Programme Finance Analyst

Background and Organizational Context

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Office/Unit/Project Description

The UNDP in Zambia has embarked on its repositioning within both the UN Country Team (UNCT) and the development community in Zambia. While the COVID-19 pandemic has adversely impacted the pace at which the rollout of a comprehensive strategy, of support to the Government of the Republic of Zambia, UNDP is now in a very conducive environment to accelerate and strengthen our strategic positioning vis-à-vis GRZ to support the completion of the 7^th National Development Plan and the formulation of its successor plan (8^th National Development plan).

The office strategy aims to create an umbrella Project Initiation Plan (PIP) that will be used as a vehicle to mobilize the required expertise to provide this support without impacting the delivery and implementation of our country programme in 2022. The proposed PIP is expected to cover 7 key areas in which we will invest resources (financial and human i.e. expertise) to provide technical support to GRZ, develop a healthy pipeline of initiatives, programmes, plans and projects on which we will build our future collaboration and contribution to the GRZ through the next Cooperation Framework.

The Programme Compliance, Oversight and Monitoring Unit (PCOM) will play a pivotal role on these innovative programmatic approaches through the support to the implementation of the Country Programme Document (CPD) running from 2023 to 2027 and the strengthening of programme delivery. The unit will directly support the Programme team with the design and formulation of projects, monitoring and evaluation, compliance and quality assurance and reporting on results, such as the Results-oriented Annual Report (ROAR), the Integrated Workplan (IWP) and the Integrated Results and Reporting Framework (IRRF), etc. corporate platforms. The PCOM will ensure the quality of project management in the aspect of field monitoring, utilization of project resources, a harmonized approach to cash transfers, audit implementation and project evaluations.

Under the overall guidance of the Deputy Resident Representative (DRR) and the direct supervision of the Head of PCOM, the Programme Finance Analyst is a member of the PCOM Unit. S/he is responsible for effective delivery of programme finance services ensuring effective and transparent utilization of financial resources and integrity of financial services in the country office (CO). The Programme Finance Analyst promotes a collaborative, client-oriented approach amongst the programme and operations teams consistent with UNDP rules and regulations.

The Programme Finance Analyst works in close collaboration with both Programme and Operations teams in the country office, with the Regional Service Center and UNDP HQ for resolving complex programme and operations-related issues, ensuring successful CO performance and compliance in programme delivery Finance compliance and budgetary issues.

The Programme Finance Analyst is responsible for supporting the project management functions of the UNDP programme. S/he will also provide support to project formulation and management, especially in Quantum (resource allocation, expenditure and delivery monitoring, compliance and quality assurance, as guided by the UNDP Programme and Operations Policies and Procedures.)  S/he has an important role in the country office to support national implementation, helping building capacity of national implementing partners and fast track process to ensure timely delivery.

Scope of Work

The incumbent’s duties are outlined below and should be fulfilled in line with the prevailing UNDP rules and procedures as well as with due compliance with the UNDP internal control framework.

• Support to the implementation of the country office Programme, including financial and result reporting;
• Country office programme finance management, effective cost recovery and oversight of programme budgets;
• Implementation of the resource mobilization strategy;
• Facilitation of knowledge building and knowledge sharing, guidance to all stakeholders on financial matters including but not limiting to HACT and audit requirements.

1) Ensures implementation of programme and operational strategies, adapts processes and procedures focusing on achievement of the following:

• Full compliance with UN/UNDP rules, regulations, and policies of financial activities, financial recording/reporting system and follow-up on audit recommendations; implementation of effective internal controls, proper functioning of a client-oriented financial resources management system;
• Full compliance with UN/UNDP rules, regulations, and policies of financial activities, financial recording/reporting system and follow-up on audit recommendations; implementation of effective internal controls, proper functioning of a client-oriented financial resources management system;
• Effective implementation of Results-based Management (RBM) tools;
• Ensure project initiation (pipeline monitor) and facilitate Closure;
• Periodic monitoring of corporate dashboards providing high quality of programme management analysis including identifying operational bottlenecks and solutions;
• Support internal control processes to preven and timely follow-up on the implementation of audit recommendations while providing substantive guidance to senior management and project staff;
• Country office Finance business processes mapping and elaboration of the content of Standard Operating Procedures in Finance in consultation with office management;
• Implementation of cost sharing and trust fund agreements;
• Elaboration of proposals and implementation of cost saving and reduction strategies in consultations with office management;
• Continuous analysis and monitoring of the financial situation, presentation of forecasts for development projects;
• Routine monitoring of  financial exception reports for unusual activities, transactions, and investigates anomalies;
• Regular preparation of aggregate reports(internal and external i.e donors).

2) Ensures effective country office programme finance management, ensures the optimal cost recovery focusing on the achievement of the following results:

• Development, implementation and follow up on Programme Portfolio Pipeline and Project Tree in Quantum;
• Programme financial resources management through planning, guiding, controlling of the resources; Preparation and monitoring of development projects’ budgets;
• Implementation of effective internal controls, proper functioning of a client-oriented financial resources management system. Identification of operational and financial problems, proposal of solutions;
• Analysis of requirements and synthesis of proposals on proper mechanisms to eliminate deficiencies in budget management;
• Control and review of the reconciliation of Combined Delivery Reports;
• Regular monitoring of the CO delivery;
• Control of Accounts Receivables for UNDP projects;
• Provision of advice on reporting, preparation of reports including donor reports;
• Periodic monitoring of dashboards and exceptions, identification of the remedial actions;
• Implementation of the income tracking system and follow up on cost recovery;
• Participation in the projects’ audit, control on the follow up.

