Finance Admin Officer (GF)

Job Identification 18649 Locations

Lahore, Pakistan

Posting Date 06/03/2024, 04:06 AM Apply Before 06/10/2024, 10:59 PM Job Schedule Full time Agency UNDP Grade NPSA-9 Vacancy Type National Personnel Service Agreement Practice Area Crisis and Fragility Policy and Engagement Bureau Regional Bureau for Asia and the Pacific Contract Duration 1 Year Education & Work Experience Masters Degree - 2 year(s) experience OR Bachelors Degree - 4 year(s) experience Required Languages English and Urdu Vacancy Timeline 1 Week
Background Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories. UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.
The United Nations Development Programme (UNDP) is the UN’s global development network, advocating for change and connecting countries to knowledge, experience, and resources to help people build a better life. We are on the ground in 170 countries and territories, working with governments and people on their own solutions to global and national development challenges to help empower lives and build resilient nations.

UNDP has an important role in supporting health outcomes by supporting countries to address the social, cultural and economic determinants of HIV and health, in partnership with UN entities and other organizations. This is done through UNDP’s core work in reducing inequalities and social exclusion that drive HIV and poor health, promoting effective and inclusive governance for health, and building resilient and sustainable systems for health. UNDP also contributes through its coordinating and convening role in bringing together multiple partners and resources at national and local levels.

As a trusted, long-term partner of The Global Fund to Fight AIDS, Tuberculosis and Malaria (Global Fund, GF), UNDP’s value proposition lies in providing an integrated package of development solutions to strengthen institutions to deliver health services. Through its contributions as interim Principal Recipient (PR) and provider of technical assistance in over 53 countries since 2003, UNDP’s provision of integrated policy, implementation and capacity development support to countries has yielded significant health and development results in challenging operating environments. Proactive risk management and investing in sustainability are the cornerstones of UNDP’s portfolio management approach and providing technical assistance to

national counterparts during all phases of implementation, strengthening legislation, policies, and regulatory frameworks, and building capacities across key functional areas, including financial management, health information systems, procurement, and supply chain management. The Global Fund – Health Implementation Support Team, HIV, Health and Development Group, Bureau of Programme and Policy Support, Global Policy Network (GF/HIST) is a dedicated team providing support to UNDP Country Offices implementing health and development programmes.

UNDP has been identified by the GF as the interim PR for the Pakistan HIV grant for the implementation period 1 July 2021 to 31 December 2023. For effective implementation of the Global Fund resources, UNDP Pakistan has established a Program Management Unit (PMU), which is responsible for the day-to-day overall programme management, risk management, policy guidance, financial accountability, procurement of goods, including health products and services, strengthening of the national systems. The GF resources are implemented in accordance with UNDP rules, policies and procedures, the grant confirmation, corporate agreements with the GF and in close coordination with the national and provincial stakeholders, Common Management Unit, Sub-recipients (SRs), NGOs, CSOs, communities, technical partners, UN entities and the Global Fund (Local Fund Agent) and Country Coordinating Mechanism.

Duties and Responsibilities:

UNDP Pakistan, Global Fund Project is seeking the services for Admin & Finance Officer in Lahore, Punjab under the supervision of the National Finance Specialist, the Finance/ Administration Officer will provide financial management, general administrative support, logistics management and support on the supply chain of health commodities, 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 Sub-sub-Recipients (SSRs) and close coordination with the GF (including Local Fund Agent), CCM, technical partners and UN entities, and the GF/HIST.

Ensures the implementation of operational and financial management strategies and adapts processes and procedures focusing on achievement of the following results:

