Job Summary: 

The Finance Analyst, is located in the Country Office (CO) of UNFPA in Lilongwe and operates under the direct supervision of the International Operations Manager (IOM). The Analyst will be responsible for assisting the Operations Unit in effective delivery of financial services, transparent utilization of financial resources and management of the Country Office Finance Unit.

S/HE is responsible for financial management, statutory and specialized reporting, and for policy development and the provision of advice, operational guidance, support and oversight in the areas of general accounting, accounts payable, contributions receivable, other accounts receivable, donor reporting, management of cash transfer to IPs, and inventory management. The Finance Analyst analyzes and interprets financial rules and regulations, providing solutions to a broad range of complex financial issues. The Analyst fosters a collaborative, client-focused approach that aligns with UNFPA’s rules and regulations.

The Analyst works closely with the operations, programme, and project teams in the Country Office (CO), as well as with UNFPA HQ staff and government officials, to ensure successful financial performance of the CO. S/HE actively participates in local inter-agency coordination to ensure UNFPA’s needs in common systems and service issues are met. External partners include other UN agencies, vendors, and other non-UN partners that are essential to the work of the Finance unit.

 

Job Purpose:

The Finance Analyst, in coordination with the IOM is expected to provide guidance, support and oversight to the CO in the areas of accounting and financial operations, to ensure a more effective and transparent management of and accounting for financial resources. The Finance Analyst will be responsible for accounts review and reconciliation, oversight of cash transfers to implementing partners (IPs) and vendor management processes. S/He is responsible for supervising Administrative and Finance Associates while analyzing and interpreting the financial rules and regulations of the Finance & Admin Unit.

The Analyst will effectively manage delivery of administrative services, transparent utilization of resources and supports the management of the CO Operations Unit. He/she analyzes, interprets, and enforces the admin rules and regulations; and provides solutions to a wide spectrum of complex administrative issues.

S/He delivers high-quality finance and administration services to both internal and external clients, mastering all relevant rules, guidelines, processes, and procedures. The Analyst fosters a collaborative, client-oriented, and results-focused approach, expertly interpreting rules, procedures, and guidelines to support the country programmes, while providing comprehensive support and guidance to the Country Office and UNFPA-supported projects.

Key Duties and Responsibilities:

You would be responsible for:

The Finance Analyst, will be responsible for:

A. Implementation of Operational and Financial Management Strategies in the CO

• Managing day-to-day office operations, ensuring smooth running of the office and provision of high quality and timely service delivery, promoting innovation and high client satisfaction, as well as maximizing efficiency and effectiveness of finance unit operations to ensure operational excellence of the CO.
• Oversee the financial management and performance of CO programmes, continuous analysis and monitoring of the financial situation & presentation thereof.
• Ensure full compliance of financial activities, financial recording/reporting system and audit follow up with UNFPA rules, regulations, policies and strategies; implementation of the effective internal control, proper design and functioning of the financial resources management system.
• Routinely monitor financial exception reports for unusual activities, transactions, and investigates anomalies or unusual transactions.
• Assists the International Operations Manager with the promotion of UNFPA’s interests in common systems activities relating to Common Back Office (CBO and Common Premises (CP), cost recovery, cost-sharing arrangements with in-house sub-offices, privileges and immunities, entitlements/benefits and salary surveys, security, etc. by participating actively in inter-agency meetings and relevant OMT working groups.

B. Managing the CO Programmes & Projects Budgets

• Establish proper mechanisms to eliminate deficiencies in programmes budget management.
• Support the CO budget formulation, controlling allotments, monitoring expenditures, and preparing revisions according to the needs of the programmes and projects.
• Work closely with the International Operations Manager and Finance Associate to support the budgets review in accordance with the office procurement plan including programme related activities. Support the monitoring of project financial performance by providing necessary financial information and analysis, including implementation rate against indicators/results.
• Oversee the development of tools and mechanisms for effective and efficient monitoring programme and project budgets, coordinates compilation of financial data and provides accurate and up-dated financial information to programme staff and partners on a continuous basis.
• Monitor the implementation of financial and administrative systems related to the implementation of programmes, ensuring adequate training of project staff and partners.
• Analyse and monitor the CO’s financial situation and draft management reports on implementation and utilization of resources in order to inform management decisions.
• Review and take corrective action as appropriate on audit findings for implementing partners working on programmes.

C. Proper control of CO accounts, Knowledge Management, Admin and Facilities management

• Utilize the internal expenditures’ control system which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in Atlas; 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 policies and procedures.
• Provide technical support to the efficient management of office and programme financial resources through planning and tracking of available resources exercising appropriate financial control and ensuring corporate financial policies are met and reporting structures established and maintained.
• Manage complex vendor and contract management processes, and procurement processes including developing and implementing relevant plans in close collaboration with the CO’s operations team.
• Take timely corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers.
• Facilitate donor reporting.
• Supervise Finance Team members
• Monitor the dashboard to ensure that any items requiring corrections are worked on a timely basis and serve as the focal point for completion of integrated accountability checklist.
• Review and monitor charges for common services and cost recovery taking into account maximum cost efficiency and represent UNFPA’s interest in related negotiations and agreements.
• Generates synthesis of lessons learnt and best practices in the Administration and Finance function.
• Sound contributions to knowledge networks and communities of practice in the area of Administration and Finance.

D. General Support

• Stand-in for other team members on selected functions as may be required.
• Carry out any other duties as may be required by UNFPA leadership.

Qualifications, Skills and Experience:

Education:

• Master’s Degree in Accounting / Financial reporting or a related discipline. A recognized professional accounting designation (CPA, CA), together with a Bachelor’s degree, will be deemed equivalent to a Master’s level degree for this position.

Knowledge and Experience:

• 2 years of experience in financial management, accounting and/or related area.
• Advanced knowledge of spreadsheet and database packages, experience in handling of web-based management systems and ERP financials. Knowledge of PeopleSoft as well as Quantum is a distinct advantage.
• Strong analytical and problem solving skills.
• Exposure to drafting policies or guidance notes is an advantage.
• Excellent written and spoken communications skills.
• A thorough understanding of the UN system in general, and especially UNFPA mandate, its policies and operations and current development topics and political issues in Malawi will be an added advantage.

Languages:

• Fluency in oral and written English is required. Working knowledge of another UN Official Language, an asset.