3) Ensures implementation of the resources mobilization strategy focusing on achievement of the following results:

• Elaboration of the framework and conditions of contributions within the CO resources mobilization efforts;
• Participation in the design and monitoring of the DPC (Direct Project Costing) modality ensuring that all project eligible adhere to the DPC policy and that project MOUs are signed accordingly;
• Monitoring of cost-sharing contributions;
• Advice to Programme and Project Staff on different donor reporting requirements; monitoring and review of financial reports to be submitted to donors.

4) Ensures facilitation of knowledge building and knowledge sharing, guidance to all stakeholders on financial matters focusing on the achievement of the following results:

• Advice to Project staff on UNDP administrative and National Implementation Modality (NIM) reporting, in particular, on budgetary issues;
• Organize/conduct training for the Operations/Project/Programme Staff on financial management and RBM;
• Synthesis of lessons learned and best practices in programme and programme finance;
• Sound contributions to knowledge networks and communities of practice;
• Coordination with other units in the CO of the IWP and the ROAR exercises and other corporate planning and results reporting exercises;
• Provide support in business process mapping and the establishment of internal Standard Operating Procedures in Results Management;
• Coordination of all Audit exercises [DIM, direct implementation (DIM) and CO] among programme, project and operations staff and ensure compliance with audit policies, quality standards and time-frames;
• Coordination of the HACT exercise to ensure HACT compliance and full implementation;
• Regular monitoring of the Integrated Finance Dashboard (IFD) and other corporate dashboards/reporting tools (eg. STREAM) for identification of gaps and recommendation of remedial action;
• Effective and efficient clearance and implementation of the cost-sharing trust fund agreements;
• Effective monitoring and analysis of programme financial resources and delivery;
• Ensure oversight of planning, budgeting, implementation and monitoring of the programme resources, tracking use of financial resources in accordance with UNDP rules and regulations;
• Regular monitoring of the CO delivery, resource mobilization, Target for Resource Assignment from the Core (TRAC) Allocation, revenue management and cost recovery;
• Periodic monitoring of dashboards and exceptions, identification of remedial actions;
• Active participation on the periodic and annual closure exercises;
• Effective Revenue Management.

Institutional Arrangement

The Programme Finance Analyst will be part of the project team and directly report to the Head of Programme Compliance, Oversight and Monitoring unit.

Required skills and competencies

Core competencies

• Achieve Results:  LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline
• Think Innovatively: LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements
• Learn Continuously:   LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback
• Adapt with Agility: LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible
• Act with Determination: LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident
• Engage and Partner: LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships
• Enable Diversity and Inclusion: LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination

Cross-Functional & Technical competencies

• Budget management:  Ability to support budgetary aspects of work planning process, drawing and management of team budgets
• Finance business partnering: Able to support business units and add value by innovating and providing solutions to financial issues/queries, including through FAQs, financial tools, advisory, etc. Influences and appropriately challenges non-finance colleagues for whom the service is being provided. Understands the operations, opportunities and challenges of the organization. Holds a commercial outlook, demonstrating accountability towards organizational goals.
• Financial 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
• Financial and process innovation: Financial and business process engineering expertise required to innovate, design, change and implement new financial business models, financial instruments, financing opportunities, business processes, policies and procedures, and technological solutions
• Contributions management: Ability to receive, record, report and manage contributions received
• Financial 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

Required Skills and Experience

Education

• Master’s degree in Finance/Accounting, Business or Public Administration, or a professional accounting qualification from an internationally accredited institute of accountancy.
• Bachelor’s degree in a related field in combination with 2 additional years of relevant experience will be given due consideration in lieu of Master’s degree.

Experience

Minimum 2 years (Master’s degree) or 4 years (Bachelor’s degree) of relevant experience in providing Financial Management Services.

Required skills

• Proven track record on Financial Management of Public entities, management of complex budgeting processes and donor contributions;
• Strong analytical, organizational and reporting skills;
• Experience in the usage of computer.
• Good communication, coordination and collaboration skills;
• Proven ability to work with limited supervision and in a team context.

Desired skills in addition to the competencies covered in the Competencies section

• Strong knowledge of UN/UNDP financial rules, policies and procedures, is an asset;
• Work experience with an international organization is an asset;
• Experience in handling of web-based management systems and ERP financials, preferably PeopleSoft (Experience of IPSAS and/or IFRS for external candidates);
• Ability to improve performance and satisfaction.

Language

• Excellent writing and oral communication skills in English.

Professional Certificates

• Professional accounting qualification certificate from an internationally recognized institute of accountancy will have a distinct advantage and shortlisted candidates without may be required to undertake the UNDP Advanced Accounting and Finance Test (AAFT).

Disclaimer

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Note: UNDP reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

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