Finance Analyst – UNFPA Uganda

Job Expired

Job Summary:

The Finance Analyst is responsible for effective delivery of financial services and transparent utilization of financial resources within UNFPA. He/she analyzes and interprets the financial rules and regulations and provides solutions to a wide spectrum of complex financial issues. The Finance Analyst promotes a collaborative, client-oriented approach consistent with UNFPA rules and regulations.

You will report directly to the International Operations Manager.

How you can make a difference:

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UNFPA is the lead UN agency for delivering a world where every pregnancy is wanted, every childbirth is safe and every young person’s potential is fulfilled.  UNFPA’s new strategic plan (2018-2021), focuses on three transformative results: to end preventable maternal deaths; end unmet need for family planning; and end gender-based violence and harmful practices.

In a world where fundamental human rights are at risk, we need principled and ethical staff, who embody these international norms and standards, and who will defend them courageously and with full conviction.

UNFPA is seeking candidates that transform, inspire and deliver high impact and sustained results; we need staff who are transparent, exceptional in how they manage the resources entrusted to them and who commit to deliver excellence in programme results.

Job Purpose:

In a global organization, where many of our people are based in challenging environments, you will play a vital role in ensuring the smooth running of critical services relating to Financial management. The Finance Analyst supervises and leads staff in the Finance unit. He/she works in close collaboration with the Human Resource, Administration, Procurement, programme and project teams in the Country Office (CO) and with UNFPA HQs staff and Government officials ensuring successful Country Office (CO) performance in Finance.

The Finance Analyst actively participates in local inter-agency coordination to ensure UNFPA’s needs in common systems and service issues are met. External partners include other UN agencies, vendors, and other non-UN partners that are essential to the work of the Finance section.

Main Tasks & Responsibilities

You would be responsible for:

