Finance Specialist (Roster) at UNOPS

Established in 2009, UNOPS Ethiopia Office has been providing services to various partners, including the government of Ethiopia, UN agencies such as WHO, UNHCR and WFP, and other international organizations. Since 2014, the UNOPS Ethiopia Multi-country Office (EMCO) runs and coordinates the UNOPS activities in Ethiopia, as well as Sudan and Djibouti. The UNOPS EMCO team is composed of approximately 100 national and international women and men, and offers a broad range of services such as infrastructure, procurement, project management, financial and human resources management.  

Under the overall guidance and supervision of the Head of Support Services, the Finance Specialist analyzes and interprets the financial rules and regulations and provides solutions to a wide spectrum of complex financial issues. S/he ensures effective and transparent utilization of financial resources and integrity of financial services. The Finance Specialist promotes a client-oriented approach consistent with UNOPS rules and regulations.

The Finance Specialist works in close collaboration with the  Programme, Operations, and project teams in the Regional Office or Operations/Project Centre/Hub, UNOPS HQ staff, and Government officials ensuring the successful delivery of financial services.

The Finance Specialist oversees and directs all finance issues and tasks of the Multi-Country Office, and supervises all finance personnel engaged by the Multi-Country Office.

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

• Full compliance with the provisions of the UNOPS Financial Rules and Regulations, the Finance Manual and Finance and Budget Technical Instructions in all financial transactions, recording, reporting, etc.
• Elaboration of the content of internal Standard Operating Procedures in Finance in the OH, under the supervision of the Head of Support Services
• Continuous analysis and monitoring of the financial situation in the OH, and provision of regular management reports for control purposes
• Analysis and elaboration of proposals on cost-saving and reduction strategies (including introduction and development of e-banking).

2. Ensures timely budget preparation and effective monitoring and control, focusing on achievement of the following results:

• Support Head of Support Services (HoSS) with the elaboration of proposals for the planning of financial resources of the OH, preparation of reports containing an analysis of the financial situation.
• Coordination of the preparation of the field operating budget; review of budget submissions, regular analysis and reporting on the budget approvals and the delivery situation; monitoring of expenditures against budget allotments and reporting on variances
• In coordination with the HoSS and Head of Programme, ensure compliance with UNOPS financial rules and regulations, financial policies and procedures and that project budgets and revisions are prepared in accordance with established procedures and budgetary guidelines of the funding agency; project budget re-phasing processed accurately and punctually
• Identification of administrative budgetary requirements; guidance on guidelines for budget preparation, the format to be used in reflecting budget proposals and the procedures for submission to facilitate consolidation at the global level.
• Review of budget proposals for reasonableness, consistency with the organizational goals and priorities.
• Monitoring and advice to the HoSS and OH Director on the financial status of projects and programmes (including pending and approved budgets; contributions confirmed but not yet available for expenditure; contributions available for expenditure and contributions already expended).
• Monitoring of expenditure levels against allotments. Review and processing of a request for budget revision as required.
• Status of budgetary allocations monitored on an ongoing basis; networking with clients to strengthen budget management and take corrective actions when required.
• Maintenance of the UNOPS Project Budget formulation system ensuring timely input and processing of data. With the cooperation of the Information Technology group, ensuring the relevance of the system at all times by updating and proposing a change to facilitate financial management of the project and enhance financial reporting.
• Discussion of concerns with the HoSS when required so that timely corrective actions can be taken.

3. Ensures proper Operations cash management and treasury functions, focusing on achievement of the following results:

• Timely review of cash position for local accounts to ensure sufficient funds on hand for disbursements. Timely identification and recording of receipts for income application.
• Daily review of zero-balance account bank statements in OneUNOPS ERP system to monitor IMPREST account (if available); identification and recording of contributions.
• Efficient local banking and/or treasury arrangements and compliance with local financial and banking regulations.
• Initiation of bank transfers and deals, selecting bank transfers and deals for approval and settlement.
• Timely preparation of monthly cash flow forecast for use by the supervisor.
• Acts as a cashier for on-site transactions.
• Building project capacity to effect payments using OneUNOPS or IMPREST accounts.
• Monitoring of the delivery and income of the portfolio; planning and adjustment of expenditures for the administrative budget.
• Analysis of trends and forecasting of income from projects and other sources.

4. Ensure proper control of Operations accounts and payments, 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 OneUNOPS; payrolls are duly prepared; monthly payment orders (MPOs), travel claims and other entitlements are duly processed.
• Control of accounts closure.
• 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.
• Control of the Accounts Receivables for UNOPS projects and follow up with partners on contributions, maintenance of General Ledger.
• Ensuring proper maintenance of the field financial accounts; preparation of financial records, statements and reports as required or approval of the work of subordinates; coordination of field replies to internal and external audit queries;
• Proper receipt, management, safeguarding and disbursement of payments handled by the field; review, modification, initiation and implementation of internal control procedures in coordination with Headquarters;
• Proper control of the supporting documents for payments; preparation of all types of vouchers; Pay Cycle and payments execution.

5. Ensures knowledge building and knowledge sharing, focusing on achievement of the following results:

• Supervise finance personnel engaged by OH across countries, ensuring that the relevant systems, procedures, policies and working methods are established and followed. Provide capacity development to all finance personnel of the OH, as required.
• Organization and conduct of training for the operations staff on Finance.
• Synthesis of lessons learned and best practices in Finance.
• Sound contributions to knowledge networks and communities of practice.

Impact of Results

The key results have an impact on the overall efficiency of the Operations in financial resources management and success in the introduction and implementation of operational strategies. Accurate, thoroughly researched and documented financial information, timely and appropriate delivery of services ensure client satisfaction and enhance UNOPS credibility in use of financial resources.

Education:         

• Master’s Degree or equivalent in Finance, Business Administration, Public Administration, Economics or related field is required.
• A first-level university degree in combination with qualifying experience may be accepted in lieu of the advanced university degree

Experience:       

• At least 5 years of relevant experience for Masters Degree and 7 years experience for Bachelors Degree at the national or international level in providing financial management services and/or managing staff and operational systems.
• Experience in the usage of computers and office software packages (MS Office 2003 and/or newer versions) and advance knowledge of spreadsheet and database packages, as well as ERP systems, is required.

• Fluency in written and oral English and the language of the duty station required. 
• Knowledge is of the second UN working language desirable.

Knowledge Management and Learning

• Promotes a knowledge sharing and learning culture in the office
• Actively works towards continuing personal learning and development in one or more Practice Areas, acts on learning plan and applies newly acquired skills

Development and Operational Effectiveness

• Ability to provide analytical inputs to strategic planning, results-based management and reporting
• Ability to make the analysis of requirements and parameters provided in support of financial processes in the Regional Office or Operations/Project Centre/Hub
• Ability to formulate and manage budgets, contributions and investments, and transactions; conduct financial analysis, reporting and cost recovery
• Good knowledge of accounting
• Ability to implement new systems and affect staff behavioral/attitudinal change

Management and Leadership

• Focuses on impact and result for the client and responds positively to feedback
• Consistently approaches work with energy and a positive, constructive attitude
• Keen sense of ethics and integrity in dealing with clients and service providers and demonstrated ability to develop and maintain effective work relationships with counterparts and clients
• Remains calm, in control and good humored even under pressure
• Demonstrates openness to change and ability to manage complexities