Finance Specialist Job in Kenya

I. Position Information

Job Title: Finance Specialist (MPF post)
Type of Contract: Fixed Term Appointment (International)
Level: P4 Duty
Station: Nairobi, Kenya
Reports to: Deputy Country Director (Operations) & Country Director

II. Organizational Context

During the past two years, UNDP Somalia based in Nairobi has been working hard on the Change Management Business Processes, aiming at increasing its presence and operations in the field offices based in Somalia, which will allow the CO to be more efficient, flexible and responsive to the country/government priorities. In addition, the increased presence in the field offices will contribute to enhancing and building national staff capacities through delegation of authority.

Building office operational capacity becomes imperative considering that more operations are taking place inside Somalia, including the financial transactions through the Hawala system and dealing with high financial risks associated with no existence of an adequate banking system inside Somalia, neither proper fiscal control from the government authorities on local vendors operations.

Under the guidance and direct supervision of the Deputy Country Director (Operations), the Finance Specialist is responsible for effective delivery of financial services, transparent utilization of financial resources and management of the CO Finance Unit. He/she analyzes and interprets the financial rules and regulations and provides solutions to a wide spectrum of complex financial issues. The Finance Specialist promotes a collaborative, client-oriented and consistent approach in the Unit with due diligence as regards rules and regulations.

The Finance Specialist supervises and leads the staff of the Finance Unit. The Finance Specialist works in close collaboration with the operations programme and project teams in the CO, UNDP HQs staff and Government officials ensuring successful CO performance in Finance.

The Finance Specialist performs the Deputy Operations Manager functions with focus on UNDP Somalia internal business.

III. Functions / Key Results Expected Summary of Key Functions:

• Implementation of operational strategies
• Projects’ budgets management and organization of the cost-recovery system
• Control of CO accounts
• Control of CO cash management
• Facilitation of knowledge building and knowledge sharing
• Effective and accurate financial resources management and oversight
• Inter-office Operations Management

Ensures implementation of operational strategies focusing on achievement of the following results:

• Full compliance of financial activities, financial recording/reporting system and audit follow up with UN/UNDP rules, regulations, policies and strategies; implementation of the effective internal control, proper design and functioning of the financial resources management system.
• Operalization of ATLAS in the sub-offices inside Somalia; ensuring accountability procedure in place with the Money Vendors used to effect payments.
• 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.

Manages management projects’ budgets, advises on management of development projects and organizes an optimal cost-recovery system focusing on achievement of the following results:

• Financial resources management through planning, guiding, controlling of the resources in accordance with UNDP rules and regulations
• Preparation and monitoring of management projects’ budgets; Advisory and guidance services to programme staff on development project budgets.
• Contributes to 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.
• Preparation of cost-recovery strategy in Atlas for the services provided by UNDP and responsible for proper implementation.
• Elaboration and implementation of cost saving and reduction strategies.

Ensures proper control of CO accounts focusing on achievement of the following results:

• Elaboration of the internal expenditures’ control system which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in Atlas; payrolls are duly prepared; MPOs, travel claims and other entitlements are duly processed.
• Timely corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers.
• Control of the Accounts Receivables for UNDP projects and follow up with partners/other units on contributions.

Ensures proper CO cash management 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.
• Monitoring of financial exception reports for unusual activities, transactions and investigation of anomalies or unusual transactions. Provision of information to supervisors and other UNDP staff at HQ on the results of the investigation when satisfactory answers are not obtained.
• Daily review of zero-balance account bank statements in Atlas to monitor imprest level; identification and record of contributions.
• Primary contact with local bank management on routine operational matters including negotiation of exchange rate on replenishments.
• Transaction and stop payment approval on internet banking systems
• Approval and submission of monthly UN exchange rate reports to Treasury
• Timely and accurate approval of bank reconciliation, including documented review of exceptions.
• Initiation of bank transfers and deals, selecting bank transfers and deals for approval and settlement.
• Performing Paycycle manager role in Atlas
• Timely preparation of monthly cashflow forecast for use by Operations Manager. Liaison with UN Agencies to obtain estimate of their cash requirements.
• Role as cashier for cash disbursements made on site.

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

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

Ensure effective and accurate financial resources management and oversight, focusing on achievement of the following results:

• Financial analysis and oversight for all resources managed by the CO and provision of high-quality professional advice to the CO management;
• Proper planning, expenditure tracking and audit of financial resources, including extra-budgetary income in accordance with UNDP rules and regulations;
• Organization and oversight of CO cash management processes, including liquidity management, recommendation of imprest level, risk assessment, bank relationship management, timely accounting and reconciliation of all transactions, security for cash assets on site;
• Monitoring of financial exception reports for unusual activities, transactions and investigation of anomalies or unusual transactions.
• Provision of information to supervisors and other UNDP staff at HQ on the results of the investigation when satisfactory answers are not obtained;
• Monitoring the overall position of the Finance Dash Board;
• Member of bank signatory panel.
• Level 2 Approving Manager for all POs/vouchers/journals initiated by Nairobi office.

