Finance Associate-Reporting & Field Monitoring – UNDP

The project will work across all UPs in Bangladesh, excluding CHT (amounting to 4,457 UPs) reflecting the GoB commitment for a national scale-up. It will have three components: first to activate Village Courts in 3,041 Union Parishads in Bangladesh; second to maintain the performance of the 1,416 courts activated under AVCB-I and AVCB-II; and third to ensure the Government has the capacity, resources and ownership to take over the management and oversight of VC services so that the project gains are sustained.

The project’s Overall Objective is: Increased Access to Justice and Social Harmony for People In Rural Areas of Bangladesh, Especially Women and Disadvantaged Groups.

Specific Objective/Outcome 1: Duty bearers in Bangladesh provide sustainable, fair and effective resolution for minor disputes in rural areas.

• Output 1.1 Duty bearers at national and local levels have improved capacity to ensure Village Courts function fairly and effectively.
• Output 1.2  Legal and policy frameworks for Village Courts are reviewed and enhanced
• Output 1.3  Duty bearers in Bangladesh have the resources capacity and ownership to manage and administer village courts after completion of project

Specific Objective/Outcome 2: People living in rural areas, especially women, the poor and other disadvantaged groups are empowered to access Village Courts to resolve minor disputes.

• Output 2.1 Local population are aware of their local VC and understand its role and functions.
• Output 2.2 Evidence and knowledge sharing on VC functioning enhanced.

There are 5 technical components in the project named Project Coordination, Capacity Development, Advocacy & Communication, Legal Review and Gender and Planning, M&E and Knowledge Management. Involving national institutions like NILG (National Institute of Local Government), BPATC (Bangladesh Public Administration Training Center), JATI (Judicial Administration Training Institute), BPA (Bangladesh Police Academy), etc. the project has a plan to build up the capacity of the institutional stakeholders on village courts. Besides, as a part of implementation strategy NGOs/CSOs are also included to help LGD for grassroots level capacity building, social mobilization and eventually activating village courts under the technical support and supervision of Project Management Unit.

The Finance Officer-Reporting and Field Monitoring will monitor and evaluate financial information and status to ensure the validity of expenditures and compliances. S/he will ensure the effective execution of financial procedures and transparent utilization of financial resources for the project.

S/he will have the following, but not limited to, specific duties and responsibilities:

Ensure strategic direction of the project finance mostly at field office:

• Develop  strategy to ensure compliance with UNDP and GoB financial rules, regulations and policies and implement corporate financial strategies;
• Implement  strategic approach to monitor cash management process, reconcile all transactions, risk management of cash resources etc.;
• Provision of guidance and capacity building of partners and sub-recipients (SRs)/Responsible Parties (RPs) on the issues of finance – from contracting and banking issues to budgeting, accounting, financial management and reporting;
• Work together with the project staff including staff working at district level to develop strategy and ensure budgetary control for project implementation in line with the project document and TPP;
• Ensure standard procedures in maintaining accounts, resources management and program organization both at project and field offices;
• Coordinate with project staff to produce financial management, financial monitoring and audit of the project

Ensure Implementation of financial monitoring policies and procedures:

• Collaborate with Project Monitoring & Evaluation team in verifying the financial expenditure against the progress of output;
• Conduct field visits, and meet with project staff to report on financial issues and problems observed;
• Oversee the monitoring of quarterly financial expenditures and develop a strategy for smooth implementation of the work plan
• Routinely monitors financial exception reports, if any, for unusual activities, and transactions, and investigates anomalies or unusual transactions. Inform supervisors of the results of the investigation when satisfactory answers are not obtained;
• Provide advice to the Supervisor and National Project Coordinator on troubleshooting and corrective measures where necessary and arrange an orientation to improve the situation;
• Undertake financial monitoring and analysis on activities supported by UNDP and GoB fund including activities undertaken at the field level;
• Assist to prepare budget revisions based on the requirement of projects RP’s; assist in the preparation of the AWP;
• Ensure uploading the annual Budget and Multiyear budget into ERP system;
• Assist the finance team with the preparation of monthly, quarterly and annual progress reports to GoB, UNDP, and EU

Ensure effective financial management and oversight at field level applying appropriate control mechanisms and oversight processes:

