The Programme Finance Analyst function is a project- based position and works in close collaboration with Operations, programme at Country office (CO), regional office and implementing partners in ensuring high performance and efficiency of the program.
Key Functions and Accountabilities
Coordinate the financial planning, analysis, and provision of services for the programme unit at Kenya Country Office in accordance with UN Women internal control framework, rules, regulations, policies and procedures:
Recommend and/or implement cost saving and reduction strategies.
Review and/or verify financial transactions/activities, recording/reporting system and audit reports. Co-ordinate with Finance colleagues at CO/RO/HQ on suggestions for amendments and solutions.
Review financial business processes and use of Quantum system to ensure accurate and complete reporting of financial transactions by UN Women staff in accordance with the Internal Control Framework and Delegation of Authority and the timely flow of financial information in UN Women for management, monitoring and oversight purposes.
Analyze and oversee all financial resources managed by the programme unit at CO and provide high-quality professional advice on financial issues to the programme unit at CO in consultation with RO/HQ, as necessary.
Coordinate cash management processes, including liquidity management, recommend impress level, risk assessment, security for cash assets on site.
Assist with financial risk assessment reviews for the programme unit at Country office, by identifying areas of risk and providing recommendations and action plans for addressing issues raised.
Provide financial management support for the implementation of the New ERP system by the WEE programme unit and KCO office
Support with the General Ledger (GL) reconciliations.
Liaise closely with RO and HQ to provide & implement solutions for the unit on the new ERP system
Act as a functional Helpdesk for the programme unit and the country office.
Coordinate the monitoring and oversight of financial systems in accordance with UN Women rules, regulations, policies and procedures
Monitor financial systems and reports for unusual activities, transactions, investigate anomalies.
Coordinate the country’s timely completion of their Month-end Instructions Checklist and Year-end Instructions Closure Checklist.
Ensure ERP data quality for all financial reports in accordance with International Public Sector Accounting Standards (IPSAS) and ensure continued compliance. Monitor the country office for compliance with IPSAS accounting standards by reviewing business processes and systems modules resulting in IPSAS compliant general ledger and financial statements.
Review Implementing Partner advance procedures and test against UN Women policies to ensure compliance. Investigate and follow up on any anomalies for timely action and resolution, as necessary.
Review all contractual arrangements with suppliers of goods and services to ensure that the financial terms and conditions of all contracts are being adhered to by the suppliers of goods and services.
Report to Operations Manager and Deputy Director for Financial Management any case of non-adherence for timely action and recommendations for actions/decisions, as necessary.
Respond to questions and provide analysis as requested to the Finance Section RO/HQ.
Coordinate financial reporting in the programme unit in the CO in accordance with UN Women rules, regulations, policies and procedures
Ensure quality ERP data for timely and accurate automated interim financial reports to governments and donors as required under the donor agreements and other cost-sharing arrangements.
Track and report contributions within the resource mobilization efforts, including pipeline, contracted and overdue and future milestones. Review contributions receivables and provide information to Operations Manager for follow up, as necessary.
Support with information to write ad hoc financial Donor and other reports as requested.
Follow up and/or take prompt action to respond to audit and other findings on financial management.
Coordinate the audit process in accordance with UN Women rules, regulations, policies and procedures
Coordinate the pre-audit preparations for financial management of the programme unit and country office to be audit ready and complete the pre-audit checklist. Travel to the programme partner organizations in the CO as necessary to assist during CO audits.
Contribute technically to the training in the CO as part of the training plan or requirement of pre-audit preparations or as otherwise determined by Operations Manager
Support with draft responses to internal and external audit inquiries and other findings related to financial management for review/approval by Operations Manager for Financial Management and incorporate recommendations in development in policies, procedures and practices as necessary.
Plan and track expenditures and performance audit of financial resources, including extra-budgetary income.
Coordinate programme/ project budgets in accordance with UN Women rules, regulations, policies and procedures
Coordinate all financial resources of programmes/ projects through planning, guiding, monitoring and controlling of the resources.
