ThaiNGO

Finance Analyst

Type of Appointment:       Service Contract (SC-8)

Organizational Unit:         UNDP Bangkok Regional Hub

Duration of Contract:        1 year (Renewable subject to good performance and availability of funds)

Duty Station:                    Bangkok, Thailand

Background:

UNDP is a key partner to the Global Fund to Fight AIDS, Tuberculosis and Malaria (Global Fund) and serves as Principal Recipient (PR) of last resort. In December 2012, the Country Coordinating Mechanism/Steering Committee requested that UNDP Bangkok Regional Hub (BRH) assume the PR role for the Phase 2 of the Multi-Country South Asia Regional HIV Grant (MSA grant/programme). The overall goal of the grant is to reduce the impact of HIV on men who have sex with men (MSM) and transgender people. In its role as the PR, UNDP is responsible for the financial and programmatic management of the Global Fund MSA grant as well as for the procurement of pharmaceuticals, health and non-health products. The grant will support regional advocacy initiatives and country-level advocacy and capacity building activities with civil society partners in Afghanistan, Bangladesh, Bhutan, India, Nepal, Pakistan and Sri Lanka. Afghanistan and Pakistan also have HIV service delivery components. Country sub-recipients (SRs) include Youth Health and Development Organization (Afghanistan), Bandhu Social Welfare Society (Bangladesh), National AIDS Control Programme (Bhutan), Blue Diamond Society (Nepal) and Naz Male Health Alliance (Pakistan); with SRs to be selected for India and Sri Lanka. In addition, UNDP will also implement important regional initiatives with regional agencies like UNAIDS, WHO and two regional community SRs - Asia Pacific Coalition on Male Sexual Health and Asia Pacific Network of People Living with HIV/AIDS that can be further rolled-out in the countries and would contribute to improving access to stigma-free health services for MSM and transgender people.

UNDP‘s management role consists in ensuring successful implementation of grant activities by SRs ensuring programmatic and financial accountability and capacity building of national and international counterparts on programme, monitoring and evaluation (M&E) and financial management.

Under the supervision of MSA Grant/Programme Manager and the overall guidance by BRH Finance Manager the Finance Analyst is responsible for transparent utilization of financial resources and integrity of financial services. The Finance Analyst analyzes and interprets the financial rules and regulations and provides solutions to a wide spectrum of complex financial issues. H/She promotes a collaborative, client-oriented approach consistent with UNDP rules and regulations. The Finance Analyst works in close collaboration with the Programme and Operations teams in BRH and the UNDP Country Offices (COs) ensuring successful implementation of financial policies related to the Programme.

Duties and Responsibilities:

Summary of key functions:

Implementation of operational and financial management strategies

Monitor and report on management of MSA Programme’ budgets and functioning of the optimal cost-recovery system

Control of the MSA Programme accounts

Programme cash management and approve Funding Authorization and Certificate of Expenditures (FACE) Form for the SRs

Facilitation of knowledge building and knowledge sharing

1. Ensures implementation of operational and financial management strategies, and adapts processes and procedures focusing on achievement of the following results:

Full compliance with UN/UNDP rules, regulations, and policies of financial activities, financial recording/reporting system; implementation of effective internal controls, proper functioning of a client-oriented financial resources management system;

MSA grant finance business processes mapping and elaboration of the content of internal Standard Operating Procedures in Finance under the supervision of the BRH Finance Manager, including monitoring and tracking payment schedules of Procurement Supply Management plan (PSM);

Continuously review financial situation and help support the MSA Programme Management Team in preparation of forecasts, based on inputs from MSA Grant/Programme Manager and Programme Analyst, and periodical Disbursement Requests for submission to the Global Fund;

Quarterly review and approve Funding Authorization and Certificate of Expenditures (FACE) Form for the SRs;

Completion of annual audits of SRs as required by UNDP and Global Fund in a timely manner. Audit recommendations are properly addressed and documented for management;

Regularly monitor financial exception reports for unusual activities, transactions and investigates anomalies or unusual transactions. Inform supervisor of the results of the investigation when satisfactory answers are not obtained;

Provide advice and guidance to UNDP CO staff and consultants and SR staff on overall financial management;

Being a primary point of contact (in close collaboration with the Programme Analyst) on communication with the Global Fund on financial information and provide responses to enquiries (if any) on financial related matters from the Global Fund and LFA.