• Financial analysis and oversight for all resources (GoB, UNDP and Donors) managed by the Project and provision of high-quality professional advice to the Management;
• Proper planning, and expenditure tracking of financial resources following full compliance with UNDP Programme and Operations Policies and Procedures, National Implementation (NIM), UNDP and Donor rules and regulations of the financial process.
• Monitor disbursement of funds periodically to inform management and implementation of activities in accordance with Responsible Party Agreement/LoA, UNDP and GoB rules and regulations
• Provide technical assistance to the project and PNGO staff in maintaining financial documents and records as per GoB, UNDP and Donor standards;
• Provide technical assistance to field-level project staff to ensure that project expenditure, record-keeping policies, and procedures are in line with Government and UNDP rules and procedures;
• Review Financial Report, FACE (Funding  Authorization and Certification of Expenditure) , quarterly fund requests of PNGOs/sub-recipient and process for advance/reimbursement following Responsible Party Agreement.
• Reconcile FACE/FR(Financial Report)  with Combined Delivery Report (CDR) Ensure the accuracy verification of CDR.
• Review quarterly financial expenditures and provide managerial information to the management for smooth implementation of the work plan;
• Collection, review and verification of bills/vouchers from the field against the advance in coordination with field-level project staff in a timely manner;
• Strictly follow the Govt. Tax & VAT rules, regulation and ensure proper deduction & deposit to Govt. treasury;
• Monitoring and reviewing financial reports against agreed project budgets to ensure the validity of expenditure;
• Work as a focal person to facilitate GoB and UNDP audits and accounts examinations.
• Frequently visit PNGOs for review and checking of PNGOs bills/vouchers/invoices and other relevant documents pertaining to the agreement;

Ensure close monitoring of the sub-recipients/RPs and other implementing partners:

• Assess financial management capacities of sub-recipients/RPs and develop an action plan to close identified gaps and to ensure sufficient funds on hand for disbursements;
• Timely preparation of monthly cash flow forecast for the use by the National Project Coordinator in liaison with other partners;
• Harmonize reporting and accounting practices of sub-recipients/RPs including budgeting and financial key performance indicators;
• Monitor sub-recipients/RPs as to the accuracy of financial information and safeguards to eliminate fraud; ensure annual audits of sub-recipients;
• Ensure continuous support for the financial personnel of sub-recipient/RP organizations;
• Facilitate financial HACT (Harmonized Approach to Cash Transfers) Audit of the sub-recipients/RPs;

Ensure facilitation of knowledge building and knowledge sharing on financial monitoring and evaluation for field staff:

• Develop training plan/curriculum for the sub-recipients/RPs’ financial and accounting staff and conduct training on financial reporting requirements management system;
• Organize and conduct financial training on relevant areas for field-level staff;
• Provide sound mentoring to the Finance personnel of the Project sub-recipients/RP’s
• Contribute to implementing the Knowledge Management and Learning Strategy of the project;
• Demonstrate good knowledge of information technology and applies it in assigned work;
• Compilation of lessons learned, and best practices identified in the field of the Project and replicate its use to others;
• Identify new and better approaches to improving working processes and incorporates the same in your own work.
• Accomplish the work assigned by the supervisor and NPC/NPD (National project Director) as and when required.

Cross-Functional & Technical competencies:

Business Direction & Strategy

• Business Acumen: Ability to understand and deal with a business situation in a manner that is likely to lead to a good outcome. Knowledge and understanding of the operational frameworks in the organization and ability to make good judgments and quick decisions within such frameworks.

Business management

• Partnerships Management; Ability to build and maintain partnerships with wide networks of stakeholders, Governments, civil society and private sector partners, experts and others in line with UNDP strategy and policies.

Finance

• Accounting (General); Knowledge of accounting concepts, principles, frameworks, standards, regulations, policies and trends, and ability to apply this to strategic and/or practical situations.
• Audit risk management; Ability to address audit issues raised in the course of an audit and propose solutions in order to ensure a true and fair audit opinion is achieved.
• Budget management; Ability to support budgetary aspects of the work planning process, drawing and management of team budgets
• Financial reporting and analysis; Understands changes in regulatory, legal, and ethical frameworks and standards for financial reporting in the public sector. Ability to extract, and evaluate financial data, derive relevant findings and present them in a meaningful and coherent manner to facilitate effective decision-making and performance monitoring. Understands the benefits of integrated reporting, including non-financial resources such as human, social, and intellectual capital, and environmental and governance performance.
• Management and cost accounting; Ability to produce periodic qualitative and quantitative performance reports to facilitate effective decision-making and performance monitoring. Ability to use a range of costing techniques and analyse cost-related data to provide quantitative information to the users of reports.