DURATION: One year fixed term initially
ORGANIZATIONAL UNIT: Operations
REPORTS TO: International Operations Manager
Under the guidance and supervision of the International Operations Manager (IOM), the Operations Analyst is responsible for assisting the IOM in effective delivery of financial services, transparent utilization of financial resources and management of the Regional Office (RO) Operations Unit. He/she analyzes and interprets the financial rules and regulations, PPM relevant to specified areas of Operations Management.
Summary of Key Functions: Operations Analyst assists the IOM in: Implementation of operational and financial management strategies Projects’ budget management and organization of the cost-recovery system Facilitation of knowledge building and knowledge sharing.
1. Assists the Operations Manager in implementation of operational and financial management strategies, and adapts processes and procedures, focusing on the achievement of the following results:
- Full compliance of financial activities, financial recording/reporting system and audit follow up with UNFPA rules, regulations, policies and strategies; implementation of the effective internal control, proper design and functioning of the financial resources management system. Continuous analysis and monitoring of the financial situation & presentation thereof.
- Elaboration of the framework and conditions of contributions within the RO resources mobilization efforts.
- Routinely monitors financial exception reports for unusual activities, transactions, and investigates anomalies or unusual transactions.
2. Assists in managing the project budgets and organizes an optimal cost-recovery system focusing on achievement of the following results:
- Elaboration of proper mechanisms to eliminate deficiencies in budget management.
3. Assists and ensures proper control of RO accounts focusing on achievement of the following results:
- Elaboration of the internal expenditures’ control system which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in Atlas; travel claims and other entitlements are duly processed, receipting of goods and services and establishment of accruals are properly done in compliance with IPSAS and UNFPA policies and procedures.
- Manager level 1 in Atlas.
- Control of accounts closure.
- Timely corrective actions on un-posted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers.
- Manage common services and premises arrangements in the RO.
- Operationalize fraud risk assessment for projects and the RO.
4. Assists and facilitates knowledge building and knowledge sharing in the CO focusing on achievement of the following results:
- Synthesis of lessons learnt and best practices in Finance and Administration.
- Sound contributions to knowledge networks and communities of practice.
5. Assists and facilitates period end closure activities:
- Assist supervisor in preparing and administering financial system calendar for month-end and year-end closures of ATLAS. Ensure that all period end related activities are performed by the relevant units in a timely and accurate manner. Ensure that all transactions are either posted or deleted prior to closure. Coordinates reconciliation of Accounts Receivables and Accounts Payable sub modules to General Ledger, investigating differences and either taking corrective action and where necessary highlighting to management for action.
- Assist IOM in donor reporting and monitoring CO’s in the Region.
6. Others:
- Any other activities or job responsibility or Ad hoc tasks as requested by the organization through the supervisor.
REQUIRED COMPETENCIES
CORE COMPETENCIES:
Working in teams
Communicating information and ideas/Knowledge sharing Appropriate and transparent decision-making
Analytical and Strategic Thinking/Results Orientation Commitment to Excellence
Performance Management
FUNCTIONAL COMPETENCIES:
Business acumen
Implementing management systems
Innovation and marketing of new approaches
Client orientation
Organizational awareness
Job knowledge / technical expertise
QUALIFICATIONS AND EXPERIENCE REQUIRED:
Education:
Advanced (Masters) University Degree in Finance/Accounting, Business, or finance related discipline or a professional accounting qualification from an internationally recognized institute of accountancy.
Knowledge & Experience:
A minimum of 3 years of relevant experience in providing financial management and accounting advisory services, managing staff and operational systems Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of spread sheet and database packages, experience in handling of web based management systems and ERP financials, preferably PeopleSoft. Experience of IPSAS will be a distinct advantage.
Language requirements:
Fluency in the National language & English is a must.
Excellent written and spoken communication skills.
NB: This position is open only to South African nationals / citizens.
How to apply
All applications should be addressed to The International Operations Manager and sent to the following email address: jobs.esaro@unfpa.org on or before the closing date of 30th August 2015. Alternatively, applications can be hand delivered to the following address:
UNFPA ESARO, Sunninghill Place, Block A, 9 Simba Road, Sunninghill, Johannesburg, South Africa
All applications are to be accompanied by the attached completed and signed Personal History form (P11 Form), CV, proof of qualifications and cover letter with clear reference to the position being applied for.