2. Ensures the management of MSA Programme’ budgets and functioning of the optimal cost-recovery system focusing on achievement of the following results:

Finalizing the consolidated Programme’s Progress Update and Disbursement Request (PUDR) which includes incorporating variance analysis done by the MSA Programme Analyst, and preparation of quarterly and bi-annual Cash Flow and annual Cash Flow Forecasts, and statement of sources and uses of funds in compliance with the Global Fund requirements for submission to the Global Fund;

Timely review the draft and finalizing annual Enhanced Financial Report and other adhoc financial reports as required by the Global Fund;

Periodical preparation of MSA programme fund balance, taking into consideration the data provided by the Finance Assistant on the MSA PR (UNDP) and SRs fund balance to help the programme team better plan on the programme forecast and ensure sufficient fund for effective programme implementation;

Based on inputs from MSA Programme Manager and Programme Analyst, timely preparation of the MSA programme budget in the Peoplesoft ERP system (Atlas) and arranging for budget reallocation/reprogramme requests (if any) for submission to the Global Fund;

Monitoring of budgets and reporting on the budget approvals and the delivery situation;

Monitoring and ensuring that contributions from the Global Fund are properly transferred to UNDP on a timely basis;

Ensuring that payments to SRs and vendors 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.

3. Ensures proper control of the MSA Programme 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;

Complete function of manager level 1 in Atlas;

Timely take 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 the MSA Programme and maintenance of the General Ledger;

Control of all programme assets and reporting requirement in compliance with UNDP and Global Fund rules and regulation;

Control of accounts/programme closure.

4. Ensures proper MSA Programme cash management focusing on achievement of the following results:

Timely review of cash position for the SRs and other Implementing partners to ensure sufficient funds for their implementation and appropriate disbursements;

Timely review commitment control in Atlas namely budget spending (PAR) and cash control (AX1) in Atlas to monitor budget utilization l; identification and recording of contributions;

Timely preparation of periodical cash flow forecast and delivery report for use by the programme management team.

5. Ensures facilitation of knowledge building and knowledge sharing among country programme and guidance to all SRs and concerned CO staff on financial matters focusing on achievement of the following results:

Capacity building of UNDP Country teams and SRs on overall financial management;

Conduction of training for UNDP Country teams and SRs;

Synthesis of lessons learned and best practices in Finance;

Sound contributions to knowledge networks and communities of practice.

Competencies

Functional Competencies:

Building Partnerships

Level 1.2:  Maintaining a network of contacts

Maintains an established network of contacts for general information sharing and to remain up-to-date on partnership related issues

Level 1.2: Basic research and analysis

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

Level 1.2: Fundamental knowledge of own discipline

Understands and applies fundamental concepts and principles of a professional discipline or technical specialty relating to the position

Ability to formulate and manage budgets; manage contributions and investments; manage transactions; and conduct financial analysis, reporting and cost-recovery.

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

Promoting Organizational Change and Development

Level 1.2: Basic research and analysis

Researches and documents ‘best practices’ in organizational change and development within and outside the UN system

Design and Implementation of Management Systems

Level 1.2: Research and analysis and making recommendations on management systems

Make recommendations relative to work-processing approaches and procedures which would lead to more efficient systems design

Client Orientation

Level 1.2: Establishing effective client relationships

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

Promoting Accountability and Results-Based Management

Level 1.2: Basic monitoring

Gathers, analyzes and disseminates information on best practice in accountability and results-based management systems

Core Competencies:

Demonstrate corporate knowledge and sound judgment

Self-development, initiative-taking

Acting as a team player and facilitating team work

Facilitating and encouraging open communication in the team, communicating effectively

Creating synergies through self-control

Managing conflict

Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member.

Informed and transparent decision making

Qualifications:

Education:

Thai national with Bachelor’s or Master’s degree in Finance/Accounting or related fields.

Experience:

At least 5 years for Bachelor’s or 3 years for Master’s holders, of progressively responsible financial management experience at the national or international level;

Experience in a supervisory role;

Experience in auditing public or private sector organizations is a strong asset;

Full proficiency in MS Excel;

Experience in handling of web-based management systems is an asset;

Experience with the UNDP and/or UN agencies is desirable;

Knowledge of UNDP corporate system Atlas is an asset.

Language Requirements:

Fluency in English with good verbal and written skills.

Remuneration:

Starting THB 952,140 per annum.

Interested candidates should submit applications online with UN Personal History Form (P11) by 10 May 2016 at:

https://undpcareers.partneragencies.org/erecruitjobs.html?JobOpeningId=3502

This position is open for Thai nationals only.

Only short listed candidates will be notified.