BACKGROUND
UNDP Lesotho is in its fourth year of implementation of its Country Programme Document 2019 – 2023. The Country Programme seeks to support the Government of Lesotho across 3 key strategic areas.
- Governance and Public Institutions Pillar
- Sustainable Economic Growth Pillar.
- Environment and Sustainable Development
Several key results have been achieved and the Country intends to build on lessons learnt over last years of the Country programme to leverage partnerships and networks and bring to scale ongoing programmes and projects. Robust and innovative programme approaches are integral to this, and requires alignment to corporate programming guidelines and models and responsiveness to partner needs.
UNDP Lesotho seeks the services an experienced and proactive personality to join the UNDP Lesotho as Programme Finance Associate. Under the direct supervision of the Deputy Resident Representative, the Programme Finance Associate provides support services ensuring high quality, accuracy and consistency of programming. He/she ensures effective delivery of the CO performance by entering and managing data and supporting Government Partners in programme implementation and capacity development consistent with UNDP rules and regulations.
The Programme Finance Associate works in close collaboration with operations, programme and project staff in the CO and UNDP HQs as required for resolving complex programme finance-related issues and exchange of information. The Programme Finance Associate is a member of Programme Management Support Unit (PMSU) and can be a member of different teams within operations and programme clusters in the office as required.
DUTIES & RESPONSIBILITIES
Summary of key functions:
- Support to Programme/project planning, monitoring and analysis
- Ensure implementation of operational and financial management strategies and procedures
- Ensure development and management of projects budgets and organize an optimal cost-recovery system and support conduct of Audits as well as evaluations
- Ensure close monitoring of implementing partners
- Support CO Operations Unit and facilitate knowledge building and sharing
Support to Programme/project planning, monitoring and analysis focusing on achievement of the following results:
- Ensure that agreements, project documents, MoUs are in line with UNDP corporate standards and requirements
- Clearing all new program agreements before they are signed by DRR or the RR
- Set up new project in Atlas, including budget structure and transfer of existing and new funds.
- Review and clearance of budget revisions, NIM Advances and Financial reports in line with established office procedures/business process.
- Review of NIM Advance Ageing Reports and notify relevant program officers regarding overdue unretired balances.
- Implementation of control mechanism for development projects through monitoring budget preparation and modifications, budget vs ASL, follow up to ensure fund availability at fund level (cash limits & ASLs).
- Track approval processes for project documents
- Track budget approval processes, requests for advance and sending to KK in ATLAS
- Keep up to date with changes in UNDP programming; project budgeting and accounting (IPSAS).
- Provide support to UNDP and project staff on project budgeting / accounting rules and procedures.
- Assist in the formulation of the Results Based Budgeting for Development projects.
- Ensure project annual work plans in Atlas are in accordance with budgets prior to committing CO resources (send to KK function).
- Supports the DRR in ensuring effective management of CO Atlas Project Tree and exercising oversight in ensuring project tree follows the corporate standard for project tree management in Atlas
- Serve as custodian of Cost Sharing Agreements, Trust Funds and Thematic Trust Funds;
- Create schedule of payments for all cost sharing and trust fund agreements concluded and advise UNDP contribution unit for applications and Finance unit for follow-up.
- Serve as custodian and adviser of UNDP regulations and procedures about operational policies pertaining to development project/programme (POPP) by ensuring the appropriate use of operational agreements and related legal implications concerning national and direct execution (NIM/DEX);
Ensure implementation of operational and financial management strategies and procedures, focusing on achievement of the following results:
- Prepare weekly expenditure reports, financial analysis and oversight for all resources managed for Development Projects and provision of high-quality professional advice to the Cluster managers and project support staff.
- Ensure proper set up of project budgets to account for GMS components
- Take part in project formulation to ensure appropriate cost recovery mechanisms are in place
- Ensure proper planning, expenditure tracking and audit of financial resources, in accordance with UNDP rules and regulations.
- Provide regular monthly report on programme expenditures in relation to the Resource Planning Framework
- Track contributions of cost sharing partners and provide a timely and accurate financial report to the Project Manager, donors and stakeholders, in line with CO and donor reporting requirements.
- Provides Programme Specialists with key financial data at regular intervals to facilitate early identification of problem areas and suggests remedial actions.
- Ensure that financial procedures used by the implementing partners complies with the financial/accounting and procurement requirement of UNDP Policies and Procedures;
- Conduct field visits to implementing partners as part of follow up to project implementation
- General monitoring, evaluation and reporting of programme/project implementation to ensure compliance with corporate programme/project performance standards (POPP).
- Ensures sound Programme finance management through tracking delivery, monitoring the updates and timely capturing of expenditures.
- Maintenance of the internal expenditures control system which ensures that vouchers processed are matched and completed; transactions are correctly recorded and posted in Atlas.
- Monitor 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.
- Timely corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers.
- Ensure proper setting up of Atlas Awards for pipeline projects
- Periodically review RBA Business Intelligence Dashboard and advise DRR on areas that require immediate action
- Take timely necessary action on project closures ensuring that all conditions are met before projects are financially closed – completed signed check list in place.
