NPSA8 Finance and Operations Analyst
Deadline of this Job:
27 August 2021
Date Posted: Wednesday, July 28, 2021 , Base Salary: Not Disclosed
Job title: NPSA8 Finance and Operations Analyst
The UN Capital Development Fund (UNCDF) makes public and private finance work for the poor in the world’s 46 least developed countries (LDCs). With its capital mandate and instruments, UNCDF offers “last mile” finance models that unlock public and private resources, especially at the domestic level, to reduce poverty and support local economic development. This last mile is where available resources for development are scarcest; where market failures are most pronounced; and where benefits from national growth tend to leave people excluded.
UNCDF’s financing models work through three channels: (1) inclusive digital economies, which connects individuals, households, and small businesses with financial eco-systems that catalyze participation in the local economy, and provide tools to climb out of poverty and manage financial lives; (2) local development finance, which capacitates localities through fiscal decentralization, innovative municipal finance, and structured project finance to drive local economic expansion and sustainable development; and (3) investment finance, which provides catalytic financial structuring, de-risking, and capital deployment to drive SDG impact and domestic resource mobilization.
UNCDF has formulated its strategy ‘Leaving no one behind in the digital era’ based on over a decade of experience in digital finance in Africa, Asia and the Pacific. Inclusion is at the heart of UNCDF’s strategy to promote digital economies that leave no one behind, which can only be achieved if digital economies are developed at the national level and if there is a focus on making them inclusive. Our approach focuses on accelerating the development and financing of inclusive digital economies at the country level with the government, the private sector and academia, with specific attention given to the development and financing of the right services to reduce the digital divide and to empower key customer segments.
To implement the UNCDF strategy, we apply a country-level market development approach. The objective of such an approach is to continuously aim to understand and intervene in select market systems to address underlying market dysfunctions to improve efficiencies, effectiveness and sustainability.
Duties and Responsibilities
UNCDF Tanzania is seeking an Finance and Operations Analyst (NPSA) to support programme implementation in Dar-es-Salaam, Tanzania working under the supervision of UNCDF IDE Country Lead for Tanzania, P4 based in Dar-es-Salaam, Tanzania.
A. Provides effective administrative management and logistical support focusing on the following results and work products: (30%):
• Ensuring smooth running of daily operations in the office;
• Preparing and monitoring budget forecasts, cost allocations, and expense reports;
• Planning travel, including the quarterly travel plan, travel requests, UNDSS requests;
• Arranging travel and hotel reservations, preparing travel authorizations, processing requests for visas, passports and other documents;
• Processing travel expense claims (TEC) by preparing and collecting supporting documents, ATLAS voucher transactions, DSA calculations, approval obtainments;
• Coordinating new personnel arrangements such as requests for organizational email accounts, ID cards, vendor forms;
• Translating and preparing official documents as necessary;
• Creating requisitions in ATLAS;
• Requesting payments (against Purchase Order (PO) / contract/ agreement, and non-PO payment vouchers), and dispatching the same;
• Requesting certificates of payment from consultants and preparing payment requests;
• Assisting Country Lead and staff to resolve questions related to budgets, payments, procurement and resources;
• Maintenance of the internal expenditures control system which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in ATLAS;
• Maintaining records on assets management and preparing reports;
• Preparing logistics for programme meetings, workshops and seminars;
• Developing and maintaining the filing system, ensuring safekeeping of confidential materials;
• Organizing shipments, customs clearance arrangements, preparing documents for shipments and mail (received and sent);
• Translating simple correspondences, as needed; and
• Supporting the programme in the management of knowledge sharing events and logistics related the knowledge management and communication activities.
B. Supports programme financial resource management focusing on the following results and work products (30%):
• Full compliance with UN/UNDP/UNCDF rules, regulations, and policies on financial activities, financial recording/reporting system and audit recommendations;
• Routinely monitoring financial exception reports for unusual activities, transactions, and investigating anomalies;
• Checking that requisitions, POs and vouchers are adequately labeled; and
• Supporting as needed in the projects’ audit and controlling the follow up.