• Full compliance with UNDP rules, regulations, policies and strategies, financial recording/ reporting system and implementation of effective internal controls, proper functioning of a customer-oriented financial resources management system.
  Continuously review the financial situation and support the PMU in the preparation of forecasts and periodic disbursement requests to be submitted to the Global Fund.
• Supports the development of funding requests, grant negotiations and amendments to the grant confirmations.
• Review and approve the funding authorization and expenditure certificate (FACE) form for Sub- Recipients (SRs) on a quarterly basis.
• Regularly monitor financial exception reports for unusual activities and transactions and review anomalies or unusual transactions and inform the supervisor of the results of the review and the corrective actions being proposed.
• Establish agreements, oversee and monitor implementation of work plans by Sub- Recipients (SRs) and national and provincial programmes, and ensure effective coordination amongst them, including conducting monthly meeting with respective SRs and national and provincial programmes to follow up on programme implementation.
• Act as a Focal point for inventory and asset management and monitoring.
• Monitors closely the budget, in liaison with the Finance Specialist and conducts quality analysis of the performance of the budget by cost inputs.
• Under the direction of the Finance Specialist, in the areas of finance and SR management supports programme audits (including SRs) and investigations and in coordination with the Regional Bureau, Office of Audit and Investigations, GF/HIST, ensures timely follow up on management actions and recovery actions.

Ensure the management of programme budgets and the operation of the optimal cost recovery system focusing on achievement of the following results:

• Finalization of the financial sections of the update of the progress report and the disbursement request and preparation of quarterly and biannual forecasts of cash flows and annual cash flows, and statement of sources and use of funds in accordance with Global Fund requirements for submission to the Global Fund;
• Timely review and finalization of the improved financial report and other ad hoc financial reports as required by the Global Fund.
• Periodic preparation of fund balances taking into account data provided by SR fund balances to ensure better forecasting of activities, if necessary.
• Timely preparation of program budget reviews and provision of justifications for budget reallocation / reprogramming requests (when applicable) for submission to the Global Fund.
• Preparation and monitoring of budgets; regular analysis and reporting on budget approvals and delivery status.
• Monitor and ensure that Global Fund contributions are properly transferred to UNDP in a timely manner.
• Ensure that advance payments and direct payments for SR providers are properly reviewed and made in a timely manner and ensure that payment information is correctly recorded in the Quantum system in a timely manner.
• Timely review of SR cash accounts to ensure availability of sufficient funds for implementation and appropriate disbursements.
• Timely identification and registration of receipts for the income request.
• Initiating bank transfers and transactions, selecting bank transfers and transactions for approval and settlement.
• Timely preparation of monthly cash flow forecasts for use by supervisor.
• Acts as cashier for on-site transactions.
• Ensures proper management of cash receipts and petty cash and maintenance of the proper filing system for finance records and documents.

Provides general administrative, focusing on achievement of the following results:

• Plans, prioritize and implement activities related to administrative needs;
• Ensures efficient, effective, responsive, transparent and accountable provision of administrative services to support the implementation of the activities.
• Coordinates and work together with procurement staff to ensure health commodities, goods and services required.
• Maintains liaison and close working relationship with the PMU on all administrative issues.
• Ensures production and maintenance of up-to-date and accurate administrative records and reports including supervision and assistance provided to SR.

Ensure the organization of logistics services focusing on achievement of the following results:

• Supports in managing all logistics operations required to ensure delivery of goods and services.
• Supports on logistic management for health supplies e.g. green light procedure, shipping documents, packaging requirements, temperature requirement, delivery requirement, handling of goods, loading/offloading etc.
• Supports in establishing and implementing supply chain optimization projects.
• Monitors and tracks of all shipments with regular follow-ups with the freight forwarders and suppliers on timeliness of delivery.
• Advises the supervisor about any delays and possible deviations from the logistic plan and advise on possible corrective action.
• Ensure timely alert on goods level and availability of other equipment in the province.
• Transport management, focusing on needs and vehicles availability.
• Oversee management of the daily pool of drivers and vehicles, ensuring timely Services, issuing fuel, recording logbooks and maintenance of vehicles.
• Review, on a monthly basis the drivers logbook and track fuel consumption, maintenance, oil consumption and movement of vehicles.
• Ensure proper conduct of drivers by arranging briefing session for the drivers on safe driving, proper maintenance of vehicles and security precautions.

