Resource Management Associate
UNDP
Total years of experience :25 years, 1 Months
• Full compliance with UN/UNDP rules and regulations and other relevant policies on resource planning and allocation systems as approved by OFRM; implementation of effective internal controls, proper functioning of a client-oriented resource management system.
• Provision of inputs for implementation of resource management strategies in consultation with the office management.
• Implementation of cost sharing and trust fund agreements.
• Elaboration of conditions of contributions within the CO resource mobilization efforts.
• Analysis and research of programme/project performance and implementation for formulation of reports and further enhancement of reporting procedures including reporting roles for the programme/projects.
• Presentation of research information for formulation of country programme work plans, budgets and other CO wide demand-driven initiatives.
• Development of proposals on implementation arrangements and modalities. Review of data of new grants in Atlas in the form of Annual Work Plans (AWPs) inserted by programme staff, monitoring of their budgetary status versus ASL, follow up with HQs on ASL for development projects, maintenance of the General Ledger.
• Provision of the information/reports on the situation in programme, identification of operational problems, proposal of solutions.
• Vendor’s approval (if authorized by SM).
• Provision of guidance to the implementing partners/responsible parties on routine implementation of projects, tracking use of resources.
• Accuracy verification of Combined Delivery Reports and other required reports.
• Regular monitoring of the CO delivery. Collect and project all financial information through Atlas and other sources for reporting.
• Provision of advice on reporting. Preparation of reports including donor reports.
• Verification and reconciliation of various expenditures reports from the CO, HQ and Executing Agencies.
• Verification of Quarterly GMS posting and processing of adjustments as necessary.
• Provision of information for the audit of NIM/NGO/DIM projects, implementation of audit recommendations.
• Provision of sound core/non-core resource allocation and management guidance as per the corporate policy.
• Maintenance of the Accounts Receivables for UNDP projects and follow-up with partners on contributions, deposits creation in Atlas.
• Periodic monitoring of dashboards and exceptions, identification of the remedial actions in coordination with the supervisor.
• Advise Programme and Project Staff on different donor reporting requirements, monitoring of financial reports to be submitted to donors.
• Systematic gaining and sharing of knowledge and experience related to resource management.
• Organization of training for the office staff on budget management related issues, including proper accounting for assets, Agency and NIM advances, staff costs and alike.
• Synthesis of lessons learned and best practices in budget/resource management.
• Sound contributions to knowledge networks and communities of practice.
• Focal point for the audit process and responsible for follow up the auditor’s recommendations with the concerned heads of departments.
• Argus focal point for the CO
• CRP member for the CO recruitments
• CAP member
• Organize and facilitate meetings missions; workshop; seminars; trainings and all other program related events by securing venue, arranging tickets, accommodations, entitlements, DSA calculations and any other necessary support for the participants and team members.
• Assist in preparing mission planning, following up the required approval process as well as preparation of necessary documents after the return from the mission for the project (staff and consultants) and other participants as requested.
• Maintain the UNDP component of the projects in Atlas, prepare required budget revisions, revision of program awards and program status, operational and financial close of the program.
• Create requisitions and register goods receipt in Atlas.
• Make the budget check for requisitions.
• Prepare and review the projects financial reports.
• Prepare correspondence, directives and comments ensuring timely follow-up.
• Act as a focal point and ensure timely routine correspondence related to relevant finance, administrative and human resources matters.
• Follow up on the consultant contracts and amendments related to the program and prepare and follow-up on their payment deliverables.
• Maintain office files (human resources, finance, payments, meeting minutes, circulars etc.)
• Act as an interpreter, translate letters and documents when required and take minutes.
• Facilitate the delivery of documents and official letters of correspondences between RoL team and the counterparts.
• Ensure procurement and management of office supplied, equipment and other materials.
• Perform of any other duty as required.
• Process payments for all invoices related to procurement of goods and services; monthly payroll; employee benefits; and taxes (personnel, business, etc.) in a timely manner.