Prepare and monitor budgets of management projects.
Analyze and report on the budget approvals and the delivery situation of management projects.
Contribute to the proper mechanisms to eliminate deficiencies in budget management.
Submit financial information for timely preparation of donor reports.
Prepare advance payments and direct payments for programme implementation and record them in Quantum.
Coordinate financial training and communication for the programme unit and Country Office.
Monitor the effectiveness of the services of the finance team on a regular basis to ensure close relationship between programme and Finance services in country office and take corrective measures as needed.
Coordinate development projects to ensure effective finance and communication tools are in place and regularly monitored for improvements.
Perform the Finance Helpdesk function for the programme unit and country office to ensure accurate and timely response to issues and advice requested in conjunction with RO/ HQ Finance Field Support Unit.
Support in the implementation of the approved Training (specifically Quantum and IPSAS) in conjunction with CO/RO/ HQ Finance Unit on a recurrent basis to ensure competency across all Finance Users at country office.
Provide oversight for Finance staff of the RO/MCO/CO and monitor progress and provide guidance and direction to the staff as necessary to ensure goals and objectives are achieved if required.
Participate in knowledge management and capacity building
Identify, participate in the development and/or recommend enhancement/updates/improvement in Quantum financial modules for better business practices and controls in the CO & the organization.;
Capture, synthesize and/or codify lessons learned and best practices in the CO support and financial management and services. Share with Finance colleagues at CO/RO/HQ to share knowledge and build capacity.
Contribute to the design of learning tools, best practices and innovations in financial business operational practices and management, promote transparency, ease of communications, hosting of financial documents, and all policies and procedures between all UN Women users of the CO/MCO/RO data.
Financial tasks, approving and certifying function
Oversee that vouchers processed are matched and completed, transactions are correctly recorded and posted in Quantum; payrolls are duly prepared; travel claims, and other entitlements are duly processed.
Implement timely corrective actions on unposted vouchers, including the vouchers with budget check errors, matching exceptions, unapproved vouchers.
Provide timely response to RO/HQ requests to resolve financial data issues.
Perform delegated approval function in Quantum on a timely basis.
Review and provide financial clearance of all donor agreements as delegated for compliance with standard agreements on a timely basis.
The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.
Competencies:
Core Values:
Integrity;
Professionalism;
Respect for Diversity.
Core Competencies:
Awareness and Sensitivity Regarding Gender Issues;
Accountability;
Creative Problem Solving;
Effective Communication;
Inclusive Collaboration;
Stakeholder Engagement;
Leading by Example.
Functional Competencies:
Good knowledge and expertise in financial planning and management.
Good knowledge of complex financial rules and regulations, preferably UN/UN Women Financial Rules and regulations.
Good conceptual/strategic skills and success in implementing financial re-engineering, management systems development, policy design, innovation and knowledge product development is an asset.
Good knowledge and experience in the application of complex financial systems and modules (such as Quantum);
Good knowledge of spreadsheet and database packages.
Ability to provide advice and support.
Demonstrated knowledge of IPSAS/IFRS.
Good analytical skills.
Recruitment Qualifications
Education and Certification:
Advanced (Masters) University Degree in Finance/Accounting, or a Professional accounting qualification from an internationally recognized institute of accountancy (Chartered Accountant or Certified Public Accountant, ACCA or equivalent).
A first-level university degree in combination with two additional years of qualifying experience may be accepted in lieu of the advanced university degree.
Successful completion of UN Women’s Accounting technical test, as part of the selection process.
Experience
At least 5 years’ experience in an accounting-specific role with in a large international organization preferably in the UN system is required.
Demonstrated financial experience using an ERP financial system is required.
Demonstrated experience in providing financial and budget support to programmes/projects; Demonstrated experience at developing detailed management & financial reports for senior management is required.
Demonstrated financial experience of working in country office on multi-donor funded programmes is required.
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 is required.
Experience in the use of a modern web-based ERP System, preferably Quantum, Oracle Cloud, is desirable
Apply via :
estm.fa.em2.oraclecloud.com