Information Management

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Job Description

Result of Service

The consultant is expected to deliver the following tangible results: Key Features of the Platform and Additional Deliverables: The platform will be an online solution built on Microsoft PowerApps, designed to automate the reconciliation of billing (financial transactions) between UN Agencies. It will streamline the verification processes by automating tasks currently managed through emails and Excel, enhancing efficiency and data integrity. The platform will be integrated with reports saved in SharePoint, allowing users to easily access, verify, and reconcile financial data, while ensuring that all transactions are securely processed and tracked in real-time.

Automated Workflows: The platform will automate key steps of the financial transaction verification and reconciliation process. This includes routing tasks to the appropriate users (e.g., Field Offices, HQ Units), validating transaction files, and automatically assigning tasks for verification. Workflow automation will reduce manual intervention and errors by ensuring transactions are processed according to pre-set rules and deadlines. For example: o The system will automatically notify the relevant Field Office when a UNDP file is uploaded and assign verification tasks based on user roles. It will validate file formats and structures, detect errors before verification begins, and flag them for correction.
Audit Trails and Security: The system will log every action performed by users within the portal, including login attempts, data modifications, approvals, and rejections. These audit trails will support full traceability for financial transactions. Security measures will include role-based access controls, ensuring that each user can only access the data and perform actions relevant to their role. For example, Field Offices will be able to view and verify their assigned transactions, while the HQ Units will handle approvals and final reviews.
Notifications and Reminders: The platform will be equipped with an automated notification system to remind users of pending actions. Notifications will be triggered based on task completion and deadlines, ensuring no critical steps are missed. Reminders will be sent via email or within the platform to alert users when actions such as transaction verification, approvals, or rejections are required. For example, after a UNDP file is uploaded, the system will send notifications to the Field Offices with a link to the relevant transactions and include deadlines for completion.
Data Integration and Export: The platform will serve as a centralized repository for all related data, integrating financial data from multiple sources to ensure seamless reconciliation. Users will be able to export transaction data to Excel or other formats for further processing, such as uploading into Umoja (UN`s ERP System). o The system will also facilitate the preparation of files for upload to Umoja, ensuring the correct format is maintained. o Relevant Umoja reports will be linked to the platform to allow users to access up-to-date financial data directly from the system. Users will be able to view balances and linked transactions.
Training and Documentation: o Comprehensive training sessions will be delivered to ensure all relevant staff are proficient in the use of the platform. o The consultant will provide detailed user manuals and documentation to support future users and administrators. o Training materials, including guides and video tutorials, will be created to ensure the system can be independently maintained post-project.
Timely Delivery and Ongoing Support: o The project must be completed within the period of the consultancy contract, with all functionalities fully operational. o The consultant will provide support during the initial deployment phase to ensure smooth transition to internal IT department.

Duties and Responsibilities

Classify and Secure Information: Ensure that all financial data shared on the platform is appropriately classified and secured, maintaining confidentiality and access controls for authorized users only. Develop and Customize the Financial Reconciliation Platform: Design and implement the platform to automate the verification and reconciliation of financial transactions. The consultant will collaborate closely with the SPBFS team to ensure that the platform meets the functional and technical requirements. Training and Knowledge Transfer: Design and deliver comprehensive training to staff, ensuring that users are proficient in utilizing the platform and its various functionalities. Provide support during the transition phase and deliver training materials for ongoing use.

Qualifications/special skills

Master in Business Administration, Information Management or related area is required. A first-level university degree in combination with two additional years of qualifying experience may be accepted in lieu of the advanced university degree. A minimum two years of experience in information management, administration, finance/administration and/or related areas is required. Skills working with Microsoft Power Apps, including Power BI, SharePoint is required. Experience working with an ERP system such as SAP is desirable.

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