Overview
The Finance Analyst is responsible for ensuring the highest efficiency in financial resources management and the provision of accurate, thoroughly researched and documented financial information, effective delivery of financial services, and transparent utilization of financial resources.
Key Responsibilities
- Ensure FSM office’s financial activities, financial recording/reporting system and audit follow up are in full compliance with UNDP Programme and Operations Policies and Procedures (POPP) and strategies.
- Provide support in closure of audit gaps, implement effective internal controls, and ensure proper design and functioning of the financial resources management system with attention to risk management.
- Ensure financial analysis and oversight of all resources managed by the FSM Office and provide high quality professional advice to FSM management.
- Continuously analyze and monitor the FSM Office financial situation and potential risks, and provide forecasts for allocated development and management projects, transactions, and activities.
- Support office management to articulate the framework and conditions of contributions within the FSM Office resource mobilization efforts.
- Elaborate and implement cost saving and reduction strategies (including introduction and development of e-banking).
- Routinely monitor financial exception reports for unusual activities, transactions, and investigate anomalies or unusual transactions.
- Perform data analysis and presentation of information/reports using corporate dashboard, Executive snapshots and other tools and resources.
- Ensure efficient billing to the agencies and UNDP projects for all operations related services; report on expenditures and follow up for UNDP remittances and proper recording of receipts in Quantum and ensure integrity of data.
- Coordinate preparation of budget, audit and other reports and support to audit exercises.
- Timely corrective actions on erroneous data in Quantum (in coordination with finance team in Suva).
- Preparation of financial reports as required.
- Manage all financial resources through planning, guiding, monitoring and controlling of resources in accordance with UNDP POPP guidelines.
- Establish development projects’ budget preparation/modification monitoring system; and monitor and report on control of budgetary status versus authorized spending limits (ASL) and budget delivery levels.
- Coordinate the preparation of required budget revisions (ensuring multiyear budget revision) within the unit at required period, timely securing of authorized spending limits (ASLs); and detailed record keeping of funds released for projects as well as monthly ASL reporting for non-core/ GEF projects.
- Elaborate proper mechanisms to eliminate deficiencies in budget management.
- Collect information on internal and external clients’ satisfaction and needs in order to develop improvements to services.
- Organize cost-recovery and DES mechanisms for services provided by UNDP ensuring the preparation of pro-forma invoices for UN agencies and monitor through the ERP tracking system.
- Ensure cost-sharing financing contributions are properly transferred to UNDP on a timely basis.
- Review and process advance and direct payments for projects to GSSC on a timely basis; and ensure payment information is properly recorded into the ERP system on a timely basis.
- Prepare and submit financial reports for senior management of FSM and for donors reporting of FSM projects on a timely and quality basis.
- Provide support in identifying training needs of UNDP staff of FSM office for the purpose of capacity development in finance compliance.
- Organize training for the operations/ projects staff of FSM office on finance areas, and assist in providing regular training and technical guidance/advice on audit and compliance matters, including implementation of Internal Control Framework (ICF).
- Synthesize lessons learned and best practices in Finance.
- Provide sound contributions to knowledge networks and communities of practice.
- Ensure proper planning, expenditure tracking and audit of financial resources, including extra budgetary income in accordance with UNDP POPP guidelines.
- Elaborate internal expenditures’ control system for all transactions, including invoices and General Ledger.
- Ensure invoices processed are matched and completed, transactions are correctly recorded and posted in ERP; and travel claims and other entitlements are duly processed in IPSAS compliance.
- Ensure all financial transactions are identified, recorded, and verified in compliance with IPSAS as outlined in the corporate policies and procedures.
- Ensure timely corrective actions on unposted invoices, including invoices with validation errors, match exceptions, and/or unapproved invoices.
- Provide timely response to HQ requests to resolve financial data issues.
- Ensure control of the Accounts Receivables for UNDP projects and accounts closure of the FSM Office.
- Maintain the General Ledger.
- Periodically monitor dashboards and exceptions; and identify remedial actions.
- Regularly review key indicators of integrated financial dashboard and take prompt preventive measures to avoid defaults during monthly dashboard runs.
- Lead/Facilitate events and conference management of the UNDP North Pacific including organizing support for trainings to be held in Fiji.
- Substantive support with protocol matters, registration of staff, coordination with local authorities on administrative matters for North Pacific events held in Fiji.
- Support other general administrative functions as required.
Required Experience
- Applicants with a Bachelor’s degree (or equivalent) are required to have a minimum of two (2) years of relevant experience in providing financial management advisory services, and/or managing staff and operational systems.
- Experience in the use of computers and office software packages (MS Word, Excel, etc.) and advanced knowledge of web-based management systems such as ERP financials and database packages.
- Experience of IPSAS and/or IFRS is required for external candidates.
- Knowledge and experience of financial management of national / international organizations
- Strong interpersonal and communication skills
- Excellent organizational and multitasking abilities
- Familiarity and prior experience with UNDP requirements procedures is considered as an asset
- Experience in preparation of financial reports and budget variance analysis
Qualifications
- A professional accounting qualification from an internationally accredited institute of accountancy, and/or Advanced (Master’s) University Degree in Finance and/or Accounting is required.
- Or a first-level university degree (bachelor’s degree) in Finance and/or Accounting, in combination with an additional two years of qualifying experience will be given due consideration in lieu of the advanced university degree.
- Candidates with professional accounting qualifications from an internationally accredited institute of accountancy will have a distinct advantage.
- Candidates with no professional accountancy qualifications, but with degrees that major in accountancy and/or finance must complete the Finance Training and Certification Programme (FTCP), if recruited.
- Candidates satisfying the two above criteria are exempted from undertaking the UNDP Advanced Accountancy and Finance Test (AAFT).
- Candidates with MBA or master's in finance with no accountancy qualification but with relevant experience must successfully undertake the UNDP Advanced Accountancy and Finance Test (AAFT) to be eligible for shortlisting.