- Provide support to the Country Office in financial matters when requested
Ensure development and management of projects budgets and organize an optimal cost-recovery system and support conduct of Audits as well as evaluations focusing on achievement of the following results:
- Manage project 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 development and management projects.
- Elaboration of proper mechanisms to eliminate deficits in budget management. Ensuring that advance payments and direct payments for NEX projects 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 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 with GSSU support 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.
- Ensure budget discipline and proper use of charts of accounts through timely budget revisions in Atlas.
- Facilitate annual or ad hoc audits of projects and partners as required and ensure external auditors have all relevant information. Follow-up on audit reports to ensure that gaps in audit reports are closed.
- Plan and coordinate the annual NIM audit exercise in line with guidelines issued by the Office of Audit and Investigations (OAI).
- Document lessons learnt from NIM Audits and facilitate the generation of an audit recommendations implementation plan
- Ensure timely reporting to HQ on NIM audit completion and status of audit implementation
- Follow up with Program Officers to track implementation of recommendations and update of Audit Action Plan.
- Plan and lead periodic spot-checks; programming visits; continuous analysis and monitoring of the financial reports from IPs and ensuring timely adjustment of IP rating as needed.
- Support on preparation of CO regular audit exercise including regular monitoring of documentation updates in corporate platform (Atlas – Vital Sign etc.)
Ensure close monitoring of implementing partners, focusing on achievement of the following results Using Harmonized Approach to Cash Transfer (HACT) modality:
- Assess financial management capacities of implementing partners and develop an action plan to close identified gaps.
- Provide guidance and capacity building partners and grantees on issues of finance – from contracting and banking issues to budgeting, accounting and reporting.
- Ensure advance payments and direct payments for partner vendors are properly reviewed, processed and retired, as well as ensuring that payment information is properly recorded into the Atlas system on a timely basis.
- Harmonize reporting and accounting practices of implementing partners including budgeting and key financial performance indicators.
- Monitor implementing partners for accuracy of financial information and safeguards to eliminate fraud; ensure annual audits of sub-recipients.
Support CO Operations Unit and facilitate knowledge building and sharing in the CO focusing on achievement of the following results focusing on achievement of the following results:
- To provide support to the Operations Unit in ensuring that the Finance Quality Dashboard, Balance Scorecard, Assets & other Dashboards are properly maintained.
- To provide support to the CO (Programme & Operations Units) in ensuring that the CO maintains its Acclaim status in Comptroller’s Watch List.
- To act as a conduit for the necessary synergies between Operations and Programme Units for better CO compliance and performance.
- Conduct regular review of Balance sheet accounts in collaboration with CO finance unit.
- Support Operations Unit in the Year-End Closures relating to balance sheet accounts
- Consolidate capacity issues on audit reports of implementing partners and conduct training.
- Participate in the CO performance dashboards reviews and share experiences.
- Provision of guidance to the Implementing Partners on routine implementation of projects.
- Organize NIM trainings for counterparts in Government, NGOs and other implementing partners
- Support joint UN HACT trainings as needed.
- Provide training and support to CO users in the overall operation of Atlas Project Management module, particularly those concerning budget formulation, revision and reporting.
COMPETENCIES
Core Competencies:
- Innovation – Ability to make new and useful ideas work- Level 3: Adapts deliverables to meet client needs
- Leadership – Ability to persuade others to follow – Level 3: Proactively seeks and recognizes contributions of others
- People Management – Ability to improve performance and satisfaction- Level 3: Takes responsibility for addressing critical situations and delivering core value
- Communication- Ability to listen, adapt, persuade and transform – Level 3: Expresses information and views with adaptive reasoning and appreciation for complexity and variation
- Delivery -Ability to get things done while exercising good judgement : Level 3: Takes responsibility for addressing critical situations and delivering core value
Functional & Technical competencies:
- Building Partnerships – Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work
- Promoting Organizational Learning and Knowledge Sharing – Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work
- Client Orientation – Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work
- Results-based Management – Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work
- Design and Implementation of Management Systems – Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work
REQUIREMENTS:
Education
- Secondary Education, with specialized certification in Accounting and Finance or University Degree in Finance, Business or Public Administration is desirable but not a requirement
- Full Accountancy: Long-listed candidates may be required to undergo the UNDP Accountancy & Finance Test (AFT). Qualification from an internationally recognized institute – ACCA or CIPFA is an advantage.
Experience
- Minimum 6 years of progressively responsible financial management or accounting experience or a bachelor’s degree with 3 years of relevant working experience is required. Knowledge of programme or project finance required.
- Experience in Project/ Programme Planning and Budgeting, and Coordination of annual audit exercises in line with guidelines desirable.
- Experience in providing financial management, Resource Planning and Analysis, Quality assurance oversight and close monitoring of implementing partners desirable.
- Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of spreadsheet and database packages, experience in handling of web-based management systems desirable.
- Previous experience with UNDP preferred desirable.
- Knowledge of IPSAS and/or IFRS desirable.
Language Requirements
- Fluency (advanced level) in English and Sesotho.
Closing date: 16 April 2022