Finance & Administrative Analyst (Global Fund)

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, as envisaged by 2030 Agenda for Sustainable Development. We are on the ground in more than 170 countries and territories, working with governments and people on their own solutions to global and national development challenges. As they develop local capacity, they draw on the people of UNDP and our wide range of partners that can bring about results.

UNDP is a founding cosponsor of the Joint UN Programme on HIV/AIDS (UNAIDS), a partner of the Global Fund to Fight AIDS, TB and Malaria, and a co-sponsor of several other international health partnerships. UNDP’s work on HIV, health and development, as described in the HIV, Health and Development Strategy 2016-2021: Connecting the Dots, leverages UNDP’s core strengths and mandates in human development, governance and capacity development to complement the efforts of specialist health-focused UN agencies. UNDP delivers three types of support to countries in HIV, health and development.

First, UNDP helps countries to mainstream attention to HIV and health into action on gender, poverty and the broader effort to achieve and sustain the Sustainable Development Goals.  Second, UNDP works with partners to address the interactions between governance, human rights and health responses. Third, as a trusted, long-term partner with extensive operational experience, UNDP supports countries in effective implementation of complex, multilateral and multisectoral health projects, while simultaneously investing in capacity development so that national and local partners can assume these responsibilities over time, completed in partnership with the Global Fund.

The UNDP/Global Fund partnership is an important part of this work, facilitating access to resources for action on SDG 3 by countries that face constraints in directly receiving and managing such funding. UNDP partners with countries in crisis/post-crisis situations, those with weak institutional capacity or governance challenges, and countries under sanctions. When requested, UNDP acts as temporary Principal Recipient in these settings, working with national partners and the Global Fund to improve management, implementation and oversight of Global Fund grants, while simultaneously developing national capacity to be able to assume the Principal Recipient role over time.

Under the overall guidance of the programme manager of the Global Fund grant and in close coordination with the DRR, Operations Manager and Operations Units of Egypt UNDP Country Office, the Finance and Administrative Specialist is responsible for efficient logistical, procurement and general administration services; and consistency with UNDP rules and regulations, as well as Global Fund guidelines. The incumbent manages and coordinates execution of transparent and efficient business processes, aimed at provision of high-quality services to external and internal clients in the areas of finance, logistics, procurement, assets management and general administration.

The Specialist leads and guides the Global Fund unit’s operations and provides solutions to complex issues related to finance, delivery of procurement, contracting and operational support services. S/he promotes a collaborative, client-focused, quality and results-oriented approach in the Unit, provides advice on complex financial and administrative matters and contributes to the knowledge sharing/capacity building exercises of the unit and the sub recipients of the grant.

The Finance and Administrative Specialist works in close collaboration with the Global Fund programme manager, UNDP CO, operations staff of the Sub Recipients, UNDP HQs staff, Local Fund agent and Global Fund officers, to successfully deliver administrative services.

Summary of Key Functions:

1.   Ensure effective and accurate financial resources management and oversight.

2.   Ensure that financial procedures in place comply with the financial/accounting and procurement requirements of the Global Fund and UNDP.

3.   Manage programme budgets and ensure proper control of accounts.

4.   Ensure the close monitoring and the capacity building in financial management for the Sub Recipients.

5.   Ensure facilitation of knowledge building and sharing.

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

• Undertake Financial analysis and oversight for all Global Fund resources managed by UNDP to effectively link the programmatic results to expenditures per work plan and budgets agreed on with the Global Fund.
• Facilitate annual audits of SRs as required by UNDP and ensure external auditors have all relevant information and follow-up on audit reports to ensure that gaps in audit reports are closed.
• Monitor the financial performance of supply management systems/ procurement.
• Prepare cost estimates for different activities according to the needs of program management.

2.Ensure that financial procedures in place comply with the financial/accounting and procurement requirements of the Global Fund and UNDP, focusing on achieving the following results:

• Establish and/or improve financial procedures: e.g. receipts, payments, disbursements and bookkeeping, filing procedures for Global Fund Project SRs,
• Continuous analysis and monitoring of the financial situation, presentation of forecasts for the projects.
• Oversight for the transparency of the financial processes and use of funds and compliance with Global Fund and UNDP financial guidelines.
• Ensure preparation of the financial report, Cash Flow situation and forecasts, statement of sources and uses of funds in compliance with the Global Fund requirements.
• Ensure preparation of financial reports to be submitted to the LFA/Global Fund and act as a Focal point for finance information for the LFA/Global Fund.
• Elaboration and implementation of cost saving and reduction strategies.
• Routinely monitors financial exception reports for unusual activities, transactions, and investigates anomalies or unusual transactions. Informs supervisors of the results of the investigation when satisfactory answers are not obtained.
• Timely preparation of monthly cash flow forecast for use by the Programme Manager.
• Provide timely input to GF/HIST for the preparation of the consolidated quarterly cash balance report of the UNDP Global Fund portfolio.

