Finance Officer

Summary of Key Functions  

• Implementation of operational strategies

• Budget preparation, monitoring and control

• Cash management and treasury

• Commitments and Payments

• Financial Reporting

• Knowledge building and knowledge sharing

• Implementation of the internal Standard Operating Procedures in Finance in UNOPS Office in Pemba;

• Full compliance with UNOPS Financial Rules and Regulations, the Finance Manual and Finance and Budget Technical Instructions in all financial transactions, recording, reporting, etc;

• Routine monitoring of financial exception reports for unusual activities, transactions, and analysis of anomalies or unusual transactions with further actions if required;

• Analysis and implementation of cost-saving and reduction strategies. 

• Elaboration of proposals for planning of financial resources of the UNOPS Office in Pemba, preparation of reports containing analysis of the financial situation;

• Coordination of the preparation of project 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 Finance Specialist, 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 timely;

• 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 proposals on best practices to Finance Specialist 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/project budgets. Reviewing and processing of requests for budget revision as required;

• Monitoring of the status of budgetary allocations on an ongoing basis; networking with internal and external 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 and support of the Information Technology group, always ensuring the relevance of the system by updating and proposing changes to facilitate the financial management of projects and enhance financial reporting;

• Flagging any potential risks to the Finance Specialist when required so that timely corrective actions can be taken.

3.    Ensures proper UNOPS Office (Pemba programme) cash management and treasury functions, focusing on achievement of the following results:

• Provision support to 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;

• Monitoring of imprest level through daily review of zero-balance account bank statements in United Bank for Africa (UBA) banking portal; identification and recording of contributions in coordination with the BSSC and programme management specialists/associates;

• Provision of support to ensure efficient local banking arrangements and compliance with local financial and banking regulations;

• Timely preparation of weekly/monthly cash flow forecast for use by the Financial Specialist especially urgent funding to support field construction and Impelementation Partners funding in Components 1,2 and 3; and the Agri and Community Demand Driven Fund (CDDF) projects;

• Coordinating with project associates and other admin staff for UBA treasury accounts management, and prepaid cards management and monthly reporting;

• Monitoring of the delivery and income of the portfolio; planning and adjustment of expenditures for the administrative budget;

• Analysis of trends and forecasting of recovery from projects and other sources

4. Ensure proper UNOPS Office in Pemba commitments and payments, focusing on achievement of the following results;

• Ensuring full compliance with Financial Rules and Regulations and UNOPS procedures with regard to financial processes, financial records, reports, and audit follow-up;

• Monitoring and ensuring the validity of charges by verifying authorized amounts and ensuring availability of budget and funds;

• Prior to further processing, reviewing payment requests for completeness and ensuring documentation is complete and information concerning the payment provided as required: proper accounting codes used, payment to sub-contractor/supplier is in compliance with terms and conditions of agreement;

• Support the Finance Specialist in analyzing, developing and implementing the internal expenditures’ control system which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in oneUNOPS ERP; construction payments, retention, VAT and balance sheet monitoring e.g. bank guarantee monitoring tools are duly prepared; travel claims and other entitlements are duly processed;

• Preparation of non-Purchase Order payment requests when needed (e.g. security deposits, advances);

• Ensuring that authorized corrective actions are taken in a timely manner on unposted vouchers, including the vouchers with funds check errors, override requests, unapproved vouchers. Timely responding to HQ and Regional office requests to resolve financial data issues;

• Control of the Accounts Receivables for UNOPS projects and follow up with partners on contributions;

• Ensuring of proper maintenance of the Office financial accounts; preparation of financial records, periodic statements, and reports as required;

• Proper receipt, management, safeguarding, and disbursement of payments handled by Office;

• Control and verifying of supporting documents for payments; preparation of all types of vouchers; execution of payments by the discharge of duties as Delegation of Authority 1 holder;

• Preparation of periodic accounts closure;

• Monitoring/follow-up on the remittances and payments completion with due recording in accounting system;

• Support with bank reconciliation reports and matching from BSSC for UBA US Dollar and Meticais (MZN) accounts;

• Maintenance of contact with the local bank to obtain bank statements, information on changes in procedures, bank regulations, etc.;

• Preparation of financial and statistical reports for internal use as required by management;

• Reconciliation of expenditures recorded in oneUNOPS finance system;

• Maintenance of financial filing system to ensure clear and auditable trail on all financial transactions;

• Completion of Finance profile tasks in oneUNOPS ERP.

5. Ensure proper UNOPS Office in Pemba financial reporting, focusing on achievement of the following results:

• Provision of support to the implementation of audit and its recommendations, prepare Office replies to internal and external audit queries;

• Contribution to the implementation of internal control systems, report any identified weaknesses, and suggest remedial action(s);

• Managing Petty Cash Account, maintenance of all receipts, and creation of ledger report;

• Preparing Operational Advance Request, maintenance of records of expenditures, and reconciling similar expenses; and prepayments/advances/balance sheet accounts.

6.   Provides support to knowledge building and knowledge sharing, focusing on achievement of the following results:

• Orientation of new colleagues on the UNOPS finance processes and functions;

• Drafting of training slides for the programme/ projects staff on project finance-related topics;

• Briefing/debriefing of staff members on issues relating to the area of work;

• Sound contributions to knowledge networks and communities of practice;

• Synthesis of lessons learnt and best practices in finance and administration;.