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                 JOB DESCRIPTION

I. Position Information

Job code title:                     Finance Specialist
Classified Grade:                   ICS-10 (P3/A 3)
Supervisor :                        DCD/O

II. Organizational Context
Under t he guidance and direct supervision of the Deputy Country Director, the Finance S pecialist
is responsible for effective delivery of financial servic es, transparent utilization of financial
resources and management of the CO Finance Unit. He/she analyzes and int erprets the financial
rules and regulations and provides solutions to a wide spectrum of c omplex financial issues. The
Finance S pecialist will manage the day-to-day financial operations of the Country Office to
ensure efficient and effective processing of transactions, allocations of res ources, management of
projects and administrative budgets. The Finance S pecialist promotes a collaborative, client -
oriented approac h consistent with UNDP rules and regulations.

The Finance S pecialist supervises and leads the staff of the Finance Unit. The Finance Analyst
works in close collaboration wit h the operations, programme and project teams in the CO, UNDP
HQs staff and Government officials ensuring successful CO performance in Finance.

III. Functions / Key Results Expected

Summary of Key Functions:

   Implementation of operational strategies and management of the Finance Unit
   Office budget management and organization of the cost-recovery system
   Cont rol of CO accounts
   Cont rol of CO cash management
   Facilitation of knowledge building and knowledge sharing

    1.   Ensures implementation of operational strategies and management of the Finance
         Unit focusing on achievement of the following res ults:

        Full compliance of financial activities, financial recording/reporting system and audit
         follow up with UN/UNDP rules, regulations, policies and strategies; implementation of the
         effective internal control, proper design and functioning of the financial resourc es
         management system.
        CO Finance business processes mapping and elaboration/ establishment of internal
         Standard Operating Procedures in Finance, control of the work flows 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 c ontributions within the CO resourc es
    mobilization efforts.
   Elaboration and implementation of cost saving and reduction st rat egies.
   Routinely monitors financial exception reports for unus ual activities, transactions, and
    investigates anomalies or unusual transactions. Informs supervisors and other UNDP
    staff at Headquarters of the res ults of the investigation when s atisfactory answers are not
   Facilitate the achievement of the objectives of UNDP by providing sound and timely
    advic e to the Senior Management on matters pertaining to financial resourc es.
   Coordinates the preparation of the Unit’s work programme. Formulat e Unit’s resource
    allocations. Monitor implementation of Work programme and budgets through regular
   Provides oversight and effective reports for the monitoring of plans and programmes
    dealing with all aspect of resource management, including the Unit’s administrative

2. Manages the budget of development and management projects and organizes an
   optimal cost-recovery system focusing on achievement of the following results:

   Financial resources management through planning, guiding, controlling of the resourc es
    in accordance with UNDP 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 ve rsus aut horized spending limits (AS L) and budgets
    delivery levels.
   Sending project budget to KK if aut horiz ed by the Senior Management (can be done only
    on the basis of signed prodocs and project budgets).
   Elaboration of proper mechanisms to eliminate deficiencies in budget management.
   Preparation of cost-recovery bills in Atlas for the services provided by UNDP.
   Management of the office funds ledgers and financial systems for Core and Non-Core
    resources as well as the administrative budgets and reports periodically on the use of
    resources and mobilization efforts.
   Monitor the Country Office administrative costs and the generation of extra -budgetary
    resources. Elaborate cost rec overy strategies for UNDP, negotiate with other UN
    Agencies to comply with targets.