• Ensuring all necessary back-up documentation is verified, collected, and filed according to established operating principles and procedures.
• Review all local expenses reported by the field office for billing purposes.
• Monitor field employee time sheets to ensure accuracy and timely submission.
• Maintain the project bank account, including monitoring the account balance, outstanding checks and other transactions, and providing regular updates to the Finance Director regarding the status of the account.
• Maintain the petty cash account, providing regular updates to the Finance Director regarding the status of the account.
• Process and reconcile travel advance requests and expense reports for project staff in a timely and efficient manner, in accordance with established operating principles and procedures, and USAID and Chemonics’ policies and procedures.
• Monitor personal use of project equipment, namely project telephones and mobile phones, etc., and following up with staff to reconcile expenses owed in a timely manner.
• Process payment of local and other subcontracts in a timely and efficient manner, in accordance with established operating principles and procedures, and USAID and Chemonics’ policies and procedures.
• Maintain project financial records using ABACUS software, submit monthly reports to the Chemonics’ home office within the established timeline and respond to requests as needed.
• Participate in the procurement process for the North region offices and activities according to the USAID rules and procedure.
• Preparing the RFQs for the procurement process.
• Recruiting high school and undergraduate candidates and adult mentors
• Submitting weekly recruitment reports to the Lead Program Coordinator (Mayada Alsafi)
• Assisting the World Learning DC office on the application process
• Assisting the World Learning DC office in notifying shortlisted candidates to be interviewed
• Ensuring that students receive prompt notification of their selection
• Ensuring that students receive the necessary forms required by World Learning and the U.S. Embassy
• Providing World Learning with financial reports and backup receipts
• Serving as the regional in-country point of contact for participants, parents of participants and alumni
• Assisting in arranging travel between Iraq and Istanbul
• Establishing relationships and strengthening ties with institutions and stake holders in the region
• Creating a network outside of the four main regions to diversify the applicant pool
• Promoting the IYLEP program
• Conducting Pre-Departure Orientation meetings using PDO materials and handouts developed by World Learning
• Notifying World Learning DC of students visa approvals and handling issues that arise with students visas
• Serving as a point of contact in the region for the U.S. Embassy
• Assisting World Learning in alumni projects and building the IYLEP alumni network through follow-on meetings and activities
• Carry out translation of official documents from English to Kurdish/Arabic and vice versa when required;
• Provide verbal interpretation English to Kurdish/Arabic and vice versa as necessary;
• Provide administrative support including office facilities management, arranging meetings, organizing and maintaining filing system and maintaining contact lists;
• Coordinate organisation of trainings and workshops as part of the support to the IHEC, including relevant travel arrangements and required financial preparations;
• Coordinate and liaise with the UNOPS IQOC Support unit in Amman/Jordan in providing support services to the projects activities, namely finance/admin, HR, procurement and logistics;
• Perform other duties, as necessary and requested by the Project Manager and the UNAMI IEAT Electoral Advisors.
• Liaison between UNAMI advisors and IHEC Senior Officials.