C. Supports the management of procurement processes focusing on the following results and work products: + (30%):
• Coordinating procurement and recruitment processes including drafting terms of references (TORs) and contracts in close collaboration with HQ Management Support Team and UNDP Procurement Office;
• Acting as a liaison with UNCDF programme support, operations and finance units. Managing programme procurements with technical input from the team, determining procurement strategy and requirements and implementing procurement according to UNCDF policies;
• For local procurement – developing requests for quotes (RFQs) from local vendors and local consultants, obtaining quotes, evaluating and proposing vendors for selection. Monitoring procurement with other UNCDF units to ensure timely advertising and collection of quotes. Verifying vendors’ eligibility and ensuring they are in the UNCDF ATLAS system. Verifying quality and receipt of goods;
• For international procurement – proposing strategies for procurement with team input. Developing and maintaining the UNCDF expert roster for the programme. Monitoring international procurement with UNCDF HQ to ensure Requests for Proposals (RFPs) are adequately advertised and responses collected. Assisting in the evaluation and finalization of the selection reports;
• Preparing supporting documents for contract approval and case submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP);
• Managing contracts through the monitoring of contract expiration, the on-time renewal of contracts, and/or the tracking of deliverables;
• Preparing inter-office memorandums, justification notes, and other supporting documents as necessary for procurement matters;
• Managing the Tanzania IDE programme procurement plan and coordinating the timely procurement of services and goods;
• Supporting the development and management of supplier rosters, the elaboration of supplier selection and evaluation, and quality and performance measurement mechanisms;
• Managing the relationship with all programme vendors and consultants. Soliciting necessary forms and information, requesting evidence of completed tasks. Ensuring that consultant evaluation forms are solicited upon completion of work and results are analyzed; and
• Timely payment for services and goods rendered.
D. Supports the management of the resources mobilized by focusing on the following results and work products (10%)
• Analysis of information on donor funding;
• Tracking of and reporting on mobilized resources;
• Reviewing of contribution agreements, managing and monitoring contributions in ATLAS;
• Advising programme staff on donor reporting requirements; and
• Monitoring financial reports to be submitted to donors.
• Innovation-Ability to make new and useful ideas work: Level 2: Proactively identifies new opportunities and challenges;
• Leadership-Ability to persuade others to follow: Level 2: Analyzes complex technical materials (including data) and makes concise, relevant recommendations;
• People Management-Ability to improve performance and satisfaction: Level 2: Takes ownership of responsibilities;
• Communication-Ability to listen, adapt, persuade and transform: Level 2: Understands, explains and shares information on assigned tasks with accuracy and clarity;
• Delivery-Ability to get things done while exercising good judgement: Level 2: Meets goals and timelines for delivery of products or services.
• Technical/Functional Competencies:
• Operations/Finance Interface- Provide support to Operations & Finance Interface including position management, chart of accounts, certification of financial resources for position extension, creation etc.;
• Office Administration- Ability to manage day-to-day office activities (including but not limited to travel management, facilities and asset management, policy and procedures maintenance) to meet operational needs;
• Operational Efficiency- Ability to identify and execute opportunities to improve operational efficiency;
• Purchase-to-Pay- Knowledge of purchase-to-pay cycles, concepts, principles and policies and ability to apply to strategic and/or practical situations;
• Procurement- Ability to acquire goods, services or works from an outside external source;
• Sourcing- Ability to find, evaluate and engage suppliers of goods and services;
• Logistics- Knowledge of logistics operations, principles and methods, and ability to apply to strategic and/or practical situations;
• Contract Management- Knowledge of contract management concepts, principles and methods, and ability to apply to strategic and/or practical situations.
Required Skills and Experience
• First University degrees (Bachelor) in Finance, Business Administration, project management or equivalent required, and/or accounting certification preferred, but not a requirement.
• Masters/Graduate degree preferred but not required.
• Minimum three years (with Masters), or five years (with Bachelor Degree) of relevant experience in project/Programme management, budget administration, accounting, finance, operations, audit or related fields required;
• Advanced knowledge of Microsoft Office package such as Word, Excel, PowerPoint, Outlook, Zoom, Skype is required;
• Specialized training in office management and administration is highly desirable;
• Hands-on experience with UN ATLAS system and UNDP procurement process and policy is desired;
• Knowledge of UNDP/UNCDF programs in financial inclusion is an asset.
• Past work experience with a UN agency and/or international organization in Tanzania is considered an asset.
Knowledge of English with good written and oral communication is required.
Work Hours: 8
Experience in Months: 36
Level of Education: Bachelor Degree
Job application procedure
The following documents shall be required from the applicants:
Personal CV or P11, indicating all past positions held and their main underlying functions, their durations (month/year), the qualifications, as well as the contact details (email and telephone number) of the Candidate, and at least three (3) the most recent professional references of previous supervisors. References may also include peers.
A cover letter (maximum length: 1 page) indicating why the candidate considers him-/herself to be suitable for the position.
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