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

• In coordination with the Programme Specialist supports the development of partnerships and maintains strong working relationships with the national and provincial partners, NGOS, CSOs, communities, donors, technical partners, and UN entities to ensure transparent and effective management, quality services and oversight of the programmes.
• Engages with the implementing partners, NGOs, CSOs, UN entities, technical partners to strengthen national systems and health institutions, across functional area of procurement and asset management.
• Facilitate CBOs in organizing events such as trainings, workshops, meetings and other planned activities.
• Provide travel arrangements for PMU staff.
• Supports the Finance Specialist in the development of capacity development and transition strategies to support national entities to implement and assume the PR role, ensuring access to appropriate tools and resources.

Identifies and supports development of communications (print, video) highlighting key procurement achievements.

• Actively participates in UNDP and other relevant external networks to
• promote the programme.
• Any other duty assigned by the Finance Specialist.

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

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:

Business Direction & Strategy

• System Thinking: Ability to use objective problem analysis and judgement to understand how interrelated elements coexist within an overall process or system, and to consider how altering one element can impact on other parts of the system.

Business Management

• Project Management: Ability to plan, organize, prioritize and control resources, procedures and protocols to achieve specific goals.

Finance

• Financial risk management: Ensures financial resilience through proactive assessment of risk, implementation of controls and taking mitigating action. Understands risk and reward in relation to collaborative and commercial projects. Ensures a culture of positive risk management".
• Anti-fraud and anti- bribery and corruption: Anti-bribery and corruption: Understands the policy and best practice relating to anti-bribery and corruption controls and ensures these are implemented and widely understood within the organization. Anti-fraud: Understands the fraud risks faced by public bodies and is able to effectively analyze data to support fraud identification and fraud risk management; understands the fraud risks faced by public bodies and is able to conduct fraud risk assessment and response plan.
• Financial Planning and Budgeting: Ability to create and manage processes to achieve UNDPs long and short-term financial goals, including through planning, budgeting, forecasting, analysing and reporting.
• Audit & Investigation Financial and Managerial Accounting and Finance: key concepts Key concepts and principles of financial accounting, interpret financial analysis, managerial accounting.

External Relations & Advocacy

• Event planning and execution: Ability to plan, manage and execute of public and private events to ensure that they support and amplify individual communications and advocacy initiatives, as well as UNDPs overall brand and mandate.

Required Skills and Experience:
Education:

• A professional accounting qualification from an internationally accredited institute of accountancy, and/or Advanced (Masters) University Degree in Finance and/or Accounting is required. Or a first-level university degree (bachelor’s degree) in combination with an additional two years of qualifying experience will be given due consideration in lieu of the advanced university degree.
• Candidates with professional accounting qualifications from an internationally accredited institute of accountancy will have a distinct advantage.
• Candidates with no professional accountancy qualifications, but with degrees that major in accountancy and/or finance must complete the Finance Training and Certification Programme (FTCP), if recruited.
• Candidates satisfying the two above criteria are exempted from undertaking the UNDP Advanced Accountancy and Finance Test (AAFT).
• Candidates with MBA or masters in finance with no accountancy qualification but with relevant experience must successfully undertake the UNDP Advanced Accountancy and Finance Test (AAFT) to be eligible for shortlisting.

Experience:

• Minimum 2 years (with master’s degree) or 4 years (with bachelor’s degree) of relevant experience in providing financial management services, and/or managing staff and operational systems.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and knowledge of spreadsheet and database packages, experience in handling of web-based management systems.
• Experience in handling training arrangement for Partner organizations is an asset.
• Experience in managing the travel arrangement for Partner Organizations is an asset.
• Knowledge of office management including account and financial management skills; and project management procedures that UNDP follows will be a strong asset.
• Knowledge of and familiarity with the UN/UNDP and/or international organizations project operations would be an added advantage; Experience of IPSAS and/or IFRS is required for external candidates.
• Experience with ERP financials, preferably PeopleSoft desirable.
• Operating knowledge of Quantum would be an added advantage.
• Experience on administration of projects and development programme.
• Experience in an international organization in completing financial management.
• Experience of working in project funded by Global Fund will be an asset.
• Knowledge and experience working in the UN or UNDP rules, regulations, policies, and procedures is an asset.
• Strong knowledge of Global Funds financial policies and procedures is an asset.

Required Languages:

• Fluency in English and Urdu languages is required.

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