Finance Associate (NPSA7) – Suva, Fiji

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UNDP Pacific
  • Post Date: April 10, 2022
  • Applications 0
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Job Overview


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.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

The United Nations Development Programme (UNDP) is the UN’s global development network, advocating for change and connecting countries to knowledge, experience and resources to help people build a better life. We are on the ground in 170 countries and territories, working with governments and people on their own solutions to global and national development challenges to help empower lives and build resilient nations. As a trusted, long-term partner of The Global Fund (GF), UNDP’s value proposition lies in providing an integrated package of development solutions to strengthen institutions to deliver health services. Through its contributions as interim Principal Recipient (PR) and provider of technical assistance in over 53 countries since 2003, UNDP’s provision of integrated policy, implementation and capacity development support to countries has yielded significant health and development results in challenging operating environments. Proactive risk management and investing in sustainability are the cornerstones of UNDP’s portfolio management approach and providing technical assistance to national counterparts during all phases of implementation, strengthening legislation, policies and regulatory frameworks, and building capacities across key functional areas, including financial management, health information systems, procurement and supply chain management.

As the interim Principal Recipient for the Multi-Country Western Pacific grants (Integrated HIV/TB Programme & COVID-19 Response Mechanism Grant for 11 PICs and Malaria Programme in Vanuatu) from 1 January 2021 to 31 December 2023, UNDP is responsible for the financial and programmatic management and the procurement and supply of health products for the Global Fund HIV,TB, Malaria and COVID-19 Response Mechanism grants to 11 Pacific Islands Countries (Cook islands, Federated States of Micronesia, Kiribati, Nauru, Niue, Palau, Republic of Marshall Islands, Samoa, Tonga, Tuvalu and Vanuatu) in coordination with the 30 subrecipients comprising of 11 Countries Ministry of Health, Civil Services Organisaions national and technical partners for the achievement of programme results and the effective use of grant resources. For the implementation of the Multi-Country Programmes, the UNDP Pacific Office in Fiji established a Programme Management Unit (PMU) based in Suva to coordinate and oversee the implementation and to ensure compliance with the Global Fund and UNDP rules, policies and procedures. The PMU coordinates with the PIRM CCM, PICs Governments and CSOs as well as with regional partners, the Global Fund and other key stakeholders in the health and development sector (bi-laterals, private sector) and technical assistance providers.
Under the overall guidance and supervision of the Programme Manager and Finance Analyst the Finance  Associate is responsible for effective delivery of financial services, transparent utilization of financial resources and management of the finances for the Global Fund grant.
Duties and Responsibilities
The Finance Associate will report to the Finance Analyst. The Finance Associate works in close collaboration with the programme PMU and Operations Team at the UNDP Pacific Office in Fiji, UNDP Sub-Recipients (SRs) and other UN Agencies, Government officials, technical advisors and experts, multi-lateral and bi-lateral donors and civil society to ensure successful implementation of the GF Multi-country programmes.
The scope of work of the Finance Associate is outlined below:
Ensures administration and implementation of operational strategies, adapts processes and procedures focusing on achievement of the following results:
  • Full assistance on compliance with UNDP rules, regulations, and policies of financial activities, financial recording/reporting system, support in the preparation for PR and SR audits, and follow-up on audit recommendations; implementation of effective internal controls, proper functioning of a client oriented financial resources management system.
  • Full assistance in finance processes, mapping and elaboration of the content of internal Standard Operating Procedures in Finance in consultation with office management, Pacific Centre and JOC.
  • Proper management of Programme assets and inventory as in line with UNDP rules and regulations.

Ensures administration of budgets and reporting functioning focusing on achievement of the following results:

  • Supporting the completion of Project Registration and Budget Revision (BR) in Atlas.
  • Supporting the completion of Expenditure Correction and adjust GLJE in Atlas.
  • Regular monitoring and review of the submitted quarterly financial reports from the SRs.
  • Timely preparation of monthly disbursement as review the submitted Funding Authorization and Certificate of Expenditures (FACE) Form from the SRs.
  • Regular monitoring of the SRs fund balance and provide update reports to the Finance Analyst and GF Programme Analyst and for further analysis.
  • Supporting the preparation of any other ad hoc financial reports as required by the Global Fund.

Provides accounting and administrative support to the Programme Finance Unit focusing on achievement of the following results:

  • Supporting the maintenance of contribution receivable according to signed agreement with the sponsor (the Global Fund) in order to ensure timely collection.
  • Recording received contribution to the GF programme project account.
  • Timely upload contribution contract to Database Management System (DMS) and monitor REV_DPn(revenue) in Atlas.
  • Verification and approval of new vendor set-up in Atlas to ensure correctness and completeness of data, and proper supporting documents, especially for vendor’s bank information.
  • Coordination of periodical audit of SRs as required by UNDP and Global Fund including following up with SRs on audit recommendations to ensure that the recommendations are properly followed.
  • Proper control of the supporting documents for payments, review of financial reports for activities implemented by SRs.
  • Maintenance of the internal expenditures control system which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in Atlas; travel claims, Monthly Payment Orders (MPOs) and other entitlements are duly processed.
  • Timely corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers.
  • Timely corrections and adjustment thru GLJE or APJV for accounting entries relating to works under responsibilities and when required.
  • Use, retrieve, reconcile and update the finance related databases to ensure accurate and accessible information regarding the payments of SRs and suppliers.
  • Full support to SRs and Implementing Partners to ensure consistency of the monthly/
    quarterly/biannual financial report and disbursement request and the budget execution.
  • Timely monitor and review quarterly spot-checked reports as submitted by the Local Fund Evaluators (LFE: country based Finance Consultant) and ensure that all the recommendations are addressed in the submitted quarterly financial reports.
  • Timely consolidation of the LFE quarterly spot-checked report for submission to the Finance Analyst for further analysis.

