– Office/Unit/Project Description
Due to the expansion of the UNDP program in Iraq, a Service Centre was put in place which will need to guarantee the quick disbursement of funds for the crisis response and the Stabilization efforts in newly liberated areas in Iraq. The Service Centre is currently servicing the operational challenges of the above projects but may expand to other projects. It is currently funded through the Stabilization and crisis response which have a delivery target of 280M USD in 2018, but may further increase. The Service Centre is composed of finance, procurement, project management/administration and HR functions and is headed by the Operations Manager who has delegated authority as senior manager in the UNDP Iraq office, with senior approval levels.
Under the overall guidance of Team Leader/Procurement Specialist of the Service Centre, the Finance Analyst assists in the overall management of financial aspects related to Procurement services, most especially in Financial Analysis, administers and executes processes and transactions ensuring high quality and accuracy of work for the Service Centre and the projects that it services. The Finance Analyst promotes a client, quality and results-oriented approach. The Finance Analyst works in close collaboration with the Procurement colleagues of the Service Centre for the financial analysis of bidders, ensuring appropriate exchange of information and consistent high-quality service delivery.
– Scope of Work
Provides analytical inputs to elaboration and implementation of operational strategies focusing on achievement of the following results:
- Full compliance with UN/UNDP rules, regulations, and policies of financial activities, financial recording/reporting system and follow up on audit recommendations; implementation of effective internal controls, proper functioning of a client-oriented financial resources management system.
- Services Centre Finance business processes mapping and elaboration of the content of internal Standard Operating Procedures in Finance under the supervision of the Finance Specialist.
- Continuous analysis and monitoring of the financial situation, presentation of forecasts for development and management projects, monitoring of financial exception reports for unusual activities, transactions.
- Analysis and elaboration of proposals on cost saving and reduction strategies.
- Review the Financial Statements submitted by bidders to ensure its authenticity and accuracy.
- Analyze the Financial Statements to determine the bidder’s financial capability to deliver using various relevant accounting ratios.
- Review the BOQ costing and carry out a comprehensive arithmetical check to ensure its accuracy.
- Work in collaboration with the case officer and communicate the arithmetical errors discovered to the bidders to make necessary adjustments and re-submit an amended BOQ.
- Prepare the summary sheet and identify the lowest bidder.
- Analysis and proposals on cost saving and reduction strategies in the Service Centre.
- Analysis and proposals on elaboration of contract strategy, sourcing strategy, quality management, supplier selection, improvement of procurement processes in the Service Centre.
Supports management of financial processes and Project Budget for Service Centre managed projects, focusing on achievement of the following results:
- Elaboration of proposals for planning of financial resources of the Stabilization and Crisis response projects, preparation of reports containing analysis of the financial situation.
- Preparation and monitoring of budgets; regular analysis and reporting on the budget approvals and the delivery situation.
- Establishment of Stabilization and Crisis Response Projects’ budgets preparation/modification monitoring system, control of budgetary status and budgets delivery levels.
- Implementation of the control mechanism for Stabilization and Crisis Response Projects through monitoring budgets preparation and modifications, budgetary status, follow up with HQs on maintenance of the General Ledger.
- Preliminary review of financial analysis submissions to the Contract, Asset and Procurement Committee (CAP) Regional Advisory Committee on Procurement (RACP) and Advisory Committee on Procurement (ACP).
- Financial Analysis of information for preparation of procurement plans for the Service Centre and Projects and monitoring of their implementation.
- Implementation of the internal control system which ensures that Purchase orders are duly prepared and dispatched. Follow up on timely corrective actions on POs with budget check errors and other problems.
- Elaboration of proposals and implementation of the procurement processes monitoring system and mechanisms to eliminate deficiencies in procurement.
Ensures proper control of Stabilization and Crisis Response Projects Accounts focusing on achievement of the following results:
- Analysis and elaboration of proposals for 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, and receipting of goods and services and establishment of accruals are properly done in compliance with IPSAS and UNDP policies and procedures.
- Control of accounts closure.
- Timely corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers.
- Timely response to HQ requests to resolve financial data issues.
- Control of the Accounts Receivables for UNDP projects and maintenance of the General Ledger.
Ensures proper Cash Management for Stabilization and Crisis Response Projects 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;
- Timely preparation of monthly cash flow forecast for use by the supervisor;
- Acts as cashier for onsite transactions.
Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results
- Participation in the organization of training for the operations/ projects staff on Procurement;
- Synthesis of lessons learned and best practices in Procurement;
- Contributions to knowledge networks and communities of practice.
Under the overall guidance of Team Leader/Procurement Specialist, the Finance Analyst assists in the overall management of Procurement services, most especially in Financial Analysis, administers and executes processes and transactions ensuring high quality and accuracy of work for the Service Centre and the projects that it services. The Finance Analyst promotes a client, quality and results-oriented approach.
- Ability to make new and useful ideas work
– People Management
- Ability to improve performance and satisfaction
- Ability to listen, adapt, persuade and transform
- Ability to get things done
– Technical/Functional: Anti-Corruption
- Demonstrating/safeguarding ethics and integrity.
- Informed and transparent decision making.
- Gathers and disseminates information on best practice in accountability and results-based management systems.
- Prepares timely inputs to reports.
- Maintains databases.
– Building Partnerships
- Maintains an established network of contacts for general information sharing and to remain up-to-date on partnership related issues.
- Generates new ideas and approaches, researches best practices and proposes new, more effective ways of doing things.
- Documents and analyses innovative strategies and new approaches.
– Job Knowledge/Technical Expertise
- Understands and applies fundamental concepts and principles of a professional discipline or technical specialty relating to the position
- Possesses knowledge of organizational policies and procedures and applies them consistently in work tasks
- Analyzes the requirements and synthesizes proposals
- Strives to keep job knowledge up-to-date through self-directed study and other means of learning
- Demonstrates good knowledge of information technology and applies it in work assignments
– Client Orientation
- Researches potential solutions to internal and external client needs and reports back in a timely, succinct and appropriate fashion
- Organizes and prioritizes work schedule to meet client needs and deadlines
- Establishes, builds and sustains effective relationships within the work unit and with internal and external clients
- Anticipates client needs and addresses them promptly
- Min. Academic Education
- Masters Degree in Finance/Accounting, Business or Public Administration, or a professional accounting qualification from an internationally recognized institute of accountancy. Bachelor’s degree with additional 2 year of relevant experience will be accepted in lieu of Masters.
- Min. years of relevant Work experience
- (1) year of relevant experience with Master’s Degree in providing financial management services, or two (2) years with Bachelor’s Degree.
- Required skills and competencies
- Experience in the usage of computers and office software packages (MS Word, Excel, etc.) advance knowledge of spreadsheet and database packages.
Desired additional skills and competencies
- Experience in handling of web based management systems and ERP financials, preferably PeopleSoft is an asset;
- Prior experience in working in UN/NGOs in the field of finance is an added advantage.
- Required Language(s) (at working level)
- Fluency in English is a requirement;
- Fluency in Kurdish is an asset;
- Fluency in Arabic is also an asset.