UNDP Jobs - 51314- Finance Associate

Finance Associate

Location :

Panama City, PANAMA

Type of Contract :

FTA Local

Starting Date :

Application Deadline :

23-Nov-14 (Midnight New York, USA)

Post Level :

GS-6

Duration of Initial Contract :

Languages Required :

English Spanish

Expected Duration of Assignment :

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. UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

Background

Under the guidance and supervision of the Programme Finance Associate, the Finance Associate ensures effective execution of financial services and processes in Regional Hub and transparent utilization of financial resources. The Finance Associate promotes a client-oriented approach consistent with UNDP rules and regulations. The Finance Associate can supervise clerical and support staff of the Finance Unit. The Finance Associate works in close collaboration with the operations, programme and projects’ staff in the Regional Hub, Agencies, COs and with UNDP HQs staff to exchange information and ensure consistent service delivery.

Duties and Responsibilities

Summary of Key Functions:

Implementation of operational and financial management strategies;
Administration of budgets and cost-recovery;
System Accounting;
Finance and administrative support;
Global payroll;
Regional Hub cash management;
Facilitation of knowledge building and knowledge sharing.

Ensures implementation of operational and financial management strategies, adapts processes and procedures focusing on achievement of the following results:

Full compliance with UN/UNDP rules and regulations of financial processes, financial records and reports and audit follow up; implementation of the effective internal control framework;
Regional Hub 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;
Provision of inputs for implementation of cost-saving and reduction strategies in consultation with the office management;
Preparation of cost sharing and trust fund agreements.

Ensures administration of budgets and functioning of the optimal cost-recovery system focusing on achievement of the following results:

Preparation and modifications of budgets for UNDP management projects, follow-up with HQs on ASL for management projects;
Presentation of researched information for planning and status of financial resources of the Regional Hub;
Sending project budget to KK if authorized by the Senior Management (can be done only on the basis of signed prodocs and project budgets);
Timely preparation of cost-recovery bills in Atlas for the services provided by UNDP, implementation of the income tracking system and follow up on cost recovery.

Provides accounting and administrative support to the Finance Unit and performs Global payroll functions focusing on achievement of the following results:

Proper control of the supporting documents for payments and financial reports for NIM/DIM projects;
Preparation of all types of vouchers; Pay Cycle and payments execution;
Proper receipting of goods and services and establishment of accruals;
Approval of vendors in Atlas (if a senior member of the Finance team);
Global payrolls processing in Atlas;
Maintenance of the internal expenditures control system which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in Atlas; payrolls are duly prepared and processed; travel claims, MPOs and other entitlements are duly processed;
Timely accounts closure;
Timely corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers;
Timely response to HQ requests to resolve financial data issues;
Timely corrective actions on erroneous data in Atlas;
Preparation of financial reports as required;
Maintenance of the Accounts Receivables for UNDP projects and follow-up with partners on contributions, deposits creation in Atlas and their application to AR pending items;
Timely VAT reimbursements and government contributions to the Regional Hub as required.

Ensures proper Regional Hub cash management functioning focusing on achievement of the following results:

Alternate to Programme Finance Associate (GS7) 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 Programme Finance Associate (GS7) 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;
Alternate to Programme Finance Associate (GS7) for timely preparation of monthly cash flow forecast for use by Programme Finance Associate;
Liaison with UN Agencies to obtain estimate of their cash requirement;
Initiation of bank transfers and deals in Atlas.

Supports knowledge building and knowledge sharing in the CO focusing on achievement of the following results:

Organization of trainings for the operations/ projects staff on Finance;
Synthesis of lessons learnt and best practices in financial management;
Sound contributions to knowledge networks and communities of practice.

Competencies

Functional Competencies:

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:

6 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 Spanish, both oral and written, is required;
Working knowledge of another UN official language is an asset;
Proficiency in English will be tested through assessment tools such as TOEFL.

Other:

UNDP Accountancy & Finance Test required.

Note

All applications can include only one attachment that consists of a complete and signed UNDP P11 - Personal History Form together with an updated English CV. Applications without the complete P11 form will be treated as incomplete and will not be considered for further assessment.

Only short-listed qualified candidates will be contacted.

Applications received after the deadline will not be considered.

This is a local position, therefore only citizens of the Republic of Panama can apply. Candidates who are not nationals but are residents of Panama with legal working status may also be considered.

If you require assistance with your application please contact: rc.lac.vacancy@undp.org