Inter-office Operations Management in the function of Deputy Operations Manager:

• Ensure Implementation of Internal control Framework strategies and control over the Atlas user profiles assigned to the staff;
• Participation in common-services management in Nairobi and in Somalia sub-offices with aim to effective cost-recovery;
• Audit preparation focal point for the Operations Team;
• Follow-up actions on the audit recommendations implementation by all operations units.

IV. Impact of Results

The key results have an impact on the overall CO efficiency in financial resources management and success in introduction and implementation of operational strategies. Accurate, thoroughly researched and documented financial information, timely and appropriate delivery of services ensure client satisfaction and enhance UNDP credibility in use of financial resources. CO audit compliance as well as ICF compliance.

V. Competencies and Critical Success Factors

Functional Competencies:

Building Partnerships

Level 2: Identifying and building partnerships q Effectively networks with partners seizing opportunities to build alliances q Identifies needs and interventions for capacity building of counterparts, clients and potential partners q Displays initiative, sets challenging outputs for him/herself and willingly accepts new work assignments

Promoting Organizational Learning and Knowledge Sharing

Level 2: Developing tools and mechanisms

• Makes the case for innovative ideas documenting successes and building them into the design of new approaches
• Develops and/or participates in the development of mechanisms, including identifying new approaches to promote individual and organizational learning and knowledge sharing using formal and informal methodologies

Job Knowledge/Technical Expertise

Level 2:

• In-depth knowledge of own discipline
• Understands advanced aspects of primary area of specialization as well as the fundamental concepts of related disciplines (financial resources and human resources management, contract, asset and procurement, information and communication technology, general administration)
• Continues to seek new and improved methods and systems for accomplishing the work of the unit
• Keeps abreast of new developments in area of professional discipline and job knowledge and seeks to develop him/herself professionally
• Demonstrates comprehensive knowledge of information technology and applies it in work assignments
• Demonstrates comprehensive understanding and knowledge of the current guidelines and tools and utilizes these regularly in work assignments

Promoting Organizational Change and Development

Level 2:

• Assisting the individuals to cope with change
• Performs appropriate work analysis and assists in redesign to establish clear standards for implementation

Design And Implementation of Management Systems

Level 2:

• Designing and implementing management system
• Carries out research into existing systems to identify best practice and make recommendations to management on applicability to UNDP
• Identifies and recommends remedial measures to address problems in systems design or implementation

Client Orientation

Level 2:

• Contributing to positive outcomes for the client
• Anticipates client needs
• Works towards creating an enabling environment for a smooth relationship between the clients and service provider
• Demonstrates understanding of client’s perspective

Promoting Accountability and Results-Based Management

Level 2:

• Input to the development of standards and policies
• Provides inputs to the development of organizational standards for accountability and results-based management

Core Competencies:

• Building support and political acumen
• Building staff competence, creating an environment of creativity and innovation
• Building and promoting effective teams
• Creating and promoting enabling environment for open communication
• Creating an emotionally intelligent organization
• Leveraging conflict in the interests of UNDP & setting standards
• Sharing knowledge across the organization and building a culture of knowledge sharing and learning. Promoting learning and knowledge management/sharing is the responsibility of each staff member.
• Fair and transparent decision making; calculated risk-taking

VI. Recruitment Qualifications

Education:

• Advanced (Masters) University Degree in Finance/Accounting, Business, or Public Administration, or a professional accounting qualification from an internationally recognized institute of accountancy.
• Professionally qualified accountants from an internationally recognized institute of accountancy will have a distinct advantage.

UNDP Advanced Accountancy & Finance Test required

Experience:

• 7 years of relevant experience providing financial management advisory services and/or managing staff and operational systems.
• Knowledge of ATLAS Modules, internal financial management and control framework(s) is required.
• Knowledge of audit track, accounting and budgetary procedures and techniques, procurement of goods and services, stocks and assets control.
• Experience in handling issues pertaining to multi-donors funding, reporting systems, especially within the context of large fiduciary funds
• International experience in post/in-conflict settings
• 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 and/or IFRS is required for external candidates.
• Knowledge and understanding of audit and financial management functions in post conflict or emergency settings.

Language Requirements:

• Fluency in written and spoken English is required.
• Proficiency in another UN language is an asset

How to apply:

“Interested and qualified candidates are requested to submit electronic application by visiting http://jobs.undp.org/.

Closing Date: 16 March 2012