Background

Under the guidance and direct supervision of the Operations Advisor, OHR, and in cooperation and coordination with the Senior Finance Associate and in collaboration with the Contract Associate, the Finance Associate ensures effective execution and management of financial services of OHR and its clients. The Finance Associate promotes a client-oriented approach consistent with UNDP rules and regulations.
    
The Finance Associate works in close collaboration with the operation, programme and projects’ staff in OHR-HQs, OFRM and other UNDP HQs units, and when necessary, satellite offices of OHR in Copenhagen, for resolving finance-related issues and information exchange. The Finance Associate strives to anticipate evolving needs of clients and aims at full client satisfaction. 

Duties and Responsibilities

  • Administration and implementation of operational and financial management; strategies, adapts processes and procedures, and annual work planning process for OHR including a comprehensive travel plan;
  • Administration and implementation of payments to the integrated resource management under the OHR Project Tree;
  • Accounting. Finance and Administrative monitoring and reporting on OHR financial resources;
  • Facilitation of knowledge building and knowledge sharing.

Ensures administration and implementation of operational and financial management strategies, adapts processes and procedures, and annual work planning process for OHR including a comprehensive travel plan, focusing on achievement of the following results:

  • Responsible for administration and implementation of UN/UNDP rules and regulations of financial and corporate travel processes, financial/travel records and reports and audit follow up; administration and implementation of the effective internal control framework;
  • Responsible for administration and implementation of finance business processes mapping and elaboration of the content of internal Standard Operating Procedures in Finance in consultation with the direct supervisor and office management.
Ensures accounting, finance and administrative process implementation to the OHR, focusing on achievement of the following results:
  • Backstop the Senior Finance Associate with timely position distribution of OHR staff in Atlas;
  • Ensures timely accounts closure on 31 December 2014;
  • Ensures timely corrective actions on erroneous data in Atlas as recorded for 2014;
  • Responsible for accurate recording and reconciliation of fees collected from COs for Finance and HR certifications and clear any backlogs from 2013;
  • Responsible and oversight to clear the backlog of the Accounts Receivable for OHR projects and follow-up with partners on 2014 contributions coordination with the Treasury on application of AR pending items;
  • Develops and responsible for cost recovery billing mechanisms (invoices, GLJEs) in 2014;
  • Proper management of the processes for payments and financial reports for OHR projects; manages the backlog of all types of vouchers; monitoring and oversight of daily inclusion of all posted vouchers in the Pay Cycle and payments execution;
  • Ensures proper receipt of goods and services and establishment of accruals;
  • Manages the internal expenditures control system which ensures that the backlog of vouchers processed are matched and completed, transactions are correctly recorded and posted in Atlas; payrolls are duly prepared and processed; backlog of travel claims, MPOs and other entitlements are duly completed;
  • Ensures timely corrective actions on the backlog of unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers;
  • Conduct 2014 review and follow up of long outstanding accounts;
  • Development and implementation of control mechanisms – for 2014 - for projects through supporting budgets preparation and revision, budgetary status versus ASL;
  • Manages quarterly and 2014 year-end closure exercises (such as inventory counts, Atlas data clean up, etc.);
  • Other Finance-related roles and responsibilities as requested by the Supervisor.
Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results:
  • Backstop the Senior Finance Associate to brief and assist OHR staff on basic financial and resources procedures and requirements in respect to finance monitoring;
  • Synthesis of lessons learnt and best practices in finance and travel;
  • Sound contributions to knowledge networks and communities of practice.

The key results have an impact on the overall execution of the UNDP-OHR HQs financial services and success in implementation of operational strategies. Accurate analysis and presentation of financial information ensures proper financial processes in the OHR-HQs.

Competencies

Functional Comnpetencies:

Building Partnerships:
Maintaining information and databases
  • Tracks and reports on mobilized resources. 
Promoting Organizational Learning and Knowledge Sharing:
Basic research and analysis
  • Researches best practices and poses new, more effective ways of doing things;
  • Identifies and communicates opportunities to promote learning and knowledge sharing.
Job Knowledge/Technical Expertise:
Fundamental knowledge of processes, methods and procedures
  • Understands the main processes and methods of work regarding to the position;
  • Possesses knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks (specialized knowledge related to financial resources management, including formulating budgets, maintaining Accounts Receivables and Accounts Payables, reporting);
  • 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;
  • Promoting Organizational Change and Development;
  •  Presentation of information on best practices in organizational change;
  •  Documents ‘best practices’ in organizational change and development within and outside the UN system;
  • Demonstrates ability to identify problems and proposes solutions.
Design and Implementation of Management Systems:
Data gathering and implementation of management systems
  • Uses information/databases/other management systems;
  •  Makes recommendations related to work procedures and implementation of management systems.
 Client Orientation:
 Maintains effective client relationships
  • 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:
 Gathering and disseminating information
  • Maintains databases.
 Core Competencies:
  • 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

Education:

  • 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.

 Experience:

  • Seven (7) years of progressively responsible finance and accounting experience is required;
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of spreadsheet and database packages, experience in handling of web based management systems and ERP financials, preferably PeopleSoft;
  • Knowledge of IPSAS and/or IFRS required.

 Language:

  • Fluency in English and working knowledge of other UN languages would be an asset.

Please note: 

The conditions of service of Temporary Appointments (TA) differ from those of permanent or fixed-term appointments. Staff member holding Permanent or Fixed-term appointments wishing to apply to this position will be subject to a mandatory break in service in accordance with paragraph 1.7 and Annex IV of UNDP’s Temporary Appointment Guidelines.  For further and more detailed conditions of service for TA contracts, please consult with your HR Business Adviser.