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.
UNDP is a lead agency in UNAIDS for addressing the dimensions of HIV and AIDS relating to human rights, gender and sexual diversity. In addition, UNDP contributes to public health and development partnerships through collaborations with the Global Fund to Fight AIDS, Tuberculosis and Malaria (the ‘Global Fund’), Roll Back Malaria, Stop TB Partnerships, and special programmes on human reproduction and infectious diseases that disproportionately affect poor populations.
As part of its wider engagement with the United Nations, the Global Fund has partnered with UNDP since 2003 to ensure that grants are implemented and services are delivered in countries facing complex challenges. The partnership focuses on three closely linked areas of work: implementation support as interim Principal Recipient (PR), capacity development, and policy engagement. UNDP was nominated as the PR by the Country Coordinating Mechanism in December 2014 for the multi-country Western Pacific grants (TB and HIV; and Malaria (Vanuatu)) (the ‘Multi-country Programmes’). In 2017, the Global Fund approved the new Programme Continuation Request for 2018-2020 for 11 countries for HIV/TB and for malaria for Vanuatu.
For the implementation of the Multi-country Programmes, the UNDP Pacific Centre established a Programme Management Unit (PMU) to coordinate and oversee the implementation and to ensure compliance of the terms and conditions of the grant agreements with the Global Fund and UNDP rules, policies and procedures. The PMU coordinates with the PIRMCCM, Government and CSOs, regional partners, the Global Fund and other key stakeholders in the health and development sector (bi-laterals, private sector) and technical assistance providers.
The PMU key staff (ten people) are based in Suva, Fiji. As Vanuatu has the largest funding in the portfolio and includes two grants - HIV/TB and Malaria, UNDP out posted two Programme positions in Vanuatu – Programme Analyst and Programme Finance Associate.
Under the overall guidance and supervision of the Programme Manager and the Finance Specialist of the UNDP/GF PMU in Suva, the Finance Associate in Vanuatu is responsible for timely delivery of financial services, transparent utilization of financial resources by sub-recipients in Vanuatu and reporting to UNDP and the Global Fund.
The Finance Associate works in close collaboration with the UNDP/GF Programme PMU in Suva, UNDP Sub-Recipients in Vanuatu 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 HIV/TB and Malaria Programmes in Vanuatu.
Duties and Responsibilities
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.
- Monitoring the use of assets transferred to SRs
Ensures administration of budgets and reporting function focusing on achievement of the following results:
- Regular verification of submitted quarterly financial reports from the SRs.
- Regular preparation of the drafted consolidate Programme’s Progress Update and Disbursement Request reports and prepare quarterly and bi-annual Cash Flow and annual Cash Flow Forecasts, and statement of sources and uses of funds in compliance with the Global Fund requirements.
- 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 balances and providing updated reports to the UNDP/GF PMU Finance Specialist
- Support SRs in budgeting if required
- Timely contribution to the Enhanced Financial Report and any other adhoc financial reports as required by UNDP and Global Fund.
Provides accounting and administrative support to the Programme in Vanuatu focusing on achievement of the following results:
- Support to 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.
- Support travel of the UNDP/GF Vanuatu Programme Analyst and processing travel claims.
Ensures proper Programme cash management functioning focusing on achievement of the following results:
- Being a primary contact with SRs on finance related matters in Vanuatu
- Timely and accurate preparation of SRs cash reconciliations and regular report on the SRs cash status to the Finance Specialist.
- Supporting SRs in timely preparation of financial forecast for review and approval by the GF Programme Manager and Finance Specialist. 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.
- Inquiries relating to payments 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 UNDP/GF Finance Specialist in organizing finance trainings for sub-recipients in Vanuatu.
- Supports capacity building of sub-recipients in Vanuatu in financial management
- Ensures implementation of lessons learnt and best practices within Global Fund Programme financial related matters.
- Participates in and contributes to knowledge networks and communities of practice (Yammer).
- Analyzes general information and selects materials in support of partnership building initiatives;
- Tracks and reports on mobilized resources;
- Researches best practices and poses new, more effective ways of doing things;
- Identifies and communicates opportunities to promote learning and knowledge sharing;
- Understands the main processes and methods of work regarding to the position;
- Possesses knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks (broad range of specialized knowledge related to financial resources management, including formulating budgets, maintaining Accounts Receivables and Accounts Payables, reporting);
- Identifies new and better approaches to work processes and incorporates same in own work;
- Strives to keep job knowledge up-to-date through self-directed study and other means of learning;
- Demonstrates good knowledge of information technology and applies it in work assignments;
- Documents ‘best practices’ in organizational change and development within and outside the UN system;
- Demonstrates ability to identify problems and proposes solutions;
- Uses information/databases/other management systems;
- Makes recommendations related to work procedures and implementation of management systems;
- Reports to internal and external clients in a timely and appropriate fashion;
- Organizes and prioritizes work schedule to meet client needs and deadlines;
- Establishes, builds and sustains effective relationships within the work unit and with internal and external clients;
- Responds to client needs promptly;
- Gathers and disseminates information on best practice in accountability and results-based management systems;
- Maintains databases;
- 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: University Degree in Finance, Business or Public Administration. Certified accountants from an internationally recognized institute of accountancy will have a distinct advantage.
- 5 years of progressively responsible finance and accounting experience is required;
- Experience in conducting audit is desirable;
- Experience of working with UN or other international organisations is an asset;
- 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.
Language Requirements: Fluency in spoken and written English. Knowledge of French a plus.