Under the guidance and direct supervision of the Deputy Resident Representative or Operations Manager, the Budget and Finance Officer 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 Budget and Finance Officer promotes a collaborative, client-oriented approach consistent with UNDP rules and regulations.
The Budget and Finance Officer supervises and leads the staff of the Budget and Finance Unit. The Budget and Finance Officer 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.
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.
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.
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 and other UNDP staff at Headquarters of the results of the investigation when satisfactory answers are not obtained.
Manages the budget of development and management 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 budgets of management projects.
Establishment of the development projects’ budgets preparation/modification monitoring system, control of budgetary status versus authorized spending limits (ASL) and budgets delivery levels.
Sending project budget to KK if authorized by the Senior Management (can be done only on the basis of signed prodocs and project budgets).
Elaboration of proper mechanisms to eliminate deficiencies in budget management.
Preparation of cost-recovery bills in Atlas for the services provided by UNDP.
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.
Approval of payments in Atlas.
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 on contributions, maintenance of the General Ledger.
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.
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.
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.