OCHA is the part of the United Nations Secretariat responsible for bringing together humanitarian actors to ensure a coherent response to emergencies. OCHA also ensures there is a framework within which each actor can contribute to the overall response effort. OCHA’s mission is to:
Mobilize and coordinate effective and principled humanitarian action in partnership with national and international actors in order to alleviate human suffering in emergencies;
Advocate the rights of people in need;
Promote preparedness and prevention;
Facilitate sustainable solutions.
In December 1991, the General Assembly adopted Resolution 46/182 designed to strengthen the United Nation’s response to both complex emergencies and natural disasters. In addition, it aimed at improving the overall effectiveness of the UN’s humanitarian operations in the field.
OCHA is recruiting staff necessary to run the Humanitarian Financing Unit (HFU), which acts as the managing agent of the Country Based Pooled Fund in South Sudan.
The Finance Officer is expected to help strengthen the South Sudan Humanitarian Fund (SSHF) Accountability Framework as well as to support the HFU’s Management. Main duties will include financial review/spot-check, financial management, Administration, supporting the allocation processes and other functions as required.
Duties and Responsibilities
This position is located in the United Nations Office for the Coordination of Humanitarian Affairs (OCHA) in South Sudan, Juba office. Under the overall supervision of the Fund Manager/ Head of Humanitarian Financing Unit, the Finance Officer, reports to the Finance Manager. The Finance Manager will be expected to be able to perform the following, prioritized according to operational requirements:
Summary of key functions:
Provide oversight for the financial aspects of management of South Sudan Humanitarian Fund (SSHF) allocation processes;
Oversee the financial aspects of the SSHF Accountability Framework
Ensure proper SSHF cash management, analysis and stay abreast with the relevant policy developments.
Facilitation of knowledge building and knowledge sharing in OCHA South Sudan
1. Financial Review:
Perform a thorough review of the project proposal budgets as per fund operational guidelines and allocation strategy, and ensure cost effectiveness analysis of proposals by cross-checking of items commonly purchased under SSHF;
Support the Finance Manager and Program Staffs in the review of budget revisions, reprogramming or No-Cost Extension requests from implementing partners;
Ensure on time submission of interim and final financial reports by implementing partners, review and clear the reports in due time as per CBPF Operational guidelines;
Support the Finance Manager on audit process including facilitation of contracting external auditing companies, support the planning, advise on the review/clearance of audit reports and ensure follow-up of critical audit findings;
Review the partner’s due diligence application to ensure accuracy of their banking information and documentations;
In line with the CBPF accountability framework, conduct the capacity assessment of partners who passed the first step of the Eligibility process (Due Diligence) to gauge their capacity and assign them with an appropriate risk profile backed up by a comprehensive report based on review of partner’s systems, practices and documentations;
Review grant agreements and supporting documents to ensure accuracy, consistency, reasonableness, compliance with the UNFRR and the Country-based Pooled Funds (CBPF) Guidelines;
Initiate the process to ensure disbursements as required and follow-up on any reimbursements;
Conduct periodic financial spot-check visits to partner offices, prepare the spot-check report and ensure visit findings are thoroughly discussed with the partner and recommendations are understood and followed
2. Financial Management:
Support the Finance Manager in preparing of the cost plan for the Humanitarian Financing Unit and ensure all the needs of the Unit are considered and budgeted for;
Liaise with Administration Unit on tracking of expenses processed by Administration Unit and regularly produce and monitor the expenditure reports to inform further decision-making related to cost plan;
In close coordination with Finance Manager, prepare financial analysis of the fund allocations for donor reporting, SSHF annual report and the fund dashboards;
Conduct partner sensitization on SSHF procedures and guidelines for accessing grants, working with the Grant Management System (GMS), complying with the United Nations Financial Regulations and Rules (UNFRR) and the Guidelines for Country-Based Pooled Funds (CBPF) through participation in meetings and workshops;
Track, collect and review financial reports, instalment requests, and projects refund on SSHF financial tracking sheet from SSHF partners to ensure accuracy and compliance with SSHF guidelines and provides feedback to colleagues and partners as necessary;
Maintain the HFU petty cash, record all expenses in UMOJA and ensure reconciliation of cashbook with the physical cash on the safe;
Work closely with Country Based Pooled Funding (CBPF) Finance section in New York on financial reports, budget reviews, payments, and refunds;
Assist HFU staff and SSHF stakeholders regarding queries on budget, financial reports, payments, refund and deposit-related issues;
Provide guidance and advice on CBPFs guidelines, internally (HFU, CBPF Section …) and externally
Support the Pooled Fund Manager and Head of the Unit in liaising with companies carrying out contractual services on behalf of the HFU, and provide support and information as and when required;
Keep up-to-date on documents/reports/guidelines that have a bearing on matters related to program budgets and the SSHF in general;
Document and file all financial documents like spot-check reports, audit reports, refund payments and financial authorization for recording purpose and future reference;
Perform other duties as required.
