In implementing PROSPER-Bangsamoro Phase 2, the Project will partner with Bangsamoro regional and local government institutions as well as civil society organizations and local social formations representing groups in marginalized and vulnerable situations in the region, such as women, youth, Indigenous Peoples and former combatants. The Project will also actively coordinate with national government agencies and peace mechanisms in the design and implementation of some components of PROSPER-Bangsamoro Phase 2.

Building on the networks established and strengthened under the previous conflict-prevention and peacebuilding programmes supported by Australian Embassy and implemented by UNDP Philippines, Phase 2-PROSPER Bangsamoro will work with women peacebuilders and mediators, youth advocates, Indigenous Peoples representatives, and members of Moro liberation fronts. 

To support the Peacebuilding Cluster under the Peace and Stabilization Team, and primarily to assist in the implementation of Phase 2-PROSPER-Bangsamoro, UNDP is seeking a Finance and Administrative Officer based in Cotabato City. This position will support the Project in the day-to-day financial management, monitoring, reporting and operational coordination of PROSPER-Bangsamoro, and may also provide finance and administrative support to other peacebuilding projects under the Cluster, as required.

Duties and Responsibilities

Under the overall guidance of the Team Leader of the Peace and Stabilization Programme Team, and the Head of Cotabato Field Office and under the direct supervision of the Peacebuilding Project Manager, the Finance and Administrative Officer is responsible for providing effective financial and administrative support primarily to PROSPER-Bangsamoro and, as required, to other projects and initiatives under the Peacebuilding Cluster of the Peace and Stabilization Programme Team.

S/he analyzes, interprets and reports according to UNDP Financial Rules and Regulations, as guided by the UNDP Programme and Operations Policies and Procedures (POPP). The Finance and Administrative Officer helps to promote a collaborative, client-oriented approach consistent with UNDP rules and regulations.

The Finance and Administrative Officer will be directly responsible for successfully completing the below set of tasks within allotted, agreed-upon time frames:

• Ensures the implementation of financial management strategies and adapts processes and procedures focusing on achievement of the following results:
  • Full compliance with UNDP rules, regulations, policies and strategies, financial recording/ reporting system and implementation of effective internal controls, proper functioning of a customer-oriented financial resources management system;
  • Continuously review the financial situation and support the project in the preparation of forecasts and periodic disbursement requests to be submitted to the donor;
  • Supports the development of funding requests, negotiations and amendments to the contribution agreement;
  • Review and approve the funding authorization and expenditure certificate (FACE) from partners as and when required;
  • Facilitate annual audits; and
  • Regularly monitor financial exception reports for unusual activities and transactions and review anomalies or unusual transactions and inform the supervisor of the results of the review and the corrective actions being proposed;
  • Ensure that all financial transactions, reports, and supporting documentation are compliant with the requirements of the Contribution Agreement and UNDP’s Policies and Procedures;
  • Conduct quality assurance checks prior to the submission of financial reports to the donor, ensuring accuracy, completeness, and adherence to the donor’s reporting formats and standards;
  • Lead the preparation, formatting, and consolidation of donor financial reports, ensuring that all financial data is properly organized, verified, and supported with compliant documentation prior to submission;
  • Prepare payment requests and ensure the timely processing of disbursements in line with UNDP’s POPP and donor requirements;
  • Coordinate with relevant UNDP units, implementing partners, and project teams to gather financial data and inputs required for budget preparation, expenditure monitoring, and donor reporting;
  • Work in close collaboration with the UNDP Country Office Finance Analyst, ensuring operational-level financial implementation aligns with the Country Office’s strategic financial oversight and quality assurance functions;
  • Finalization of the financial sections of the update of the progress report and the disbursement request and preparation of quarterly and biannual forecasts of cash flows and annual cash flows;
  • Timely review and finalization of the improved financial report and other ad hoc financial reports as required by the project;
  • Timely preparation of program budget reviews and provision of justifications for budget reallocation / reprogramming requests;
  • Preparation and monitoring of budgets; regular analysis and reporting on budget approvals and delivery status;
  • Monitor and ensure that donor contributions are properly transferred to UNDP in a timely manner;
  • Ensure that advance payments and direct payments are properly reviewed and made in a timely manner, and ensure that payment information is correctly recorded in the Quantum system in a timely manner;
  • Ensures proper management of cash receipts and petty cash; and
  • Maintenance of the proper filing system for finance records and documents.
• Ensures implementation of project operations focusing on achievement of the following results:
  • Provide effective financial support to the implementation of Peacebuilding projects;
  • Ensure timely and quality financial support to project activities;
  • Facilitate the conduct of personnel performance appraisal; monitor personnel leave credits and absences;
  • Undertake any additional tasks as assigned by the Project Manager.
• Ensures proper project cash management functioning focusing on achievement of the following results:
  • Timely review of resource balance to ensure availability of sufficient funds for implementation and appropriate disbursements;
  • Timely identification and registration of receipts for the income request;
  • Timely preparation of monthly cash flow forecasts for use by supervisor.
• Provides technical advice and support for effective and efficient financial control in the project, focusing on achievement of the following results:
  • Analyze and interpret the financial rules and regulations of UNDP, and assist in providing solutions to issues related to finance, logistics and day-to-day office administrative activities, while, promoting a collaborative, client-focused, quality and results-oriented service;
  • Provision support for planning of financial resources of the Peacebuilding Cluster projects, such as preparation of reports containing analysis of the financial situation; preparation, planning