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Finance Officer at UNDP

Background
The adoption of the Constitution of Kenya (CoK 2010) was aimed at fundamentally altering the governance framework through far reaching reforms. Of these, devolution of political power, responsibilities and resources has the most profound and transformative impacts on governance and the management of resources. If effectively implemented, the CoK 2010 in general, and devolution, should lead to a revolutionary transformation of Kenya and facilitate the achievement of the Kenya’s Vision 2030. Devolution established two levels of government in Kenya at the National and County levels as distinct but inter-dependent levels of government through which government responsibility in Kenya is exercised and discharged. The 47 County Governments came into existence following the conclusion of the general election in March 2013. These elections marked a major transformation in the governance of Kenya and in public administration at both national and local levels and set the pace for implementation of devolved governance in Kenya.
As a key player in the Kenya governance context, the UN must therefore continue to position itself to strategically engage at both national and county levels and work with Development Partners in supporting the effective implementation of devolution. In this regard, UNDP, UNICEF, and UN Women and the Ministry of Devolution and ASALs have developed a Joint Devolution Programme to support the implementation of devolution in Kenya. This Joint Devolution Programme will be implemented within the framework of the United Nations Development Assistance Framework for Kenya (UNDAF) and will see several national and county level interventions implemented with the two levels of government and in conjunction with other UN agencies and development partners in Kenya. The Joint Devolution Programme’s expected UNDAF outcome is ‘By 2022 people in Kenya access high quality services at devolved level that are well coordinated, integrated, transparent, equitably resourced and accountable’. It aims to achieve the following four UNDAF outputs:
  • National and county governments have strengthened capacities for formulation and implementation of policy, legal, and institutional frameworks and mechanisms for coordinated, inclusive and effective service delivery at devolved level.
  • Public finance management institutions have strengthened processes and systems for equitable, efficient and accountable service delivery.
  • County level institutions have strengthened capacity for evidence-based planning, budgeting, implementation, monitoring and evaluation for accountable service delivery.
  • UNDAF Output 1.4: People in Kenya have capacity to engage, deepen accountability and transparency in devolution, especially women, youth and persons with disability.
To effectively support the implementation of the Joint Devolution Programme and realization of results, UNDP is seeking the services of a Finance Officer to be based at a Programme Implementation Unit (PIU) to support in the implementation of the Joint Devolution Programme. The Finance Officer will work under the overall guidance of the Programme Manager, with advice and guidance from the PIU’s Technical Advisor, and lead overall joint programme Finance and operations including capacity building for PIU and implementing partners’ staff. He/she will provide organizational and coordination support for all aspects of finance and operations in the joint programme and the Norway-supported devolution project.
Duties and Responsibilities
Summary of Key Functions:
  • Provide overall financial, budget and operational management of the joint programme and the Norway supported project.
  • Financial Reporting and coordination of joint programme partners at national and county levels and participating UN Agencies.
  • Support to overall programme implementation.
  • Facilitation of knowledge building and knowledge sharing within the Programme Implementation Unit (PIU) and other project teams.
1. Provide overall financial, budget and operational management of the joint programme and the Norway supported project:
  • Provide support in the management of programme finances and resources.
  • Develop budgets, spending plans, financial tracking, and advice and management on financial matters.
  • Review, in conformity with procedures, work plans, availability of resources for expenditure, and ensures conformity of programme financial requests.
  • Ensure timely consolidation of reports prepared and submitted by all Agencies and partners including technical, and financial reports.
  • Monitor financial delivery ensuring that the Agencies observe budgetary provisions through regular updates and meetings/consultations.
  • Provide budget utilization strategies, update on unutilized funds and un-liquidated advances.
  • Keep updated auditable documents such as books of accounts, financial statements, programme documents, project steering committee minutes and AWPs for all programme audits, micro-assessments and spot checks.
  • Facilitate the work of auditors and make a follow up to give a management response and take appropriate action to address the audit findings and recommendations in a timely manner.
  • Maintain a PIU fixed asset register for fixed asset purchased.
  • Drafting of budget utilization strategies, update on unutilized funds and un-liquidated advances.
  • Maintenance of the internal expenditures control system including timely corrective action on erroneous entries and budget errors.
  • Making budget checks for resource mobilization efforts and approving expenses.
  • Ensure HACT implementation and compliance with Implementing Partners.
2. Financial Reporting and coordination of joint programme partners at national and county levels and participating UN Agencies.
  • Lead the entry of vouchers, preparation of e-requisitions for goods and services, and follow up on payments and procurement processes related to the PIU’s operations.
  • Maintenance of the internal expenditures control system while ensuring that vouchers are processed timely, are matched and completed, transactions are correctly recorded.
  • Liaise and provide support to local experts and consultants and for any relevant missions under the programme.
  • Ensure ATLAS-based monitoring functions are updated, liaising with UNDP, UNICEF, and UN Women programme teams.
  • Ensure timely acknowledgement of receipt of donor funds to donors through the Governance Team Leader
  • Inform the Programme participating Agencies of receipt of funds and assist in distribution of funds to Agencies.
  • Compile periodic donor and programme financial reports for incorporation in the project narrative reports.