• Ability to apply financial rules, regulations and procedures in the UN environment. Ability to maintain accurate records, review and interpret a wide variety of data. Ability to identify and resolve data discrepancies and operational problems. Shows pride in work and in achievements; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; remains calm in stressful situations.
• Proven analytical skills: ability to conduct independent research and analysis, identify issues, and recommend appropriate solutions. Ability to relate humanitarian affairs issues and perspectives, including gender issues, to political economic, social and human rights programs. Ability to work under extreme pressure, on occasion in a highly stressful environment (e.g. armed conflict, civil strife, natural disasters and human misery).
Judgment and Decision-making:
• Apply sound judgment to resolve a range of issues/problems. Will abide by security guidelines.
• Solid computer skills, including proficiency in word processing, spreadsheet applications, and relevant software packages, including e-mail.
• Proven ability to write in a clear and concise manner and to communicate effectively, including ability to prepare reports and conduct presentations, articulating options concisely, conveying maximum information, making and defending recommendations.
Takes ownership of all responsibilities and honors commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.
Required Skills and Experience
Bachelor’s or master’s degree (see below) preferably in Business Management, Accounting, Economics or related field is required.
Up to 4 years of relevant experience with bachelor’s and/or 2 years with master’s degree in finance and accounting/administration, crisis/emergency program management or other related area, preferably with at least two years with a UN organization or an NGO.
Very good analytical and writing skills are required, as is experience with project budgeting and proposal writing.
Experience with auditing and/or financial spot-check of partners is an advantage.
Experience and knowledge of accounting system, procurement, human resources management is desirable.
Relevant experience in the UN Common System is desirable, but not a requirement.
Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of spreadsheet and database packages, experience in handling of web based management systems and ERP financials.
Professional fluency in oral and written English is required.
Knowledge of Arabic is desirable.
This vacancy announcement is for qualified South Sudanese nationals only
To start the application process, applicants are required to register at http://jobs.undp.org by creating a personal profile and completing UNDP Personal History Form. Please note that UNDP only accepts degrees from accredited educational institutions. Only applications received throughhttp://jobs.undp.orgwill be considered and applications received after closing date will not be considered. Due to the large number of applications received for UNDP South Sudan vacancies, only applicants short-listed for written test and interview will be contacted.
UNDP is committed to gender equality in its mandate and its staffs and encourages applications from qualified female candidates and persons with disabilities.
UNDP is a United Nations organization whose staff are expected to uphold the highest standards of integrity, neutrality and impartiality. This includes respect for and commitment to human rights, diversity, and non-violent means of dealing with all kinds of conflict. UNDP staff are expected to uphold these values at all times, both at work and outside. Only persons who fully and unconditionally commit to these values should consider applying for UNDP jobs.
UNDP has zero tolerance of sexual abuse, abuse of authority and exploitation.
The United Nations does not charge fees at any stage of the recruitment process (application, testing, interviewing, etc). The United Nations does not concern itself with information related to bank accounts.
Fluency in both spoken and written English
Knowledge of Arabic will be an added advantage.
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