Job Purpose and Organizational Context
The Bureau of External Relations and Advocacy (BERA) is responsible for positioning UNDP as the world’s leading global development network, promoting its global authority and thought leadership on sustainable development and the interconnected issues of poverty, inequality, and climate change. BERA leads and supports UNDP in building and nurturing strategic relationships and alliances essential to achieving its mission. Creating strong political and financial backing for UNDP by providing partners and supporters with a clear understanding of what UNDP does and how our mission, capabilities and flagship services relate to them. The Bureau leads UNDP’s work on innovative and diversified partnerships and ways of financing the Decade of Action to achieve the Sustainable Development Goals. It is also responsible for global campaigns on critical development issues, which aim to inform government policies and build partnerships around high-impact solutions. BERA coordinates and sets corporate standards across the functions of partnerships, marketing and communications within UNDP and leads on internal communications.
The Bureau of External Relations and Advocacy is positioned around three service lines; Public Partnership; Advocacy, Marketing and Communications; and Private and Finance Partners, all working in close collaboration and coordination under the guidance of the Directorate and with the support of the Management Support Unit and Strategic Analysis and Engagement team.
BERA has a robust network of Representation Offices (Brussels, Copenhagen, Geneva, Tokyo and Washington D.C.) and Regional Teams in five hubs (Africa, Arab States, Asia Pacific, Europe and CIS, and Latin American and the Caribbean) co-led with Regional Bureaux, all of which play a critical role in audience centric communications and management and strengthening of relationships with Public and Private Partners to help build a strong brand for UNDP within the local ecosystem.
Duties and Responsibilities
Under the supervision of the Financial Operations Specialist, the Finance and Operations Associate is expected to perform the functions as outlined below:
Provides administrative support to the Management Support Unit focusing on achievement of the following results:
- Acts as transactional focal point for BERA MSU management project;
- Preparation of requisitions, PO or Non-PO vouchers for the different activities performed in the different units of BERA including hosted projects.
- Acts as Travel Processor on behalf of other BERA units and to liaise with travel services providers when necessary
- Maintenance of the internal expenditures control system which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in Atlas.
- Timely corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers.
- Making budget check for requisitions, POs and vouchers and notifying when budget related errors are found.
- Provides support in any other administrative aspect as necessary, including coordination with BMS Operations.
- Provides backup support to ensure that MSU is properly staffed at all times and delivering all its services on a timely and efficient manner.
Ensures implementation of operational strategies focusing on achievement of the following results:
- Full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies; implementation of the effective internal control framework.
- Acts as alternate CAP secretary.
- As required support the organization of procurement processes including preparation and conduct of RFQs, ITBs or RFPs, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulations.
- Implementation of BERA’s procurement business processes mapping and internal Standard Operating Procedures (SOPs) in Procurement and Logistics in consultation with the Financial Operations Specialist.
Organizes financial processes and oversight for BERA units focusing on achievement of the following results:
- Support in the formulation of the Internal Control Framework (ICF) for BERA and provide support oversight to the ICF for Representation Offices.
- Support in oversight reporting for quarterly and year-end procedures as required by OFRM/BMS
- Management of ARGUS profiles updates for whole of BERA HQ
- Support in coordinating the financial management of Trust Funds that are under BERA fiduciary responsibility, monitor contributions received to the TFs and disbursements of funds to funded projects; and financial closure of projects funded by these TFs;
- Function as vendor approver for HQ; verify, update and provide training as required
- Supports the Financial Operational Specialist in providing advice on budget, financial report and cash request formats and other financial issues, develops effective solutions to problems/bottlenecks;
- Preparation of GLJEs
- Liaison with GSSU on core and non-contributions; revenue recognition, agreements upload, etc.
- Support on oversight of all operational projects and ensure timely closure;
Provides effective support to management of BERA, administration of budgets and functioning of the optimal cost-recovery system focusing on achievement of the following results:
- Entry of data of new grants into Atlas in the form of Annual Work Plans (AWPs), monitoring of their status.
- Daily monitoring on the use of the trust fund and non-core resources for the different units of BERA.
- Quality assurance, verification and reporting on finances of hosted projects including the engagement facility projects.
- Provision of information for the audit of BERAs projects, implementation of audit recommendations.
- Implementation of the control mechanism for development projects through monitoring of budgets preparation and modifications
- Tracking and reporting on Trust Funds and mobilized resources.
- Preparation of financial and coordination on the preparation of narrative reports.
- Proper setup of projects in ATLAS reflecting the proper cost recovery implementation for BERA from services provided to non-core funded projects
- Performs other duties within your functional profile as assigned and deemed necessary for the efficient functioning of the office
Required Skills and Experience
- Secondary Education, preferably with specialized certification in Accounting and Finance.
- UNDP Accounting and Finance Test (AFT) certification is required. (Candidates who did not pass the AFT test at the time of application, will be required to take the AFT test prior to proceed to interview).
- 6 years of progressively responsible administrative, operations and/or finance experience is required at the national or international level. Experience in project administration, 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.
- Fluency in English is required.