The Programme/Finance Associate works in close collaboration with the GPRU-ARR and the GPRU Programme staff in the UNDP Samoa Multi-Country Office, the UNDP Global Shared Services Center (GSSC) and the Regional Bureau for Asia and the Pacific as required for resolving programme finance-related issues and information delivery.
Duties and Responsibilities
Implement financial strategies, and adapt processes and procedures in full compliance of UN rules, regulations, policies, and recording and reporting systems:
- Perform duties in full compliance with UNDP financial regulations and rules, policies and standard operating procedures, including internal controls;
- Review and verify financial transactions, activities, and documentation; taking corrective actions as needed and reporting any unusual activities;
- Monitor financial exceptions reports for unusual activities or transaction, investigate anomalies and report to the supervisor conclusions and/or present recommendations for actions/decisions;
- Collect, verify and present information and data for use in the planning of financial resources and the formulation of the SDG Financing - Component 1 programme work plans, budgets, proposals on implementation arrangements and execution modalities;
- Implement and monitor cost-saving and reduction strategies;
- Support internal and external audits as and if needed;
- Follow-up on audit recommendations to monitor implementation of corrective actions;
- Actively promote a client-oriented finance service.
Prepare and administer the SDG Financing – Component 1 budgets in full compliance of UN rules, regulations, policies, and recording and reporting systems:
- Create projects in Atlas, prepare budget revisions, revise project awards and status; and determine unutilized funds;
- Formulate the budget, control allotments, monitor expenditures, and prepare revisions according to the needs of the SDG Financing - Component 1:
- Ensure that budgets in Atlas are in accordance with budgets agreed with donors and are entered into Atlas at the detailed Activity ID level and with the correct Implementing Agent code;
- Review accounts receivables for SDG Financing – Component 1 and follow-up with Project Manager, UNDP Finance Team and GSSC on contributions, deposits creation in Atlas and their application to AR pending items;
- Monitor regularly transactions posted to projects ensuring actual expenditure has been recorded against correct budget category and activity, take timely corrective actions as required;
- Ensure timely issuance of NIM advances and proper monitoring and follow up of ageing advances to implementing partners and responsible parties;
- Undertake corrective actions on vouchers with budget check errors as flagged by GSSC, and respond to SDG Financing - Component 1 requests to resolve financial data issues;
- Support Finance Team in preparing General Ledger Journal Entries (GLJEs) from proper supporting documents authorized by the project manager;
- Review transactions in Atlas, ensure payroll, travel claims, MPOs, and other entitlements are processed;
- Monitor the financial status and implement control mechanisms for development projects;
- Monitor and proper follow up of financial items in Year-end closure instructions, and take corrective actions as required;
- Keep stakeholders and clients informed for timely actions/decisions and review status reports for quality control;
- Provide inputs and take necessary actions to facilitate timely financial project closure;
- Support financial donor reporting by providing timely information and taking necessary actions as required;
- Manage project petty cash and project cash advances, and ensure their timely liquidation.
Provide administrative support to GPRU:
- Provide administrative support to the SDG Financing – Component 1 project staff and extend support to GPRU as needed, including for logistics and travel arrangements;
- Support Procurement Team in procurement of goods and services for SDG Financing – Component 1 Joint Programme and other GPRU projects as needed;
- Provide support in drafting of TOR and facilitating the procurement of consultants;
- Raise procurement requisitions in Atlas based on full supporting documents;
- Prepare drafts of Letters of Agreement, Low Value Grant Agreements and Responsible Party Agreements for review by the Project Manager;
- Prepare draft correspondence as required for the project and by GPRU;
- Prepare meeting minutes as needed.
Provide support to Resource Mobilization:
- Compile and process information from UNDP, donors, the government and other partners as inputs to various databases and documents;
- Prepare drafts of financing agreements , adhering to standard agreements where possible. Follow up on contributions within the SDG Financing – Component 1 resource mobilization efforts.
Facilitate knowledge building and knowledge sharing:
- Support training events and activities;
- Collect and compile lessons learned and best practices in financial management and administrative services. Disseminate to clients and stakeholders as appropriate to build capacity and knowledge;
- Contribute to financial business operational practices and management innovations;
- Monitor performance to ensure delivery of results according to plans and standards of accountability and performance;
- Undertake all trainings in relation to financial management provided, including webinars from headquarters.
Required Skills and Experience
Education and certification:
- Completion of secondary education is required, preferably with specialized certification in accounting and finance;
- Bachelor's degree in Finance or Accounting is desirable.
- Secondary education with at least 6 years of relevant experience in finance/accounting and administration;
- Bachelor’s degree in Finance or Accounting with at least 3 years of relevant experience;
- Experience in the usage of computers and office software packages (MS Word, Excel, etc) and spreadsheet and database packages, experience in handling of web based management systems;
- Knowledge of UNDP procurement and financial rules and regulations is an advantage;
- Familiarity with UNDP operating and reporting systems, including experience in the use of an ERP system (i.e. ATLAS) is an added advantage.
- Fluency in English and Samoan both written and verbal;
- Knowledge of the national languages of Cook Islands, Niue and/or Tokelau is an asset.