ABOUT THE COMPANY:

UNDP works in about 170 countries and territories, helping to achieve the eradication of poverty, and the reduction of inequalities and exclusion. We help countries to develop policies, leadership skills, partnering abilities, institutional capabilities and build resilience in order to sustain development results.

JOB SUMMARY

Under the overall guidance and supervision of the Programme Manager and Finance Analyst the Project Finance Associate is responsible for effective delivery of financial services, transparent utilization of financial resources and management of the finances for the Global Fund grant. The Project Finance Associate works in close collaboration with the programme PMU and Operations Team at the UNDP Pacific Office in Fiji, UNDP Sub-Recipients (SRs) and other UN Agencies, Government officials, technical advisors and experts, multi-lateral and bi-lateral donors and civil society to ensure successful implementation of the GF Multi-country programmes.

• Full assistance on compliance with UNDP rules, regulations, and policies of financial activities, financial recording/reporting system, support in the preparation for Principle Recipient (PR) and Sub Recipient (SR) audits, and follow-up on audit recommendations; implementation of effective internal controls, proper functioning of a client oriented financial resources management system.
• Full assistance in finance processes, mapping and elaboration of the content of internal Standard Operating Procedures in Finance in consultation with office management, Pacific Centre and JOC.
• Support management of Programme assets and inventory as in line with UNDP rules and regulations.

Supports administration of budgets and reporting functioning focusing on achievement of the following results:

• Supporting the completion of Project Registration and Budget Revision (BR) in Quantum.
• Supporting the completion of Expenditure Correction and adjust General Ledger Journal Entry (GLJE) in Quantum.
• Regular monitoring and review of the submitted quarterly financial reports from the SRs.
• Timely preparation of monthly disbursement as review the submitted Funding Authorization and Certificate of Expenditures (FACE) Form from the SRs.
• Regular monitoring of the SRs fund balance and provide update reports to the Finance Analyst and GF Programme Analyst for further analysis.
• Supporting the preparation of any other adhoc financial reports as required by the Global Fund.

Provides accounting and administrative support to the Programme Finance Unit focusing on achievement of the following results:

• Supporting the maintenance of contribution receivable according to the signed agreement with the sponsor (the Global Fund) in order to ensure timely collection.
• Recording received contribution to the GF programme project account.
• Timely upload contribution contract to Database Management System (DMS) and monitor REV_DPn (revenue) in Quantum.
• Verification and approval of new vendor set-up in Quantum  to ensure correctness and completeness of data, and proper supporting documents, especially for vendor’s bank information.
• Coordination of periodical audit of SRs as required by UNDP and Global Fund including following up with SRs on audit recommendations to ensure that the recommendations are properly followed.
• Proper control of the supporting documents for payments, review of financial reports for activities implemented by SRs.
• Maintenance of the internal expenditures control system which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in Quantum; travel claims, Monthly Payment Orders (MPOs) and other entitlements are duly processed.
• Timely corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers.
• Timely corrections and adjustment through General Ledger Journal Entries (GLJE) or Accounts Payable Journal Voucher (APJV) for accounting entries relating to works under responsibilities and when required.
• Use, retrieve, reconcile and update the finance related databases to ensure accurate and accessible information regarding the payments of SRs and suppliers.
• Full support to SRs and Implementing Partners to ensure consistency of the monthly/quarterly/biannual financial report and disbursement request and the budget execution.
• Timely consolidation of the Local Fund Agent (LFA) quarterly spot-checked report for submission to the Finance Analyst for further analysis

Supports proper Programme cash management functioning focusing on achievement of the following results:

• Being an alternate to Finance Analyst as primary contact with SRs on finance related matters.
• Timely and accurate preparation of cash reconciliations for GF Programmes and regular report on the programme cash status to the Finance Analyst and Programme Analyst.
• Timely preparation of monthly cash flow forecast for review and approval by the GF Programme Manager and Finance Analyst.
• Liaison with SRs and implementing partners to obtain estimate of their cash requirements.

Handling payment process for the UNDP managed GF Multi-Country Western Pacific grants, focusing on achievement of the following results:

• Timely and accurate payments with full compliance with UNDP rules and regulations.
• Timely and efficient support on the direct payment (if there is any) to LTA and national suppliers and in country programme on the purchase of equipment i.e. health and non-health products as indicated in the Procurement and Supply Management Plan.
• Process improvement identified and carried out, wherever possible, in order for better efficiency and effectiveness.
• Inquiries relating to payment being handled effectively and with client-oriented attitude.

Ensures facilitation of knowledge building and knowledge sharing focusing on achievement of the following results:

• Full support to the Finance Analyst on the organization of finance trainings for the relevant staff of the GF programmes.
• Full support to the Finance Analyst on the synthesis of lessons learnt and best practices Global Fund Programme finance related matters.
• Sound contributions to knowledge networks and communities of practice.

Perform other relevant duties as required by Programme Manager and Finance Analyst

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization

Education:

• Secondary Education with specialized certification in accounting and/or Finance is required.
• University degree in Finance or Accounting is desirable.  (The degree must state that the major is in accounting or finance. Degrees in Business Administration or Public Administration are not considered equivalent.)
• Part-qualified accountants from an internationally accredited institute of accountancy will have a distinct advantage.
• Fully Qualified Accountant, from an internationally accredited institute of accountancy or Full Completion of the UNDP Finance Training and Certification Programme (FTCP). No UNDP Accountancy and Finance Test (AFT) is required.
• Candidates with no professional accountancy qualifications, but with degrees that major in accountancy and/or finance must complete UNDP Finance Training and Certification Programme (FTCP), if recruited. However, no UNDP Accountancy and Finance Test (AFT) is required.
• Candidate with no professional accountancy qualifications but with relevant experience must successfully undertake UNDP Accountancy and Finance Test (AFT) before shortlisting and must complete the UNDP Finance Training and Certification Programme (FTCP), if recruited.

Experience:

• Minimum of 7 years (with high school diploma) or 4 years (with bachelor’s degree) of progressively responsible finance and accounting experience at the national or international level is required.
• Knowledge of IPSAS and/or IFRS is required
• Full proficiency in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of spreadsheet and database packages.
• Experience in conducting audit is desirable.
• Experience of working with UN or other international organisations is an asset
• Demonstrated experience in working with and maintaining good relations with government counterparts and programme beneficiaries (e.g.Government, development partners, CSOs and private sector representatives).

Required Languages:

• Fluency in written and spoken English and Fiji Hindi and/or Itaukei Language is required.

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