• Handling day-to-day bookkeeping and routine daily financial matters
• Responsible for all cash transactions, including the issuing, tracking and cleaning of advances, managing cash flow and timely replenishment of cash accounts
• Preparing monthly payroll and other regular monthly payments
• Preparation of payment vouchers and other financial documents
• Ensure that all financial transactions are recorded accurately and promptly
• Maintain a database of vouchers, bank payment instructions and purchase orders
• Process bills and collect payments for private telephone use
• Handling cash counts and cash and bank accounts reconciliation
• Coordinate with program personnel regarding program payments and with administration personnel regarding non-program payments
• Set up and maintain finance filing system and ensure copies of all financial records are made and forwarded (electronically) to relevant offices/ departments
• Prepare the quarterly monthly cash projections and submitted to the home office
• Work on sub-journals and internal accounting applications
• Ensure regular back up of financial records
• Prepare financial reports, as requested
• Working on QuickBooks application and export all the required reports
• Perform other finance related duties, as may be required
• Control lease agreements, as appropriate for office security guards and office supplies
• Provide comprehensive administrative support to all staff in the office as well as official visitors to the compound
• Ensure that office and guest house inventory is updated and maintained to account for all equipment’s in the office and guest house
• Manage the day-to-day activities of the project and coordinate the student recruitment and selection process
• In coordination with IYLEP and US Embassy, review applications and make initial selection recommendations following approved criteria
• Prepare progress and financial reports
• Ensure participants receive notification of selection and pre-departure orientation material
• Serve as point of contact for IYLEP in the North
• Assist participants in arranging travel to and from Istanbul and the US
• Support follow-on activities with program alumni in consultation and coordination with US Embassy and IYLEP prime contractor
• Handling day-to-day bookkeeping and routine daily financial matters.
• Responsible for all cash transactions, including the issuing, tracking and clearing of advances, managing cash flow and timely replenishment of cash accounts.
• Preparing monthly payroll and other regular monthly payments.
• Preparation of payment vouchers and other financial documents.
• Ensure that all financial transactions are recorded accurately and promptly.
• Maintain a database of vouchers, bank payment instructions and purchase orders.
• Process bills and collect payments for private telephone use.
• Handling cash counts and cash and bank accounts reconciliation.
• Co-ordinate with program personnel regarding program payments and with administration personnel regarding non-program payments.
• Set up and maintain finance filing system.
• Ensure copies of all financial records are made and forwarded (electronically) to relevant offices/ departments.
• Co-ordinate with Regional Director and program personnel to prepare and report to the head office in Baghdad the monthly and/or quartile fund request for the office.
• Work on sub-journals and internal accounting applications.
• Ensure regular back up of financial records.
• Prepare financial reports, as requested.
• Participate in the grant committee to review the financial sheet in the grant proposal.
• Checking all the grant payment requests.
• Preparation of grant payments.
• Perform other finance related duties, as may be required.
• Performing the HR, Administration, Logistics and Procurement duties during their absence.
• Focal point for the smooth transition of information, goods and services between the northern region and the CAII Baghdad office for all matters related to AL program.
• Lease with staff of education department in Erbil, and CAII northern office to coordinate activities and movement of goods and services.
• Ensure the provision of goods and services to Erbil as required like quotations for purchase or hire.
• Ensure goods and services are delivered to teachers and students; such goods/services are transport, security, books, equipment or any other materials that support the AL program.
• Established working relationships with teachers, directorate staff, NGOs, and other stakeholders as required.
• Provide regular progress report to the Accelerated Learning Coordinator.
• Provide feedback and facilitate communication.
• Maintain contacts and communication channels.
• Handling the responsibility of community worker, master trainer for the AL program.
• Preparing the monthly payroll for the teachers, paying them and preparing the monthly expenses reports.
• Maintain personnel files for all national staff based in northern Iraq.
• Control and update the inventory of the equipments' used in the school.
• Prepare the lists of requirements (annexes) for the internationally procured materials for both Secondary (Departments of Education and Secondary Schools) and Higher Education (Universities and Technical Institutes) in the North with all specifications.
• Lease with the HQ in Paris to have all the related documents concerning the materials procured internationally.
• Prepare the specifications of the locally procured educational materials.
• Prepare the call for biddings, opening bid forms and contracts for the locally requested materials.
• Communicate with the forwarder company in Amman to ensure the safe transporting of educational materials to the North.
• Lease and communicate with the local authorities to ensure the smooth transition of the different materials to the end users (preparing of distribution plans for the materials and monitoring the distribution process).
• Preparing the logistics database for the requested received and distributed educational materials.
• Drafting weekly and monthly reports.
• Participate in the preparing of project breakdown for the logistics and procurement projects.
• Preparation of the financial status of the procurement projects.