Programme Finance Associate 290 views

Programme Finance Associate

  • Added Date: Wednesday, 20 November 2019
  • Deadline Date: Tuesday, 03 December 2019
  • Organization: UNDP – United Nations Development Programme
  • Country: Sri Lanka
  • City: Colombo
  • Contract Type: Service Contract (SC)
  • Post Level: SB3
  • UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security.

    Under the overall supervision of the Programme Analyst, Programme Finance Associate is responsible for the execution of a wide range of financial services and administrative processes in the Sri Lanka Programme Presence, ensuring timeliness, efficiency and transparent use of financial resources and delivery of services in accordance with organizational financial rules, regulations, policies, procedures and approved allocations. S/he promotes a client-oriented approach consistent with UN Women rules and regulations, standard practices and guidelines.

    The Programme Finance Associate works in close collaboration with the Operations Team in the Regional Office as well as with the Operations and Programme teams in UN Women HQ for solving complex finance-related issues and information delivery.

    Implement financial strategies, and adapt processes and procedures in full compliance of UN Women rules, regulations, policies, and recording and reporting systems

    • Perform duties in full compliance with UN Women financial regulations and rules, policies and standard operating procedures, including internal controls;
    • Keep abreast of and ensure full compliance with amendments to International Public Sector Accounting Standards (IPSAS);
    • Review and verify financial transactions, activities, and documentation; taking corrective actions as needed and reporting any unusual activities;
    • Monitor financial exceptions reports for unusual activities or transaction, investigate anomalies and report to the supervisor conclusions and/or present recommendations for actions/decisions;
    • Collect, verify and present information and data for use in the planning of financial resources and the formulation of the Programme Presence (PP) programme work plans, budgets, proposals on implementation arrangements and execution modalities;
    • Provide assistance in Annual Work Plan entry in Results Management System (RMS) as required.
    • Provide advice and recommend solutions to a wide range of financial issues;Monitor the proper functioning of the financial resources management system for office and programmatic budgets and resources;
    • Implement and monitor cost saving and reduction strategies;
    • Review with Budget owners and Project Managers, in line with Month-end Closure Checklist, the Project Delivery Status Reports and investigate any overspend;
    • Participate as a member of the Programme Presence team in the internal and external audits of the PP.
    • Follow-up on audit recommendations to monitor implementation of corrective actions;

    Prepare and administer the PP budgets in full compliance of UN Women rules, regulations, policies, and recording and reporting systems

    • Formulate the budget, control allotments, monitor expenditures, and prepare revisions according to the needs of the CO;
    • Track the appropriate and timely use of financial resources;  
    • Prepare cost recovery documents or bills for the services provided by UN Women to other programmes or organizations;
    • Create projects in Atlas, prepare budget revisions, revise project awards and status; and determine unutilized funds
    • Ensure the maintenance of the control mechanism for development projects through monitoring budgets preparation and modifications and budgetary status;
    • Maintain internal expenditure control system;
    • Undertake corrective actions on un-posted vouchers, including vouchers with budget check errors, match exceptions and unapproved vouchers. Frequently review and investigate payment vouchers which are in error; and respond to RO requests to resolve financial data issues;
    • Input data in Atlas and monitor status. Keep stakeholders and clients informed for timely action and/or decisions;
    • Manage petty cash fund;
    • Assist Project Managers with budget re-phrasal as required.

