II. Organizational Context
Under the overall guidance of the Deputy Country Director (Operations) and direct supervision of the Chief, Strategic Management Unit, the incumbent will be responsible for managing and coordinating audit functions and assurance activities for the country office. The incumbent will support execution of programme finance services and ensure effective and transparent resource utilization with integrity. The position promotes a client-oriented approach consistent with UNDP rules and regulations.
The Oversight & Assurance Analyst (OAA) works in close collaboration with the Programme and Operations teams, particularly with Budget and Finance Unit, in the Country Office (CO) and UNDP HQ and with project teams to resolve complex programme financial management related issues and information.
III. Functions / Key Results Expected
Summary of Key functions:
Act as the audit focal point by facilitating and coordinating all audit activities in the COUndertake implementation of all HACT related assurance activitiesCoordinate with Programme and Operations team to ensure CO’s project management is in compliance with UNDP Programme & Operations Policies & Procedures (POPP)Support implementation of approved programme resources framework and meeting donor requirements Facilitate CO in management of complaints received from both external and internal parties, while coordinating and assisting in the CO’s grievance redress mechanismFacilitation of knowledge building and knowledge sharing on audit and oversight related matters.
1. Ensures audit exercise for NIM/NGO and DIM projects including GEF/GFATM sub-recipients are duly carried out.
Preparation of audit plan by applying the criteria set by the Office of Audit andInvestigation (OAI).Audit exercise is undertaken timely by coordinating with the programme and project teams, HQ and national counterparts.Conduct technical evaluation of audit proposals received from audit service providers in response to procurement of audit services.Preparation of audit action plan to address the audit issues, follow-up on implementation status and periodic status reporting to programme units and senior managers, and updating information on OAI’s CARDS database.
2. Supports the implementation of Harmonized Approach to Cash Transfer (HACT) at the Ex-Com level.
Update the Joint Assurance Plan annually in coordination with the Ex-Com agenciesFacilitate micro assessment of new implementing partners as requiredEnsure spot-checks of Funding Authorization and Certificate of Expenditure (FACE) transactions are conducted timely in accordance with the Joint Assurance Plan.Coordinate preparation of follow up action plan with the programme units and report on implementation status by Implementing Partners to programme and project managementReview FACE reporting and conduct training to existing and new Implementing Partners regarding FACE reporting.
3. Ensures compliance with Programme and Operations Policies and Procedures (POPP) focusing on achievement of the following results:
Compliance with programming guidelines ensured during programme and project implementation with additional focus to resources and operational aspectsAdvise and provide guidance to programme staff/units in addressing various issues related to programme implementationFull compliance with UN/UNDP rules and regulations of financial processes, financial records and reports and audit follow up; implementation of the effective internal control framework.To be fully trained on Atlas to promote effective use and compliance with Atlas in programme financial management; roll out project finance MIS (eg PROMIS) at the project level.Review the draft Project Document, MoU, and partner agreements to ensure compliance with UNDP POPPProgramming guidelines (e.g. NEX, DEX & NGO guidelines) are updated and revised on a continuous basis to incorporate emerging operational issues and needsSupport rollout of NIM guidelines by conducting training to project staff in coordination with the government counterpartsMonitoring of financial and project management dashboards in Atlas.
4. Provide support to the implementation of approved programme resources framework and meeting donor requirements.
Monitoring and reporting of programme delivery to senior managementReview the advance requests and budget revisions to ensure the resources are allocated within the approved resources frameworkDrafting of cost sharing and trust fund agreements and obtaining of clearances from HQ if necessary.Monitoring of cost-sharing contributions, preparation of AR pending items, application of deposits against prepared pending items.Track and report on mobilized resources by performing the following tasks:
•Review signed cost-sharing contribution agreements and trust fund agreements. •Oversee entering of agreement information into Contracts Module, submission of supporting documentation, deliverables, payment and reporting plans, and maintenance of contributions/receivables documentationAdvise Programme and Project Staff on different donor reporting requirements; monitoring and quality assurance of financial reports to be submitted to donors.
5. Establishes and effectively manages a complaints and grievance redress mechanism at the Country Office level
Establish a grievance redress system at the CO that receives and tracks complaints received from staff, partners, beneficiaries and stakeholders, and provides regularly reports to CO management.If requested by senior management, undertakes preliminary assessment of complaints and grievances and prepares necessary documentation for further action.When requested, supports conduct of inquiries and investigations by Office of Audit and Investigations (OAI)Coordinates follow up on the recommendations, particularly background research and documentation to assist management decision making
6. Ensures facilitation of knowledge building and knowledge sharing, guidance to all stakeholders on financial matters focusing on the achievement of the following results:
Guidance to the executing agencies on routine implementation of projects, tracking use of financial resources.Advice to Project staff on UNDP administrative and NEX reporting, in particular, on budgetary issues.Organization of training for the operations/programme/projects staff on financial management and RBM.Synthesis of lessons learned and best practices in programme and project finance.Sound contributions to knowledge networks and communities of practice.
IV. Impact of Results
The key results have an impact on the overall CO efficiency in programme, smooth running of finances, success in implementation of programme strategies and compliance with UNDP policies and procedures. Accurate analysis and presentation of information enhances UNDP’s position as a strong, transparent and accountable development partner. The information provided facilitates decision making of the management.
V. Competencies and Critical Success Factors
Analyzes general information and selects materials in support of partnership building initiativesTracks and reports on mobilized resources
Promoting Organizational Learning And Knowledge Sharing
Researches best practices and poses new, more effective ways of doing thingsIdentifies and communicates opportunities to promote learning and knowledge sharing
Job Knowledge/Technical Expertise
Understands the main processes and methods of work regarding to the positionPossesses knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks (broad range of specialized knowledge related to financial resources management, including formulating budgets, maintaining Accounts Receivables and Accounts Payables, reporting).Identifies new and better approaches to work processes and incorporates same in own workStrives to keep job knowledge up-to-date through self-directed study and other means of learningDemonstrates good knowledge of information technology and applies it in work assignments
Promoting Organizational Change and Development
Documents ‘best practices’ in organizational change and development within and outside the UN systemDemonstrates ability to identify problems and proposes solutions
Design and Implementation of Management Systems
Uses information/databases/other management systemsMakes recommendations related to work procedures and implementation of management systems
Reports to internal and external clients in a timely and appropriate fashionOrganizes and prioritizes work schedule to meet client needs and deadlinesEstablishes, builds and sustains effective relationships within the work unit and with internal and external clientsResponds to client needs promptly
Promoting Accountability and Results-Based Management
Gathers and disseminates information on best practice in accountability and results-based management systemsMaintains databases
Demonstrate corporate knowledge and sound judgmentSelf-development, initiative-takingActing as a team player and facilitating team workFacilitating and encouraging open communication in the team, communicating effectively Creating synergies through self-controlManaging conflictLearning and sharing knowledge and encourage the learning of others.Informed and transparent decision making.
UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.
Recommended/Alternate candidates resulting from the selection process will also be kept on our Roster for future similar positions for the timeframe of one year.