Ensures proper Programme cash management functioning focusing on achievement of the following results:

  • Being an alternate to Finance Analyst as primary contact with SRs on finance related matters.
  • Timely and accurate preparation of cash reconciliations for GF Programmes and regular report on the programme cash status to the Finance Analyst and Programme Analyst.
  • Timely preparation of monthly cash flow forecast for review and approval by the GF Programme Manager and Finance Analyst.
  • Liaison with SRs and implementing partners to obtain estimate of their cash requirements.

Handling payment process for the UNDP managed GF Multi-Country Western Pacific grants, focusing on achievement of the following results:

  • Timely and accurate payments with full compliance with UNDP rules and regulations.
  • Timely and efficient support on the direct payment (if there is any) to LTA and national suppliers and in country programme on the purchase of equipment i.e. health and non-health products as indicated in the Procurement and Supply Management Plan.
  • Process improvement identified and carried out, wherever possible, in order for better efficiency and effectiveness.
  • Inquiries relating to payment being handled effectively and with client-oriented attitude.

Ensures facilitation of knowledge building and knowledge sharing focusing on achievement of the following results:

  • Full support to the Finance Analyst on the organization of finance trainings for the relevant staff of the GF programmes.
  • Full support to the Finance Analyst on the synthesis of lessons learnt and best practices Global Fund Programme finance related matters.
  • Sound contributions to knowledge networks and communities of practice.

Perform other relevant duties as required by Programme Manager and Finance Analyst.

  • Achieve Results: LEVEL 2: Scale up solutions and simplifies processes, balances speed and accuracy in doing work.
  • Think Innovatively: LEVEL 2: Offer new ideas/open to new approaches, demonstrate systemic/integrated thinking.
  • Learn Continuously: LEVEL 2: Go outside comfort zone, learn from others and support their learning.
  • Adapt with Agility: LEVEL 2: Adapt processes/approaches to new situations, involve others in change process.
  • Act with Determination: LEVEL 2: Able to persevere and deal with multiple sources of pressure simultaneously.
  • Engage and Partner: LEVEL 2: Is facilitator/integrator, bring people together, build/maintain coalitions/partnerships.
  • Enable Diversity and Inclusion: LEVEL 2: Facilitate conversations to bridge differences, considers in decision making.
Cross Functional & Technical Competencies:

Business Direction & Strategy:

  • Effective Decision Making: Ability to take decisions in a timely and efficient manner in line with one’s authority, area of expertise and resources.

Operations: Administration, Finance, HR, Procurement, IT and Security (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.
  • Audit (General): Understands how regulations and professional standards in internal and external audit underpin audit work in the public services; Understands the key stages of audit work, including planning, documentation, testing and reporting; Ability to examine and verify accounts and records; Understands wider mechanisms for assurance and scrutiny; Understands the law and best practice relating to antibribery and corruption controls and the fraud risks faced by public bodies.
  • 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 reporting and analysis: Understands changes in regulatory, legal and ethical frameworks and standards for financial reporting in the public sector; Ability to extract, evaluate financial data, derive relevant findings and present them in a meaningful and coherent manner to facilitate effective decision making and performance monitoring; Understands the benefits of integrated reporting, including non-financial resources such as human, social and intellectual capital, and environmental and governance performance.
  • Finance Risk Management: Ensures financial resilience through proactive assessment of risk implementation of controls and taking mitigating action; Understands risk and reward in relation to collaborative and commercial projects;  Ensures a culture of positive risk management.
  • Budget management: Ability to support budgetary aspects of work planning process, drawing and management of team budgets.

2030 Agenda: People:

  • Health: Global Fund to Fight AIDs, Tuberculosis, Malaria (GFATM).
Required Skills and Experience
  • University Degree in Finance, Business or Public Administration. Certified accountants from an internationally recognized institute of accountancy will have a distinct advantage.
  • 4 years of progressively responsible finance and accounting experience is required.
  • Experience in working with and maintaining good relations with government counterparts and programme beneficiaries (e.g. Government, development partners, CSOs and private sector representatives).
  • Full proficiency in the usage of computers and office software packages (MS Word, Excel, etc.) and advance knowledge of spreadsheet and database packages.
  • Applicants who have more than 5 years of progressively responsible finance and accounting experience will have an added advantage.
  • Experience in conducting audit is desirable.
  • Experience of working with UN or other international organisations is an asset.
Language Requirement:
  • Fluency in written and spoken English is required.

IMPORTANT: Any applicant considered for a UNDP finance position, who does not have degree in accounting or finance, and/or an accounting qualification, such as CA, CPA, ACCA etc., would be required to take and pass the appropriate Test to be considered for the finance position.

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