Position: Finance Analyst
Duty Station: UNFPA Kenya
Task Level: NOA
Position Type: Fixed Term (National Staff Only)
Post Reference Number: 00100558
Duration: 1
year
He/she analyzes and interprets the
financial rules and regulations and provides solutions to a wide spectrum of
complex financial issues. The Finance Analyst promotes a collaborative,
client-oriented approach consistent with UNFPA rules and regulations.
The Finance Analyst supervises and leads staff in the Finance unit.
He/She works in close collaboration
with the operations, programme and project teams in the Country Office (CO) and
with the UNFPA HQs staff and Government officials ensuring successful Country
Office (CO) performance in Finance.
Duties and Responsibilities
Summary of Key Functions
1. Effective and accurate financial
resources management and oversight
2. Implementation of operational and
financial management strategies
3. Control of CO accounts
4. Control of CO cash management
3. Control of CO accounts
4. Control of CO cash management
1. Ensure effective and accurate
financial resources management and oversight, focusing on achievement of the
following results:
- Financial resources management through
planning, guiding, controlling of the resources in accordance with UNFPA
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 versus authorized spending limits (ASL) and budgets delivery levels.
- Elaboration of proper mechanisms to eliminate
deficiencies in budget management.
- Processing of cost-recovery bills in Atlas for
the services provided by UNDP.
- Carry out financial analysis and ensure
oversight of all resources managed by the CO and provision of high-quality
professional advice to the CO management.
- Supervise timely production of accurate donor
reports.
- Undertake continuous analysis and monitoring
of the CO’s financial situation, and preparation of regular updates on the
status of financial resources.
- Ensure full compliance, of financial
activities, financial recording/reporting systems with UNFPA’s rules,
regulations, policies and strategies; proper design and functioning of the
financial resources management.
- Implement effective internal controls; act as
Global Directory focal point.
- Serve as focal point for audits, both NEX and
DEX, including coordination of audit visits, training and support to staff
and Implementing Partners, coordination of responses to audit
observations, follow on implementation of audit recommendations,
maintenance of NEXAMS/CARDS, etc.
2. Implement operational and
financial management strategies; adapt processes and procedures to maximize
effectiveness and efficiency focusing on achievement of the following results:
- Full compliance of financial activities,
financial recording/reporting system and audit follow up with UN/UN rules,
regulations, policies and strategies; implementation of the effective
internal control, proper design and functioning of the financial resources
management system.
- Conduct CO finance business processes mapping
and elaboration/establishment of internal Standard Operating Procedures in
Finance, control of the workflows 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
contributions within the CO resources mobilization efforts. e) Elaboration
and implementation of cost saving and reduction strategies.
- Routinely monitors financial exception reports
for unusual activities, transactions, and investigates anomalies or
unusual transactions. Informs supervisors and other UNFPA staff at
Headquarters of the results of the investigation when satisfactory answers
are not obtained.
- Supervise delivery of effective and efficient
financial services to UNFPA’s staff and clients (payments, F10
settlements, reversals, petty cash, vendor initiation, etc.)
- Establish internal expenditures‘ control
system which ensures that all transactions are duly authorized; AP
vouchers are matched and posted; payrolls are posted; travel claims and
other entitlements are duly processed; receipting of goods and services
and establishment of accruals are properly done in compliance with IPSAS
and UNFPA rules, policies and procedures.
- Facilitate effective budget management of
office resources; elaborate proper mechanisms to eliminate deficiencies in
budget management.
- Supervise members of Finance team; manage
workflow in the unit, serve as a coach and mentor to the members of the
Finance team.
- Backstop Operations Manager at the time of
his/her absence
3. Exercise proper control of CO
accounts, focusing on achievement of the following results:
- Build systems and procedures to ensure proper
use and regular reconciliation of balance sheet accounts; organize timely
collection of receivables and settlement of liabilities
- Ensure oversight of Operating Fund Account
(OFA); ensure full compliance of CO transactions with OFA policy; overview
regular reconciliations of OFA accounts.
- Coordinate financial closure activities and
submission of all due certifications to HQ; overview preparation of
monthly, quarterly and annual accountability checklists.
- Ensure correct coding of all CO transactions
by chart of account elements including oversight over correct use of
account and implementing agency codes.
- Timely corrective actions on unposted
vouchers, including the vouchers with budget check errors, match
exceptions, unapproved vouchers.
- Control of the Accounts Receivables and
maintenance of the General Ledger.
4. Ensures proper CO cash management
focusing on achievement of the following results:
- Timely review of cash position for local
mobile banking account to ensure sufficient funds on hand for
disbursements for workshop allowances. Timely identification and recording
of receipts for income application.
- Monitoring of financial exception reports for
unusual activities, transactions and investigation of anomalies or unusual
transactions. Provision of information to supervisors and other UNFPA
staff at HQ on the results of the investigation when satisfactory answers
are not obtained.
- Primary contact with mobile bank management on
routine operational matters including negotiation of rate on transactions.
- Transaction and stop payment approval on
mobile banking systems.
- Approval and submission of monthly mobile
account reports to management.
- Timely and accurate approval of mobile account
reconciliation, including documented review of exceptions.
- Timely preparation of monthly workshop
allowances cash-flow forecast for use by Operations Manager and Programme
Specialists. Liaison with programme units to obtain estimate of their cash
requirements.
- Role as cashier for cash disbursements made on
site.
5. Facilitate building and sharing
knowledge of finance among CO staff:
- Serve as ATLAS and IPSAS alternate learning
focal point; stay abreast of new IPSAS-related policies and ATLAS
upgrades; organize regular learning events for staff.
- Organization of trainings for the operations/ projects
staff on Finance.
- Synthesis of lessons learned and best
practices in Finance.
- Sound contributions to knowledge networks and
communities of practice.
Qualifications and Experience
Education:
- Advanced (Masters) University Degree in
Finance/Accounting, Business or Public Administration, from an
internationally recognized university/institute of accountancy.
Experience:
- A minimum of 2 years of relevant experience in
providing financial management services and operational systems.
- Experience in the 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 and ERP financials, preferably PeopleSoft.
- Experience of IPSAS is required for external
candidates.
Language Requirements: Fluency
in the UN working language and the national language of the duty station.
Application Procedures
Interested candidates who meet the
above qualifications may send a motivational letter and Curriculum Vitae and to
email address: kenya.recruit@unfpa.org by Friday 17 April 2015, quoting the
post title on the subject line.