3. Ensures proper control of CO accounts focusing on achievement of the following

   Elaboration of the internal ex penditures’ control system which ensures that vouchers
    processed are matched and complet ed, trans actions are correctly recorded and posted in
    Atlas; payrolls are duly prepared; MPOs, travel claims and ot her entitlements are duly
   Approval of vendors in Atlas.
   Timely corrective actions on unposted vouchers, including the vouchers with budget
    check errors, match exceptions, unapproved vouchers.
   Cont rol of the Accounts Receivables for UNDP projects and follow up with part ners on
    contributions, maintenance of the General Ledger.
   Implement and maintain adequate system of internal controls over unit’s financial
    transactions and operation.
   Assume responsibility as Level 1 Approving officer under a delegat ed responsibility for
    all UNDP and Agencies related payments, prepare, monitor and manage the Count ry
    Office administrative budget; establish and maintain pro per internal financial controls
    including review for conformity with UNDP policies and proc edures, especially financial
    reporting requirements and signature formalities; maintains ledgers to monitor the
    projects through the project cycle and to track expenditure.


   4. Ensures proper CO ca sh management functioning focusing on achievement of the
   following res ults:

      Timely review of cash position for local accounts to ens ure s ufficient funds on hand for
       disbursements. Timely identification and recording of receipts for income application.
      Daily review of z ero-balanc e account bank statements in Atlas to monitor imprest level;
       identification and recording of cont ributions.
      Alternate to Finance Analyst (or Operations Manager) as primary contact with local ba nk
       management on routine operational matters including negotiation of exchange rate on
       replenishment. May serve as member of bank signatory panel upon decision of Resident
      Trans action and stop payment initiation on internet banking systems.
      Approval and submission of monthly UN exchange rat e report to Treasury.
      Timely and accurate preparation of bank reconciliations.
      Selecting bank trans fers and deals for approval and settlements.
      Performing Paycycle manager role in Atlas.
      Timely preparation of monthly cashflow forecast for use by Operations Manager/Finance
      Alternate as cashier for cash disbursements made on site.

  5.   Ensures facilitation of knowledge building and knowledge sharing in the CO focusing
       on achievement of the following res ults:

      Organization of trainings for the operations/ projects staff on Finance.
      Synthesis of lessons learnt and best practices in Finance.
      Sound contributions to knowledge networks and communities of practice.
      Prepares the Unit’s learning plan and provides advice, training/guidance to staff on
       UNDP policies and procedures as needed.

IV. Impact of Results

The k ey res ults have an impact on the overall CO efficiency in financial resources management
and success in implementation of operational strategies. Accurate analysis and pres entation of
financial information enhances UNDP credibility in use of financial resources and proper financial
process management. The information provided facilitates decision making of the management.

V. Competencies

    Corporate Competencies:

    Demonstrates commitment to UNDP’s mission, vision and values.
    Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability

    Functional Competencies

Knowledge Management and Learning
 Shares knowledge and experience
 Encourages office staff to share knowledge and contribute to UNDP practice areas
 Actively works towards continuing personal learning and development in one or more
   Practice Areas, acts on learning plan and applies newly acquire d skills

Development and Operational E ffectiveness
 Ability to perform a broad range of specialized activities related to financial resources
   management, including formulating budgets, maintaining Accounts Receivables and
   Accounts Payables, reporting.
 Sound knowledge of financial rules and regulations
 Strong IT skills
 Ability to provide input to business processes re-engineering, implementation of new system

Leadership and Self-Management
 Focuses on result for the client and responds positively to feedback
 Consistently approaches work with energy and a positive, constructive attitude
 Demonstrates openness to change and ability to manage complexity

VI. Recruitment Qualifications

Education:                          Master’s Degree or equivalent in Business Administration,
                                    Public Administration, Finance, Economics or related field.

Experience:                         2 years of relevant experience at the national or international
                                    level in providing management advis ory services and/ or
                                    managing staff and operational systems. Experience in t he
                                    usage of computers and office software packages (MS Word,
                                    Excel, etc) and advance knowledge of spreadsheet and
                                    database packages, experience in handling of web bas ed
                                    management systems

Language Requirements:              Fluency in the Englis h and Portuguese .

VII. Signatures- Job Description Certification

Incumbent (if applicable)

                 Signature                             Date


                         Signature   Date
Chief Division/Section

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