  • Support the organization of workshops, trainings, meetings, forums etc as and when required for effective implementation of the programme.
  • Maintaining programme records, documents, and correspondence properly for easy reference.
3. Support to overall programme implementation.
  • Support the project in preparation and presentation of financial reports (including audit reports) for the PSC meetings.
  • Review programme documents especially cost plans and budgets, for completeness and compliance with relevant rules and procedures prior to submission for final approval and signature, identification of inconsistencies, and distribution of programme documents to relevant parties upon approval and follows up as required.
  • Review of expenditure requests, verification of availability of funds, and ensuring necessary approval and entry in the computerized budget system.
  • Keep IPs continually informed about their budgets ensuring consistency with the AWP and the other programming tools such as FACE forms.
  • Serving as focal point for administrative coordination of joint programme implementation activities, involving extensive liaison with the Joint Programme’s Agency leads and Resident Coordinator’s office (RCO) in case of the Norway supported project.
  • Follow-up on administrative actions as needed within the PIU (e.g. travel arrangements, training/study tours, authorization of payments, disbursement of funds, procurement of equipment and services).
4. Facilitation of knowledge building and knowledge sharing within the Programme Implementation Unit (PIU) and other project teams.
  • Conduct periodic capacity building of partners to ensure compliance with HACT procedures and timely submission of complete payment documents. This to also cover training in
  • financial and operational management including procurement policies and procedures.
  • Hold meetings with implementing partners, including face to face meetings with individual partners, to sensitize them and find solutions on gaps and weaknesses observed in the submission of payment documents.
  • Document best practices of the programme and promote sharing of the practices amongst the implementing partners and for project’s knowledge management products.
  • Sound contributions to knowledge networks and communities of practice.
  • Perform other duties as assigned or requested.
Impact of Results
Accurate data entry, and programme and financial information have an impact on the quality and implementation of the UNDP programme. A client-oriented and efficient approach impact on the image of UNDP in the sub-region.
Competencies
PROFESSIONALISM
  • Knowledge of internal policies, processes and procedures generally and in particular those related to programme/project administration, implementation and evaluation, technical cooperation, programming and budgeting, including with respect to joint programmes using the UNDG’s guidelines and HACT procedures.
  • Understanding of the functions and organization of the work unit and of the organizational structure and respective roles of related units.
  • Ability to work well with others, undertake basic research and gather information from standard sources.
  • Demonstrated ability to apply good judgment in the context of assignments given.
  • Shows pride in work and in achievements.
  • Demonstrates professional competence and mastery of subject matter.
  • Is conscientious and efficient in meeting commitments, observing deadlines and achieving results.
  • Is motivated by professional rather than personal concerns.
  • Shows persistence when faced with difficult problems or challenges.
  • Remains calm in stressful situations.
TEAMWORK
  • Works collaboratively with colleagues to achieve organizational goals.
  • Solicits input by genuinely valuing others’ ideas and expertise.
  • Is willing to learn from others.
  • Places team agenda before personal agenda.
  • Supports and acts in accordance with final group decisions, even when such decisions may not entirely reflect own position.
  • Shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
COMMUNICATION
  • Speaks and writes clearly and effectively.
  • Listens to others, correctly interprets messages from others and responds appropriately.
  • Asks questions to clarify and exhibits interest in having two-way communication.
  • Tailors language, tone, style and format to match the audience.
  • Demonstrates openness in sharing information and keeping people informed.
PLANNING & ORGANIZING
  • Develops clear goals that are consistent with agreed strategies.
  • Identifies priority activities and assignments.
  • Adjusts priorities as required.
  • Allocates appropriate amount of time and resources for completing work.
  • Foresees risks and allows for contingencies when planning.
  • Monitors and adjusts plans and actions as necessary.
  • Uses time efficiently.
CLIENT ORIENTATION
  • Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view.
  • Establishes and maintains productive partnerships with clients by gaining their trust and respect.
  • Identifies clients’ needs and matches them to appropriate solutions.
  • Monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems.
  • Keeps clients informed of progress or setbacks in programmes.
  • Meets timeline for delivery of products or services to client.
Required Skills and Experience
Education:
  • Advanced (Masters) with 4 or more years of experience or 8 years or more with Bachelor’s degree in Finance/Accounting, Business, or Public Administration and a professional accounting qualification from an internationally recognized institute of accountancy.
  • Certification in finance and accounting (professional qualified accountants) from an internationally recognized institute of accountancy will have a distinct advantage.
  • Certification in Programme Management, Prince 2 would be an asset.
  • UNDP Accountancy and Finance Test (AFT) required (part-qualified accountants from an internationally recognized institute of accountancy may be exempt).
Experience:
  • Progressively responsible finance and accounting experience is required.
  • experience in providing financial management and accounting services, managing staff and operational systems.
  • 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.
Language Requirements:
  • Excellent written and spoken English.
  • Fluency in written and spoken Swahili.
Disclaimer
Important applicant information

All posts in the SC categories are subject to local recruitment.

Applicant information about UNDP rosters

Note: UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

Workforce diversity

UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.

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