Under direct supervision of the Finance Specialist, the Finance Associate will provide financial management, general administrative support, and capacity building. This will be done in accordance with UNDP rules, policies and procedures, the grant agreement, and corporate agreements with the GF, and working in partnership with national and provincial stakeholders, Sub-recipients (SRs) and close coordination with the GF (including Local Fund Agent), technical partners and UN entities, and the GF/HST. 

Duties and Responsibilities

1)  Ensures administration of the Global Fund Grant budget focusing on achievement of the following results:

• Full compliance with UNDP/GF rules, regulations, and policies of financial activities, financial recording/reporting system and follow-up on audit recommendations; and implementation ofeffective internal controls.
• Preparation follow-up and modifications of consolidated grant and SR budgets.
• Implementation of the control mechanism for Global Fund program budgets through monitoring budgets preparation and modifications, expenditures versus budgeted amounts and, maintenance of the General Ledger.
• Sending project budget to KK if authorized by the Senior Management.
• Timely preparation of cost-recovery bills in Quantum for the services provided to the SRs, elaboration and implementation of the income tracking system and follow up on cost recovery.

2) Provides accounting and administrative support to the PMU operations division focusing on achievement of the following results:

• Proper control of the supporting documents for payments, review of financial reports for the GF project.
• Approval of vendors in Quantum.
• Maintenance of the internal expenditures control system which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in Quantum;payrolls are duly prepared; travel claims and other entitlements are duly processed.
• Coordination and review of accounts closure.
• Timely corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers. Timely response to HQ requests to resolve financial data issues.
• Maintenance of the Accounts Receivables for UNDP projects and follow up with partners on contributions.
• Timely VAT reimbursements.
• Proper receipting of goods and services and establishment of accruals.

3) Ensures proper project cash management functioning focusing on achievement of the following results:

• Timely review of cash position for local accounts to ensure sufficient funds on hand for disbursements. Timely identification and recording of receipts for income application.
• Daily review of zero-balance account bank statements in Quantum to monitor interest level; identification and recording of contributions.
• Alternate to Finance Analyst as primary contact with local bank management on routine operational matters including negotiation of exchange rate on replenishment. 
• Timely and accurate preparation of bank reconciliations.
• Selecting bank transfers and deals for approval and settlements.
• Performing Pay cycle manager role in Quantum.
• Timely preparation of monthly cash flow forecast for use by Finance Team.
• Alternate as cashier for cash disbursements made on site.

4) Ensures facilitation of knowledge building and knowledge sharing in the PMU focusing on the following results:

• Organization of training for the operations/programme/projects staff on financial management.
• Synthesis of lessons learnt and best practices in financial management.
• Sound contributions to knowledge networks and communities of practice.

5) Institutional Arrangement

The Finance Associate will work under the overall guidance of the Finance Specialist to ensure the provision of effective and efficient financial management activities.  
 

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 

Finance - Accounting (General) - Knowledge of accounting concepts, principles, frameworks, standards, regulations, policies and trends, ability to apply this to strategic and/or practical situations in Sub receipts (SR) management.

Finance - Financial planning and budgeting - Ability to support in creating and managing the processes to achieve UNDP's long and short-term financial goals, including through planning, budgeting, forecasting, analysing and reporting especial focus on the SR planning and  budgeting. 

Finance - Financial reporting and analysis - Ability to understand 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 of the SRs for the GF. 

Business management - Result Based Management - Ability to manage programmes and projects with a focus at improved performance and demonstrable results.

Business management - Client Orientation - Ability to respond timely and appropriately with a sense of urgency, assist in providing consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers' needs. 

Business management - Knowledge Facilitation - Ability for knowledge sharing to the project finance and programme colleagues including the subgrantees.