    Provide finance support to the Programme and Operations teams

    • Review accounts receivables for UN Women projects and follow-up with project managers and finance section at regional office and/or headquarters on contributions, deposits creation in Atlas and their application to AR pending items;
    • Prepare General Ledger journal entries (GLJEs) from proper supporting documents authorized by the budget owners and project managers;
    • Review transactions in Atlas, ensure payroll, travel claims, MPOs, and other entitlements are processed;
    • Monitor the setup of budgets in ATLAS to ensure they are in accordance with budgets agreed with donors and are input into ATLAS at the detailed Activity ID level;
    • Monitor each month over-expenditure of budgets and follow up with Budget Owner;
    • Monitor regularly transactions posted to projects ensuring actual expenditure has been recorded against correct budget category and activity, take timely corrective actions as required;
    • Maintain proper follow up of advances to implementing partners, review their financial reports (FACE Form) together with project managers;
    • Monitor the financial status and under the guidance of the RO Finance Specialist implement control mechanisms for management/development projects;
    • Monitor and proper follow up of all the financial items in Month-end and Year-end closure instructions status and under the guidance of the Operations Manager, take correction actions as required;
    • Keep stakeholders and clients informed for timely actions/decisions and review status reports for quality control;
    • Provide information inputs to financial reports for Regional Office, HQ Finance and stakeholders;
    • Provide inputs and take necessary actions to facilitate timely financial project closure;
    • Support financial donor reporting by providing timely information and taking necessary actions as required by UN Women Virtual Global Service Centre for financial donor reporting.
    • Assist with preparation for Audit of Projects and Partners by third party audit firm.  Follow-up and/or take action on audit recommendations to ensure implementation of corrective actions. Assist in reviewing the audit reports on NGO executed projects.
    • Review CSA budget and expenditure reports.

    Provide administrative support to Resource Mobilization

    • Compile and process information from donors, CO, and programme team, as inputs to various databases and documents.
    • Prepare drafts for cost sharing agreements including conditions of contributions within resource mobilization efforts, adhering to standard agreements where possible. Follow up on contributions within the CO resource mobilization efforts.

    Liaise with high level officials on administrative issues.

    Oversee and assist administrative and financial arrangements for organization for meetings, workshops, events, and missions.Collect and process information and documentation for Daily Subsistence Allowance (DSA).

    Facilitate knowledge building and knowledge sharing

    • Conduct training and/or helping organize training events and activities;
    • Collect and compile lessons learned and best practices in financial management and services. Disseminate to clients and stakeholders as appropriate to build capacity and knowledge;
    • Contribute to financial business operational practices and management innovations.
    • Supervise and guide staff and personnel under responsibility, as applicable, provide technical guidance and monitor performance to ensure delivery of results according to plans and standards of accountability and performance;
    • Undertake all trainings in relation to financial management provided, including webinars from headquarters. 

    Key Performance Indicators

    • Timely, complete and accurate financial transactions/activities/documentation
    • Timely and accurate advice on UN Women financial rules and regulations
    • Timely and regular monitoring of financial resources management system and timely expenditure of financial resources
    • Timely and accurate support to budget formulation and controlling allotments
    • Timely and accurate monitoring of internal expenditures control systems
    • Timely and quality financial support to programmes and programme team

    Core Values:

    • Respect for Diversity
    • Integrity
    • Professionalism

    Core Competencies:

    • Awareness and Sensitivity Regarding Gender Issues
    • Accountability
    • Creative Problem Solving
    • Effective Communication
    • Inclusive Collaboration
    • Stakeholder Engagement
    • Leading by Example

    Functional Competencies

    • Excellent knowledge of financial rules and regulations and accounting principles;
    • Excellent knowledge and application skills of IT tools and understanding of management systems;
    • Excellent knowledge of spreadsheet and database packages;
    • Ability to provide input to business processes re-engineering, implementation of new systems;
    • Ability to administer and execute financial and accounting processes and transactions.

    Functional Competencies

    • Excellent knowledge of financial rules and regulations and accounting principles;
    • Excellent knowledge and application skills of IT tools and understanding of management systems;
    • Excellent knowledge of spreadsheet and database packages;
    • Ability to provide input to business processes re-engineering, implementation of new systems;
    • Ability to administer and execute financial and accounting processes and transactions.

    Education and certification:   

    • Completion of secondary education is required.
    • Specialized national or international certification in accounting and finance is an asset
    • Bachelor’s degree in Finance or Accounting is an asset
    • Successful completion of UN Women Accounting and Finance Test is required.


    • At least 7 years of progressively responsible experience in finance;
    • Experience in the usage of computers and office software packages (MS Word, Excel, etc) and spreadsheet and database packages, experience in handling of web based management systems.
    • Experience in the use of PeopleSoft ATLAS is an asset.

    Language Requirements:     

    • Fluency in English and Sinhale/Tamilis required
    • Knowledge of the other UN official working language is an asset.

    UNWOMEN is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.

    Contract Duration: 1 year with possibilty of extension

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