UNDP Jobs - 65405- Finance Associate

Finance Associate

Location :

Dakar, SENEGAL

Type of Contract :

FTA Local

Starting Date :

01-Jun-2016

Application Deadline :

06-May-16 (Midnight New York, USA)

Post Level :

GS-6

Duration of Initial Contract :

One year

Languages Required :

English French

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

Organizational Context

Under the guidance of the Operations Manager and direct supervision of the Finance Associate, the Finance Associate ensures effective execution of financial services and processes in CO 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 CO and with UNDP HQs staff for resolving finance-related issues and information exchange.

Duties and Responsibilities

Summary of Key Functions:

Implementation of operational strategies;
Administration of budgets and cost-recovery system;
Accounting and administrative support;
Global payroll functions;
Facilitation of knowledge building and knowledge sharing.

Ensures implementation of operational 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;
Collaboration in CO 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;
Preparation of relevant financial information, as requested by the supervisor.

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 CO;
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. focusing on achievement of the following results:

Proper control of the supporting documents for payments and financial reports for NEX/DEX (NIM/DIM) projects; preparation of all types of vouchers; Pay Cycle and payments execution;
Approval of vendors in Atlas;
Preparation of voucher and POs for projects under his/her responsibility, as well as the payment cycle in Atlas;
Preparation of expenditure reports for agency projects as requested;
Performance of periodic bank reconciliation for office accounts;
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;
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;
Processing of expenditures for common services and calculation of DSAs based on travel authorizations.

Performs Global Payroll functions, focusing on achievement of the following results:

Processing, in coordination with the Human Resources Associate, of the monthly payroll register;
Preparation and processing of payments, travel claims and benefits to staff;
Introduction in Atlas, at the instruction of Human Resources, income and deductions (one time and recurring), including among others, personal telephone calls, overtime for drivers, advances for emergencies, etc;
Monthly verification of the payroll register generated by Atlas for Fixed-Term UNDP staff and those of agencies administered by UNDP, ensuring that all incomes and deductions are reflected correctly;
Coordination with the bank, once the payroll register is approved, on the creation of corresponding files for bank transfers;
In coordination with Human Resources, processing of the salary payments of personnel under IC and SC and who are not administered in the payroll register;
Coordination with the bank the delivery of the monthly file for electronic transfers of salaries.

Ensures facilitation of 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 Finance;
Sound contributions to knowledge networks and communities of practice.

Impact of Results:

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

Competencies

Functional competencies

Building Strategic Partnerships

Maintaining information and databases;
Analyzes general information and selects materials in support of partnership building initiatives.

Promoting Organizational Learning and Knowledge Sharing

Basic research and analysis;
Identifies and communicates opportunities to promote learning and knowledge sharing;
Develops awareness of the various internal/external learning and knowledge-sharing resources.

Job Knowledge/Technical Expertise

Fundamental knowledge of processes, methods and procedures;
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;
Demonstrates ability to identify problems and proposes solutions;
Gathers and analyses feedback from staff.

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;
Organizes and prioritizes work schedule to meet client needs and deadlines;
Establishes, builds and sustains effective relationships within the work unit and with internal and external clients.

Promoting Accountability and Results-Based Management

Gathering and disseminating information
Gathers and disseminates information on best practice in accountability and results-based management systems;
Prepares timely inputs to reports.

Core Competencies

Ethics & Values:

Demonstrating / Safeguarding Ethics and Integrity

Demonstrates and promotes the highest standard of integrity, impartiality, fairness and incorruptibility in all matters affecting his/her work and status.

Organizational Awareness

Demonstrate corporate knowledge and sound judgment;
Understands the structure and hierarchy of UN/UNDP, process flows throughout the organization, products and services, their measures of effectiveness, and perceptions of clients.

Developing & Empowering People/Coaching and Mentoring

Self-development;
Takes initiative and seeks opportunities to initiate action.

Working in Teams

Acting as a team player and facilitating team work;
Accepts team role, contributes to the work of the team actively and constructively.

Communicating Information and Ideas

Facilitating and encouraging open communication in the team, communicating effectively;
Uses tact and sensitivity when delivering sensitive information or resolving delicate issues.

Self Management & Emotional Intelligence

Creating synergies through self-control Stays calm and maintains composure under stress or during a crisis keeping disruptive emotions under control.

Conflict Management/Negotiating & Resolving Disagreements

Managing conflict;
Expresses disagreement in constructive ways that focuses on the issue and not the person.

Knowledge Sharing & Continuous Learning

Learning and sharing knowledge and encourage the learning of others;
Actively seeks learning opportunities, adopting best practices created by others.

Appropriate and Transparent Decision-making

Inform and transparent decision making;
Accepts responsibility and accountability for the quality of the outcome of his/her decisions.

Required Skills and Experience

Education

Secondary Education with specialized certification in Accounting and Finance;
University Degree in Business or Public Administration would be desirable, but it is not a requirement.

Experience :

A minimum of 6 years of progressively responsible finance experience is required at the national or international level;
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 Atlas.

Language Requirements

Fluency in French both written and oral;
Knowledge in English.