampala. The role will report to the Regional Operations Manager, NOC and under the overall guidance of Chief Office of Finance and Management Services (OFMS) and is expected to work closely with regional programme and HQ OFMS operations colleagues. The regional finance associate is expected to provide support in execution of the full range of programme support & transactional services in areas of finance, operations and HR support services for East Africa and Asia regions, in full accordance and compliance with UNCDF/UNDP rules and regulations, ensuring their accuracy, transparency and integrity with a high degree of quality assurance. He/she is expected to provide support to the UNCDF practice/project staff in the East and Southern Africa Regional and Country Offices, with a strong client orientation.

The Regional Finance Associate will play a critical role in supporting the workflow of the OFMS regional team. He/ She will support key functions such as procurement, human resources, budget management revisions and financial reporting, as well all clerical and support staff roles for the regional office portfolio/clients, working closely with relevant HQ OFMS colleagues/focal points.

The Regional Finance Associate promotes a client-oriented approach consistent with UNDP rules and regulations.

The Regional Finance Associate role is based in Kampala, Uganda and reports to the Regional Operations Manager and works under the overall guidance of Chief Management Support Unit, P-5, UNCDF Headquarters.

The Regional Finance Associate will have matrix reporting line to the UNCDF Regional Coordinator and will be expected to work in close alignment with regional & headquarters based OFMS colleagues. He/She is responsible for providing regional programme support & operations/project staff with operational guidance on a day to day basis, as needed.

Summary of key functions:
Under the supervision of the Regional Operations Manager, the Regional Finance Associate G7 will provide a wide range of financial, programme and operational support services and ensure full compliance of UNCDF regional programme operations with the UNCDF operational framework in line with the UN/UNDP rules, regulations and policies.

The detailed roles and responsibilities are outlined below:
• Ensures implementation of operational strategies;
• Provision of financial transactional support and ensures effective financial control and oversight in the regional offices;
• Provision of logistical support to East & southern Africa Portfolio Country Offices;
• Ensures support to HR processes in the region;
• Ensures facilitation of knowledge building and knowledge sharing.

Duties and Responsibilities
Ensures implementation of operational strategies, focusing on achievement of the following results:
• Full compliance of administrative activities with UNDP/UNCDF rules, regulations, policies and strategies;
• Provision of inputs to the business processes mapping and elaboration of internal Standard Operating Procedures (SOPs) in Administration and Logistics in consultation with the direct supervisor and office management;
• Elaboration of proposals and implementation of cost saving and reduction strategies in consultations with office management.

Provision of financial transactional support and ensures effective financial control and oversight in the regional offices:
• Verification of the supporting documents for payments and financial reports for UNCDF projects; preparation in the Accounts Payable module (AP) of all types of payment vouchers for management and development projects;
• Serve as the focal point of regional management projects and cost recovery for services provided; Regularly update and maintain contracts database and payment dashboard of commitments and expenditures such as consultant, payment of goods and services;
• Proper control and of the supporting documents for payments, ensuring the proper filing system in Country office Database and electronic/hard copies;
• Maintenance of the internal expenditures control system which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in Quantum; payrolls are duly prepared; travel claims, POs and other entitlements are duly processed;
• Review, research, verification and reconciliation of a variety of data and reports ensuring accuracy and conformance with financial rules and regulations;
• Provides clear and systematic guidance to COs and projects on the processes and rules and regulations for financial management;
• Prepare general ledger journal entries (GJEs) for corrections to ensure transactions are accurate and liaise with Finance Section for review, verification and approval;
• Review, Petty Cash Advance and ensure reconciliation are completed timely;
• Support to the year-end closure exercise to ensure financial transactions are IPSAS compliant;
• Prepare and generate Project Combined Delivery Reports (CDRs) quarterly for all projects, and other ad-hoc financial reports;
• Serve as focal point of overall financial oversight and monitoring of financial activities for programmes in the region. Prepare regular update on required budget, expense, and other balance sheet accounts analysis;
• Supports the various internal and external audits.

Provision of logistical support focusing on achievement of the following results:
• Provides logistical support to organization of conferences, workshops and retreats;
• Process travel requests, reservations;
• Support with protocol matters, registration of staff, coordination with local authority on space and other administrative matters;
• Supports control of Project Assets and inventory including keep record and maintenance of Office Assets and supplies and participation in periodic office physical inventory and asset verification exercises as needed;
• Proper inventory control; supervision of proper issuance of inventory items and supplies;
• Receipt of shipments, customs clearance arrangements, preparation of documents for shipments (received/sent);
• Facilitation of logistical arrangement for delivery and arrival of goods;
• Facilitation of VAT clearance process;
• Proper record and tracking of common services expenditure;
• Perform other work-related tasks assigned by the supervisors.

Ensures Support to HR processes in the region:
• Support to staff planning at regional and country level;
• Monitoring and follow up on HR processes(appointments, renewals, terminations);
• Effective support to all administrative tasks related to recruitment processes at the regional level.

Ensures facilitation of knowledge building and knowledge sharing focusing on achievement of the following results:
• Development and maintenance of the project filing system;
• Organization of trainings for the operations/ projects staff on programme;
• Synthesis of lessons learnt and best practices in programme;
• Sound contributions to knowledge networks and communities of practice.

Expected Demonstration of Competencies
Core Competencies:
• Achieve Results – LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline.
• Think Innovatively – LEVEL 2: Offer new ideas/open to new approaches, demonstrate systemic/integrated thinking.
• 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 competencies
Thematic Area Name Definition
Business Development – Knowledge Generation
• Ability to research and turn information into useful knowledge, relevant for context, or responsive to a stated need.

Business Management – Partnerships Management
• Ability to build and maintain partnerships with wide networks of stakeholders, partners, experts and others in line with UNCDF strategy and policies.

Business Management – Results-based Management
• Ability to manage programmes and projects with a focus at improved performance and demonstrable results.

Business Management – Project Management
• Ability to plan, organize, prioritize and control resources, procedures and protocols to achieve specific goals.

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.

Finance Audit risk management
• Ability to address audit issues raised in the course of an audit and propose solutions in order to ensure a true and fair audit opinion is achieved.

Admin and Operations – Office Administration
• Ability to manage day-to-day office activities (including but not limited to travel management, facilities and asset management, policy and procedures maintenance) to meet operational needs.

Keywords
• Financial Management
• Administration
• Logistics

Required Skills and Experience
Education
• Secondary Education, preferably with specialized qualification in Accounting and Finance.
• First University Degree in Accounting, Finance, Commerce, Business or Public Administration, Economics, Political or Social Sciences or related fields would be highly desirable, but it is not a requirement.

Experience, Knowledge, and Skills
Experience:
• Minimum seven (7) years of progressively responsible administrative or Operations experience is required at the national or international level.
• Candidates having Bachelor’s degree or equivalent will require a minimum of four years of relevant work experience.
• Specialized training in office management and administration is highly desirable.
• Experience with a UN organization/agency is desirable.
• Experience with ERP system Quantum and UNDP Finance Processes, Programme Operations Policies & Procedures etc. is highly desired.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advanced knowledge of spreadsheet and database packages, experience in handling of web based management systems.
• Professional fluency in English required (both written and spoken).



Work Hours: 8

Experience in Months: 84

Level of Education: Bachelor Degree

Job application procedure

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