|Application Deadline :||20-Jun-12|
|Type of Contract :||FTA Local|
|Post Level :||GS-5|
|Languages Required :||
|Starting Date :|
(date when the selected candidate is expected to start)
|Duration of Initial Contract :||initial 1 year contract|
|Expected Duration of Assignment :||renewable at end of year depending on performance appraisal|
|Under the guidance and supervision of the Operations Manager and direct supervisor, the Finance Assistant provides financial services ensuring high quality, accuracy and consistency of work. The Finance Assistant promotes a client-oriented approach consistent with UNDP rules and regulations.
The Finance Assistant works in close collaboration with the operations, programme and projects’ staff in the Country Office (CO) and with UNDP HQs staff to exchange information and ensure consistent service delivery.
Duties and Responsibilities
|Ensures implementation of operational strategies focusing on achievement of the following results:
Ensures functioning of the optimal cost-recovery system focusing on achievement of the following results:
- Full compliance of financial processes and financial records with UN/UNDP rules, regulations, policies and strategies;
- Input to the CO business processes mapping and elaboration of the content of internal Standard Operating Procedures in Finance in consultation with the direct supervisor and office management.
Provides accounting and administrative support to the Finance Unit focusing on achievement of the following results:
- Provision of inputs for preparation of cost-recovery bills in Atlas for the services provided by UNDP, follow up on cost recovery.
Ensures proper CO cash management system functioning focusing on achievement of the following results:
- Proper control of the supporting documents for payments and financial reports for NEX projects; preparation of all types of vouchers for projects and on-behalf of UNOPS and non-Atlas Agencies; PO vouchers; Pay Cycle and payment execution;
- Proper receipting of goods and services and establishment of accruals;
- Maintenance of the internal expenditures control system which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in Atlas; travel claims, MPOs and other entitlements are duly processed;
- Timely corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers;
- Presentation of information on the status of financial resources as required;
- Maintenance of the Accounts Receivables for UNDP projects and recording of deposits in Atlas;
- Management of cash receipts and petty cash;
- Maintenance of the proper filing system for finance records and documents;
- Preparation of vouchers and PO vouchers for management projects can in small offices be performed by Finance Associates. Voucher creation functions in the offices with Service Centres or Project offices can be performed by Service Administrators of the Service Centres or Finance Assistants of Project offices.
Supports knowledge building and knowledge sharing in the CO focusing on achievement of the following results:
- Alternate to Finance Associate (ICS-6) for timely review of cash position for local accounts to ensure sufficient funds on hand for disbursements. Timely identification and recording of receipts for income application;
- Alternate to Finance Associate (ICS-6) for daily review of zero-balance account bank statements in Atlas to monitor imprest level; identification and recording of contributions;
- Preparation of monthly UN exchange rate report to Treasury;
- Timely and accurate preparation of bank reconciliations;
- Initiation of bank transfers and deals in Atlas;
- Creation of deals in large offices can be performed by Finance/Treasury Associates.
- Participation in the trainings for the operations/ projects staff on Finance;
- Contributions to knowledge networks and communities of practice.
Promoting Organizational Learning And Knowledge Sharing
- Tracks and reports on mobilized resources.
Job Knowledge/Technical Expertise
- Identifies and communicates opportunities to promote learning and knowledge sharing.
Promoting Organizational Change and Development
- Understands the main processes and methods of work regarding to the position (financial resources management);
- Possesses basic knowledge of organizational policies and procedures related to the financial resources management and applies them consistently in work tasks;
- Strives to keep job knowledge up-to-date through self-directed study and other means of learning;
- Demonstrates good knowledge of information technology and applies it in work assignments.
- Demonstrates ability to identify problems and proposes solutions;
- Design and Implementation of Management Systems;
- Uses information/databases/other management systems;
- Makes recommendations related to work procedures and implementation of management systems.
- Reports to internal and external clients in a timely and appropriate fashion;
- Organizes and prioritizes work schedule to meet client needs and deadlines;
- Responds to client needs promptly;
- Promoting Accountability and Results-Based Management;
- Maintains databases;
- Prepares timely inputs to reports.
- Demonstrate corporate knowledge and sound judgment;
- Self-development, initiative-taking;
- Acting as a team player and facilitating team work;
- Facilitating and encouraging open communication in the team, communicating effectively;
- Creating synergies through self-control;
- Managing conflict;
- Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member;
- Informed and transparent decision making.
Required Skills and Experience
- Secondary Education with specialised 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.
- Fluency in English and Samoan, both verbal and writing.
UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.