  1. Ensure effective and accurate financial resources management and oversight, focusing on achievement of the following results:
  • Financial resources management through planning, guiding, controlling of the resources in accordance with UNFPA 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.
  • Elaboration of proper mechanisms to eliminate deficiencies in budget management.
  • Processing of cost-recovery bills in Atlas for the services provided by UNDP.
  • Carry out financial analysis and ensure oversight of all resources managed by the CO and provision of high-quality professional advice to the CO management.
  • Supervise timely production of accurate donor reports in line with donor agreements.
  • Undertake continuous analysis and monitoring of the CO’s financial situation, and preparation of regular updates on the status of financial resources.
  • Participate in the preparation of funding proposal in liaison with programme staff; draft smart budgets, attend meetings with management and potential donors.
  • Ensure full compliance; of financial activities, financial recording/reporting systems with UNFPA’s rules, regulations, policies and strategies; proper design and functioning of the financial resources management.
  1. Serve as a focal point for management audits, GPS/Atlas audits and overall coordination of HACT audits; including planning for spot checks, training and support to staff and Implementing Partners, coordination of responses to audit observations, follow on implementation of audit recommendations, etc.
  • Coordinates audit preparations for; management audits, GPS/Atlas audits and HACT audits; liaising closely with the auditors to ensure timely provision of documentation, scheduling meetings, linking up with management, programme and finance staff.
  • Work closely with the programme and operations staff, and Implementing partners in drafting audit action plans and liaising with management to ensure timely implementation of recommendations.
  • Actively contributes to preparation and development of HACT Assurance Plan in the country office to identify vulnerabilities and risk areas over Cash Assistance to Implementing Partners as well as the corresponding work plan to ensure the best possible use of UNFPA’s financial resources from all sources of funds.
  • Actively monitor and supervise the update of the HACT assurance plan on assessments, financial spot checks and scheduled audits of the implementing partners;
  • Co-ordinates micro assessments by an independent auditor as may be required and to support and facilitate the annual audits of implementing partners.
  • Supervise the preparation of  reports of each implementing partner on the risk assessment and findings/weaknesses, and continuously update the report with status of implementation by the partners;
  • Work closely with Management, Operations and programme sections to identify areas where HACT capacity development is required for UNFPA Staff and implementing partners, design, deliver and implement HACT training or refresher courses and other necessary support and guidance required by the implementing partners;
  • Regularly monitor the accuracy, timeliness and completeness of all IPAS data, including micro assessments, assurance plans, spot check reports, follow up, and audit follow up.
  1. Implement operational and financial management strategies; adapt processes and procedures to maximize effectiveness and efficiency focusing on achievement of the following results:
  • Full compliance of financial activities, financial recording/reporting system and audit follow up with UN/UN rules, regulations, policies and strategies; implementation of the effective internal control, proper design and functioning of the financial resources management system.
  • Work closely with Human Resource / Administration staff at the CO including monitoring implementation by service providers of HR entitlements (e.g salaries and benefits).
  • Conduct CO finance business processes mapping and elaboration/establishment of internal Standard Operating Procedures in Finance, control of the workflows in the Finance Unit.
  • 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.
  • Elaboration and implementation of cost saving and reduction strategies.
  • Routinely monitors financial exception reports for unusual activities, transactions, and investigates anomalies or unusual transactions. Informs management and other UNFPA staff at Headquarters of the results of the investigation when satisfactory answers are not obtained.
  • Supervise delivery of effective and efficient financial services to UNFPA’s staff and clients (vendor payments, DSA payments, F10 settlements, reversals, petty cash, vendor initiation, VAT claims/reconciliations etc.)
  • Establish internal expenditures’ control system which ensures that all transactions are duly authorized; AP vouchers are matched and posted; payrolls are posted; 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 UNFPA rules, policies and procedures.
  • Work closely with the Procurement focal point to ensure compliance of UNFPA policies and procedures, Value for money and timely payments to vendors.
  • Facilitate effective budget management of office resources; elaborate proper mechanisms to eliminate deficiencies in budget management.
  • Supervise members of Finance team; manage workflow in the unit, serve as a coach and mentor to the members of the Finance team.
  • Backstop International Operations Manager at the time of his/her absence.
  1. Exercise proper control of CO accounts and acting as a focal person for end of year financial closure activities, focusing on achievement of the following results:
  • Ensuring a continuous flow of up-to-date information between the CO and the Regional office and HQ.
  • Coordinate year-end financial closure activities, including; account reconciliations, submission of all due certifications to HQ, monthly and quarterly accountability checklists, vendor payments, receipt accruals, FACE processing etc.
  • Build systems and procedures to ensure proper use and regular reconciliation of balance sheet accounts; organize timely collection of receivables and settlement of liabilities;
  • Ensure oversight of Operating Fund Account (OFA); ensure full compliance of CO transactions with OFA policy; overview regular reconciliations of OFA accounts;
  • Ensure correct coding of all CO transactions by chart of account elements including oversight over correct use of account and implementing agency codes;
  • Timely corrective actions on un posted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers;
  • Control of the Accounts Receivables and maintenance of the General Ledger.
  1. Facilitate building and sharing knowledge of finance among Country Office staff:
  • Serve as a finance focal point on  policies/procedures, ATLAS /GPS and IPSAS; stay abreast of new policies/procedures and ATLAS/GPS upgrades; organize regular learning events for staff and share necessary documentation / user guidelines;
  • Organization of trainings for the operations/ projects staff on Financial management and Atlas;
  • Orientation of finance staff on new projects in line with donor reporting and compliance requirements, and UNFPA policies.
  • Synthesis of lessons learned and best practices in Finance;
  • Contributions to knowledge networks and communities of practice and share any updates with other CO colleagues
  • Attend Finance working groups to keep abreast of common financial matters and share experiences on good financial practices.
  1. Ensures proper CO cash management  focusing on achievement of the following results:
  • Timely review of cash position for local mobile banking account to ensure sufficient funds on hand for disbursements for workshop allowances. Timely identification and recording of receipts for income application.
  • Monitoring of financial exception reports for unusual activities, transactions and investigation of anomalies or unusual transactions. Provision of information to supervisors and other UNFPA staff at HQ on the results of the investigation when satisfactory answers are not obtained.
  • Primary contact with mobile bank management on routine operational matters including negotiation of rate on transactions.
  • Transaction and stop payment approval on mobile banking systems.
  • Approval and submission of monthly mobile account reports to management.
  • Timely and accurate approval of mobile account reconciliation, including documented review of exceptions.
  • Timely preparation of monthly workshop allowances cash flow forecast for use by Operations Manager and Programme Specialists. Liaison with programme units to obtain estimate of their cash requirements.
  • Close liaison with UNDP on monthly cash flow requirements.
  1. Ensuring Safety and Security of UNFPA Personnel and Assets.
  • Participating in inter-agency meetings to ensure UNFPA interests are reflected in activities related to e.g common services and premises, financial management and security.
  • Assessing operational and finance staffing requirements for implementation of the country programme, ensuring optimal staffing of finance unit through timely recruitment and training.
  • Working closely with the Asset focal point in ensuring proper management of UNFPA assets and facilities, proper asset recording and timely reconciliations.
  • Liaising closely with the Human Resource to ensure that staff complete all mandatory courses including security trainings.
  1. Perform any other duties as may be assigned by the management of the Country Office.
Qualifications and Experience

Education: 

Advanced university degree in Business Administration, Finance / Accounting, CPA or equivalent

Knowledge and Experience:

  • Two years professional accounting experience at the national or international  level.
  • Relevant experience in providing financial management services and operational system;
  • 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 or IFRS is an added advantage.
  • UN common system experience, especially field experience, is desirable.

Languages:

Fluency in English; knowledge of other official UN languages, preferably French and/or Spanish, is desirable.

Required Competencies

Values:

• Exemplifying integrity
• Demonstrating commitment to UNFPA and the UN system
• Embracing diversity in all its forms
• Embracing change

Core Competencies:

• Achieving Results
• Being Accountable
• Developing and Applying Professional Expertise/Business Acumen
• Thinking analytically and Strategically
• Working in Teams/Managing Ourselves and our Relationships
• Communicating for Impact

Functional Competencies:

  • Business acumen
  • Implementing management systems
  • Innovation and marketing of new approaches
  • Client orientation
  • Managing the organization’s financial resources
  • Organizational awareness

Managerial Competencies

  • Providing strategic focus;
  • Engaging staff and partners;
  • Leading, developing and empowering people/creating a culture of performance;
  • Making decisions and exercise judgment.

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