Finance Assistant

Background

The United Nations Development Programme (UNDP) is the UN’s global development network, advocating for change and connecting countries to knowledge, experience and resources to help people build a better life. It is on the ground in 170 countries and territories, working with governments and people on their own solutions to global and national development challenges to help empower lives and build resilient nations. UNDP’s partnership with the Global Fund, in line with UNDP’s HIV and Health Strategy 2022-2025: Connecting the Dots, makes a vital contribution to UNDP’s Strategic Plan 2022-2025, the 2030 Agenda for Sustainable Development, the SDGs and the pledge to leave no one behind.  

In Angola, UNDP is the Principal Recipient (PR) implementing the “Supporting the National Response to HIV/AIDS, Tuberculosis and Malaria in Angola Project” aimed at addressing these pressing health challenges in line with national health system's priorities. The project, which is under GC7, runs from 1 July 2024 to 30 June 2027 with a total budget of US$ 126 million. Used in the previous Grant Cycle, GC7 represents a continuation of the sub-national approach, focusing project interventions in three provinces (Benguela, Cuanza Sul and Bie).  

For effective implementation of the Global Fund resources, UNDP Angola has established a separate Program Management Unit (PMU) within the Country Office that is responsible for the day-to-day overall programme management Global Fund Grant.  Under the overall guidance of the Resident Representative and Deputy Resident Representatives, the PMU is responsible for a range of functions including coordination with country stakeholders, financial management and reporting, compliance with Global Fund and UNDP policies, rules and procedures, risk management, procurement of health products, other goods and services, and  strengthening the national pharmaceutical and laboratory supply chain systems. The Global Fund grant is implemented in accordance with UNDP rules, policies and procedures, the grant confirmation, corporate agreements with the Global Fund and in close coordination with the national partners, CSOs, communities, donors, technical partners and UN entities and the Global Fund (Local Fund Agent, (LFA)) and Country Coordinating Mechanism (CCM).

Under the overall guidance and direct supervision of the Senior Finance Specialist, the Finance Assistant is responsible for effective delivery of financial services, transparent utilization of financial resources and management of projects finances for the Global Fund Grant. This will be done in accordance with UNDP rules, policies and procedures.The Finance Assistant will promote a collaborative, client-oriented approach, ensuring close collaboration, programme in the Country Office and other UNDP units for resolving complex finance-related issues and information delivery.
 

Duties and Responsibilities

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

•    Full compliance with 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. 
•    Full compliance with Global Fund’s rules, regulations and policies for financial management and reporting.
•    Conducts finance spot checks visits to Sub-Recipients (SRs) and reviews internal controls, financial records and reports for accuracy and compliance and prepares verification reports detailing the findings and recommendations. 
•    Assists in facilitation of SR financial audits and support the finance team in ensuring implementation of audit recommendations as SR level.
•    Provides support in responding to inquiries on financial-related matters from the SRs, the Global Fund, and the Local Fund Agent.

2.    Ensures efficient and accurate payments and disbursements focusing on achievement of the following results:

•    Prepares invoices, conducts internal follow-up on payments / disbursements processes to ensure timely payments to the suppliers and disbursements to SRs.
•    Effects payments using Quantum ensuring accuracy of computation and completeness of supporting documentation.
•    Responsible for maintenance of both physical and electronic fining of all financial records and documents as per UNDP financial and accounting rules, regulations and policies.
•    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 Quantum; 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; and 
•    Take 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.

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

•    Prepares and monitor projects’ budgets in Quantum and ensures that the budget in the PBI GF Delivery Report is in line with the approved Global Fund detailed budget.
•    Monitors budgets and reports on budget utilization.
•    Analyses and provides reasons for budget variances between the actual and budgeted expenditures. 
•    Timely reviews budget to monitor budget availability in PPM module and cash available in Budgetary Control in Quantum. 
•    Monitors and ensures that contributions from the Global Fund are transferred to UNDP and applied in Quantum on a timely basis. 
•    Prepares budget revisions, as required, and maintains updated the projects information in Quantum.

4.    Supports capacity building and knowledge sharing knowledge sharing on financial matters focusing on achievement of the following results:

•    Participates in the design of Finance training workshops and training tools for SRs and SSRs.
•    Contributes to the facilitation and documentation of Finance training workshops for SRs and SSRs. 
•    Contributes to relevant knowledge networks and communities of practice within UNDP.
•    Any other duties within the scope of the position.

Competencies

Core

Achieve Results: 

LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline.

Think Innovatively:    

LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements.

Learn Continuously:    

LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback.

Adapt with Agility: 

LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible.

Act with Determination:   

LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident.

Engage and Partner:    

LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships.

Enable Diversity and Inclusion:    

LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination.
 

Cross-Functional & Technical Competencies

Accounting (General)    

Knowledge of accounting concepts, principles, frameworks, standards, regulations, policies and trends, and ability to apply this to strategic and/or practical situations in Sub Receipts (SR)management.

Financial planning and budgeting 

Ability to support in creating and managing the processes to achieve UNDP's long and short-term financial goals, including through planning, budgeting, forecasting, analysing and reporting especial focus on the SR planning and budgeting.

Financial reporting and analysis    

Ability to understand changes in regulatory, legal and ethical frameworks and standards for financial reporting in the public sector. Ability to extract, evaluate financial data, derive relevant findings and present them in a meaningful and coherent manner to facilitate effective decision making and performance monitoring of the SRs for the Global Fund.

Finance Business partnering

Able to support business units and add value by innovating and providing solutions to financial issues/queries, including through FAQs, financial tools, advisory with the special attention to the SR implementation and non-finance colleagues for whom the service is being provided.

Budget management    

Ability to support budgetary aspects of work planning process, drawing and management of team budgets.

Knowledge Facilitation 

Ability for knowledge sharing to the project finance and programme colleagues including the subgrantees.

Client Orientation    

Ability to respond timely and appropriately with a sense of urgency, assist in providing consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers' needs.
 

Required Skills and Experience

Education:

•    Secondary Education with specialized certification in Accounting and Finance.

•    A University Degree in Finance/Accounting, Business or Public Administration would be desirable, but it is not a requirement. Those with a professional accounting qualification certificate from an internationally recognized institute of accountancy will have a distinct advantage and those without will require the UNDP Accounting and Finance Test.
 

Experience:

•    Minimum 5 years (with secondary education) or 2 years (with bachelor’s degree) of progressively responsible Finance and Accounting experience at the national or international level is required.

•    Experience in the use of computers and office software packages (MS Word, Excel, etc) and advanced knowledge of spreadsheets and web-based management systems such as ERP financials and database packages.

•    Experience working in/with international donor-funded projects with finance duties
•    Experience with ERP financials, preferably PeopleSoft
•    Experience of IPSAS and/or IFRS is an asset.
•    Strong knowledge of UN or UNDP financial rules, policies, and procedures, is an asset. 
•    Knowledge of Global Fund’s financial policies and procedures is an asset.
 

Required Language(s):

• Fluency in English with good verbal and written skills.

Equal opportunity

As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination. 

UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.

Sexual harassment, exploitation, and abuse of authority

UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles. 

Right to select multiple candidates

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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