3. Manage programme budgets and ensure proper control of accounts, focusing on achievement of the following results:

• Manage financial resources through planning, guiding, monitoring and controlling of the resources in accordance with UNDP rules and regulations.
• Prepare and monitor projects’ budgets in Atlas and Hyperion Planning, Budgeting and Reporting System.
• Elaboration of proper mechanisms to eliminate deficiencies in budget management.
• Ensure that contributions from the Global Fund are properly transferred to UNDP on a timely basis.
• Complying with the internal expenditures control system, which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in Atlas.
• Ensure 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.

4. Ensure close monitoring and capacity building in financial management of the SRs, focusing on the achievement of the following results:

• Provide guidance and capacity building of Sub-recipients on issues of finance – from contracting and banking issues to budgeting, accounting and reporting.
• Determine suitable modality for payment to SRs based on assessment of financial systems.
• Ensure that any advance payments and direct payments for SRs’ vendors are properly reviewed, processed and liquidated, as well as ensuring that payment information is properly recorded into the Atlas system on a timely basis.
• Harmonize reporting and accounting practices of SRs including budgeting and key financial performance indicators.
• Monitor SRs and other implementing partners for accuracy of financial information and safeguards to eliminate fraud; ensure annual audits of SRs and follow up on action plans.
• Ensure continuous support for the financial managers of SRs.
• Ensure proper verification of SR expenditures is carried out before recording of financial reports/FACE forms in Atlas.

5. Ensure facilitation of knowledge building and sharing, focusing on achievement of the following results:

• Develop training plan/curriculum for the SRs on financial and accounting staff and conduct a training on Global Fund performance-based funding and financial reporting requirements management system.
• Organize training for the programme staff on finance
• Synthesis of lessons learned and best practices in finance.
• Sound contributions to knowledge networks and communities of practice.

Core

Innovation
Ability to make new and useful ideas work
Level 4: Adept with complex concepts and challenges convention purposefully
Leadership
Ability to persuade others to follow
Level 4: Generates commitment, excitement and excellence in others
People Management
Ability to improve performance and satisfaction
Level 4: Models independent thinking and action
Communication
Ability to listen, adapt, persuade and transform
Level 4: Synthesizes information to communicate independent analysis
Delivery
Ability to get things done while exercising good judgement
Level 4: Meets goals and quality criteria for delivery of products or services

Technical/Functional

Knowledge Management
Ability to capture, develop, share and effectively use information and knowledge
Level 4: Apply & Adapt: Contributes skills and knowledge with demonstrated ability to advance innovation and continuous improvement, in professional area of expertise
Project Management
Ability to plan, organize, and control resources, procedures and protocols to achieve specific goals
Level 4: Apply & Adapt: Contributes skills and knowledge with demonstrated ability to advance innovation and continuous improvement, in professional area of expertise
Accounting & Finance
Knowledge of accounting concepts, principles, regulations, and policies and ability to apply to strategic and/or practical situations
Level 4: Apply & Adapt: Contributes skills and knowledge with demonstrated ability to advance innovation and continuous improvement, in professional area of expertise
Budget management
Ability to support budgetary aspects of work planning process, drawing and management of team budgets.
Level 4: Apply & Adapt: Contributes skills and knowledge with demonstrated ability to advance innovation and continuous improvement, in professional area of expertise
Financial Management
Ability to create a process to achieve financial goals
Level 4: Apply & Adapt: Contributes skills and knowledge with demonstrated ability to advance innovation and continuous improvement, in professional area of expertise
Financial Reporting & Analysis
Ability to evaluate financial data, derive relevant findings and present them in a meaningful manner
Level 4: Apply & Adapt: Contributes skills and knowledge with demonstrated ability to advance innovation and continuous improvement, in professional area of expertise
Office Administration
Ability to manage day-to-day office activities (including but not limited to travel management, facilities and asset management, policy and procedures maintenance) to meet operational needs
Level 4: Apply & Adapt: Contributes skills and knowledge with demonstrated ability to advance innovation and continuous improvement, in professional area of expertise
Logistics
Knowledge of logistics operations, principles and methods, and ability to apply to strategic and/or practical situations
Level 4: Apply & Adapt: Contributes skills and knowledge with demonstrated ability to advance innovation and continuous improvement, in professional area of expertise
Team Building
Ability to work effectively with diverse groups of professionals towards common goals
Level 4: Apply & Adapt: Contributes skills and knowledge with demonstrated ability to advance innovation and continuous improvement, in professional area of expertise.

Education:
University Degree in Finance or Accounting, or professional accounting qualification from an internationally accredited institute of accountancy a distinct advantage.

Experience:

• Minimum five (5) years of relevant experience in finance, administration or programme support service. 
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.).
• Experience in handling of web-based management ERPs.

Language Requirements:
Fluency in English and Arabic.

Other:
- Qualified female candidates are encouraged to apply.
- Non-Smoking environment.

Important applicant information

All posts in the SC categories are subject to local recruitment.

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