Job Description
Under the guidance and supervision of the Finance Specialist, the Finance Assistant ensures effective execution of sound financial management services and processes in the country office. He/ She promotes a client-oriented approach which is consistent with UNDP financial rules and regulations.
The Finance Assistant provides leadership in the execution of programme finance services ensuring effective and transparent utilization of programme financial resources and integrity of financial services.
The Finance Assistant can supervise clerical and support staff of the Finance Unit and works in collaboration with the operations, programme and projects’ staff in the CO and UNDP HQ’s staff for resolving complex finance-related issues and information exchange.
Implementation of operational strategies, adapts processes and procedures.
- Full compliance of financial processes, financial records and reports and audit follow up
with UN/UNDP rules, regulations, policies and strategies, implementation of the effective internal control. - CO Finance business processes mapping and elaboration of the content of internal Standard Operating Procedures in Finance in consultation with the direct supervisor and CO management.
- Elaboration of proposals on CO cash management system improvement.
Provision of accounting and administrative support to the Finance Unit
- Processing of Travel Requests (TRs), full reconciliation of all Travel Claims TCs), diligent monitoring of unsettled TRs and following up with colleagues to complete the travel process after return from mission.
- Produce status report of all TRs and TCs on a regular basis to senior management.
- Proper control of the supporting documents for payments and financial reports for projects; preparation of all types of invoices.
- Maintenance of the internal expenditures control system which ensures that invoices created are matched and completed, transactions are correctly recorded and posted in Quantum; travel claims, and other entitlements are duly processed.
- Timely financial accounts closure.
- Timely corrective actions on unposted invoices, including the invoices with failed validation status, funds check errors, match exceptions, unapproved invoices. Timely response to HQ requests to resolve financial data issues.
Achievement of sound and proper CO cash management functioning
- Transaction and stop payment initiation on the internet banking systems.
- Regular Initiation and creation of deals and bank transfers in Quantum.
- Presentation of thoroughly researched information on cash management, reports containing analysis and projection.
- Verification of payments, execution of Pay cycle and payments.
- Regular update of information on the procedures and regulations pertaining to maintenance of the office bank accounts; regularly conducted bank surveys.
- Timely and accurate processing of bank reconciliations of the local bank accounts and accounts that are interfaced with BOA, elaboration of the system on the CO expenditures/ donor contributions tracking.
- Deposit recording in Quantum including application of the deposit to an Accounts Receivable pending item.
Comprehensive support to CO programme financial management, and implementation of successful and optimal cost recovery
- Setting up of management budgets in Quantum (if authorized and based on approved annual budgets)
- Oversee implementation of effective internal controls, proper functioning of a client-oriented financial resources management system, control mechanism for management projects.
- Provision of information/ reports on the situation in programme, identification of operational and financial problems, proposal of solutions.
- Accuracy review, verification, and reconciliation of appropriate quantum reports.
- Adequate knowledge of ERP platform and ability to generate relevant reports for budgets, AWPs, Expenditure and Available Cash Resource Status.
- Verification and reconciliation of various expenditures reports from the CO, HQ and Executing Agencies.
- Periodic monitoring of dashboards and exceptions, identification of the remedial actions in coordination with the supervisor.
- Timely preparation of cost-recovery bills in Quantum for the services provided, implementation of the income tracking system and follow up on cost recovery.
Facilitation of knowledge building and knowledge sharing in the CO
- Organization of trainings for the operations/ projects staff on Finance related topics.
- Synthesis of lessons learnt and best practices in Finance.
- Sound contributions to knowledge networks and communities of practice.
Core
Achieve Results:
LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline
Think Innovatively:
LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements
Learn Continuously
LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback
Adapt with Agility
LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible
Act with Determination
LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident
Engage and Partner
LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships
Enable Diversity and Inclusion
LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination
Cross-Functional & Technical competencies
Business Management
Communication Ability to communicate in a clear, concise, and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience
Business Management
Operations Management Ability to effectively plan, organize, and oversee the Organisation’s business processes to convert its assets into the best results in the most efficient manner.
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
Finance
Budget management Ability to support budgetary aspects of work planning process, drawing and management of team budgets
Finance
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.
Finance
Finance business partnering Able to support business units and add value by innovating and providing solutions to financial issues/queries, including through FAQs, financial tools, advisory, etc. Influences and appropriately challenges non-finance colleagues for whom the service is being provided.
Finance
Financial risk management Ensures financial resilience through proactive assessment of risk, implementation of controls and taking mitigating action.
- Secondary Education with specialized certification in Accounting and Finance. University Degree in Finance, Business or Public Administration desirable, but it is not a requirement. Part-qualified accountants from an internationally recognized institute of accountancy will have a distinct advantage
- 5 years of relevant finance experience at the national or international level is required. Experience in the usage of computers and office software packages (MS Word, Excel, etc) and knowledge of spreadsheet and database packages, experience in handling of web based management systems. Experience with ERP financials, preferably PeopleSoft, desirable. Knowledge of IPSAS and/or IFRS desirable
