Financial Mgmt Specialist (N-PSA 10)

UNDP is committed to long-term, sustainable support to democratic governance, including support to key democratic institutions and processes. In line with its Governance Portfolio and Sustainable Development Goal 16 – Peace, Justice, and Strong Institutions, UNDP supports the National Elections Commission (NEC) in the implementation of its constitutional and statutory mandate to plan, manage and organize elections in compliance with the national legal framework, international standards, and best practices.

The overall objective of this Project is to continue the ongoing capacity-building and strengthening the NEC and relevant democratic institutions and processes. It specifically seeks to apply novel approaches to mark a qualitative difference and further progression in electoral assistance in Liberia, while embarking on the fourth consecutive cycle of the electoral support. As an overreaching goal, this cycle should enhance national ownership and progress towards peaceful, credible, inclusive and transparent electoral processes. Consequently, the main strategy of the Project is based on a workplan established along broader conceptual areas/outputs of inclusion, transparency, integrity, capacity, and programming for peace.

The Admin/Finance Specialist works to ensure the highest efficiency in administration and financial resources management and provides accurate, thoroughly researched and documented administrative and financial information, effective delivery of administrative and financial services, transparent utilization of financial resources and management of the project administration and finance units. She/he analyzes and interprets the financial rules and regulations and provides solutions to a wide spectrum of complex financial and procurement issues. She/he promotes a collaborative, client-oriented approach consistent with UNDP rules and regulations.

The Admin/Finance Specialist further supervises and leads professional and support staff of the project, in her/his respective area of expertise. She/he works in close collaboration with Program, Operations, and project teams in the CO, UNDP HQ staff and Government officials ensuring successful project performance in Administration and Finance. She/he is also the lead advisor to the national counterparts on best practices in financial management.

The duties of the Finance and Administration Specialist include:

a)      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 project and provision of high-quality professional advice to the project management;
• Proper planning, expenditure tracking of the project in accordance with UNDP rules and regulations;
• Organization and oversight of project cash management processes, including liquidity management, recommendation of impress level, risk assessment, bank relationship management, timely accounting and reconciliation of all transactions, security for cash assets on site.

b)      Ensure implementation of operational strategies and procedures, focusing on achievement of the following results:

• Full compliance of administrative and financial activities, administrative and 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 administrative and financial resources management system;
• Project finance business processes mapping and elaboration/establishment of internal standard operating procedures in the Finance Unit; 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 contribution within the project resource mobilization efforts;
• Routinely monitors financial exception reports for unusual activities, transactions, and investigates anomalies or unusual transactions. Informs supervisors and other UNDP staff at Headquarters of the results of the investigation when satisfactory answers are not obtained;
• Advise NEC finance section on financial planning and processes and guide them for proper implementation of their task;
• Prepare staff budget forecast through an analysis of staffing pattern and needs during the respective year;
• Manage contracts of Project’s consultants;

Actively participate in discussions related to efficient and effective project implementation and general office management

1. Manage the project budget focusing on achievement of the following results:

• Management of all financial resources through planning, guiding, monitoring and controlling of the resources in accordance with UNDP rules and regulations;
• Preparation and monitoring of projects’ budgets in Atlas;
• Regular analysis and reporting on the budget approvals and the delivery situation of management projects;
• Elaboration of proper mechanisms to eliminate deficiencies in budget management;
• Collection of information on internal and external clients’ satisfaction and needs in order to develop improvements to services;
• Ensuring that advance payments and direct payments are properly reviewed and made on a timely basis, as well as ensuring that payment information is properly recorded into the Atlas system on a timely basis;
• Ensuring that cost-sharing contributions are properly transferred to the project on a timely basis;
• Submission of financial reports to donors on a timely and quality basis.

2. Ensure proper control of Elections Assistance project 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; monthly payment orders (MPOs), travel claims, and other entitlements are duly processed;
• 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 follow up with partners on contributions, maintenance of the General Ledger;
• Responsible to control and monitor the financial closure of the project.

3. Ensure proper Elections Assistance project 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;
• Daily review of zero-balance account bank statements in Atlas to monitor imprest level; identification and recording 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 system;
• 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;

4. Financial management of the basket fund and status reporting:

• Monitor pledges and contributions of donors to perform budget revisions;
• Report to donor on the status of expenses in the basket fund;
• Take into account remarks from the donors and make necessary adjustments.

5. Preparation of financial reporting of the project to donors and other stakeholders:

• Periodic written status reports, including weekly, quarterly and end of mission reports;
• Prepare on a regular basis a regular report on the financial status of the project;
• Present and explain to donors the financial situation of the project;
• Take into account remarks from the project board and make necessary adjustment in the project budget and financial reporting.

           Institutional Arrangement

Admin/Finance Specialist works under the direct supervision of the UNDP Chief Technical Adviser to the Liberia Electoral Support Project (LESP), as per organigram and management structure outlined in the LESP Project document

• Effective and accurate financial resources management and oversight;
• Implementation of operational strategies and procedures;
• Project’s budgets management system;
• Control of Elections Assistance Project accounts;
• Control of Elections Assistance Project cash management;
• Preparation of financial reporting of the project to donors and other stakeholders;
• Financial management of the basket fund as well as financial reporting;

Provide advice and guidance on Financial matters to the NEC Finance section and Project management Team

Min. Academic Education

(Masters) University Degree in Finance/Accounting, Business, or Public Administration, or a professional accounting qualification from an internationally recognized institute of accountancy

Min. years of relevant Work experience 

A minimum of 5 years of relevant experience in providing financial management advisory services and/or managing staff and operational systems

Required  skills and competencies

Experience in the usage of computers and office software packages (MS Word, Excel, Teams 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

Desired additional skills and competencies

Experience in a project (preferable an election project) will be an advantage

Previous experience with UNDP is an advantage

Required Language(s) (at working level)

Fluency in English

Professional Certificates

Professionally qualified accountants from an internationally recognized institute of accountancy will have a distinct advantage

UNDP Advanced Accountancy & Finance Test is a distinct advantage (candidates without a test will be required to take the test during the selection process

Important applicant information

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

Applicant information about UNDP rosters

Note: UNDP reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

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