Empleos en el PNUD - 59555- Finance/Administrative Assistant

Finance/Administrative Assistant - (Only Open to Japanese Nationals and Residents with Permit to Work)

Localidad :

Tokyo, Japón

Tipo de contrato :

FTA Local

Fecha de comienzo del contrato :

01-Nov-2015

Fecha límite de postulación :

15-Sep-15 (Medianoche Nueva York, Estados Unidos)

Nivel de puesto :

GS-5

Duración del contrato inicial :

One year with possible extension

Idiomas requeridos :

Inglés

Duración esperada del puesto :

El PNUD está comprometido con lograr la diversidad de su personal en términos de género, nacionalidad y cultura. Se alienta por igual a las personas que pertenecen a grupos minoritarios, a pueblos indígenas o que tienen alguna discapacidad a presentar su candidatura. Todas las solicitudes se tratarán con la mayor confidencialidad. UNDP no tolera la explotación y el abuso sexual, ningún tipo de acoso, incluido el acoso sexual, ni la discriminación. Por lo tanto, todos los candidatos seleccionados serán sometidos a una rigurosa verificación de referencias y antecedentes.

Antecedentes

Under the direct supervision of the Operations Associate and the overall guidance and oversight of the Deputy Director, the Finance/Administrative Assistant provides accounting and administration services ensuring high quality, accuracy and consistency of work. The Finance/Administrative Assistant also provides support to office budget management as well as overall administration.

The Finance/Administrative Assistant promotes a client, quality and results-oriented approach. The Finance/Administrative Assistant works in close collaboration with Directorate, PR unit, Operations unit and other UN agencies to ensure consistent service delivery.

Deberes y responsabilidades

Summary of key functions:

Implementation of operational strategies;
Finance and accounting support;
Budget management and operations support;
Overall administrative support;
Knowledge building and knowledge sharing.

Ensures implementation of operational strategies, focusing on achievement of the following results:

Full compliance of financial processes and financial records with UNDP rules, regulations, policies and strategies, and IPSAS;
Provision of input to the office business processes and elaboration of work plans.

Provides finance and accounting support, focusing on achievement of the following results:

Preparation of all types of vouchers for projects including PO vouchers and payment execution;
Maintenance of the internal expense control system which ensures that vouchers processed are matched and completed and that transactions are correctly recorded and posted in Atlas;
Timely corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, or unapproved vouchers;
Maintenance of account receivables for office management projects and recording of deposits in Atlas;
Maintenance of General Ledgers for the office management projects and takes corrective actions as required;
Provision of inputs for preparation of bills in Atlas for the services provided by UNDP and follow-up on cost recovery;
Ensuring inventory records in Atlas are up to date and accurate;
Proper control of the supporting documents for payment and financial reports for office management projects;
Completion of financial closures;
Daily review of bank account statements in Atlas to monitor the imprest level;
Timely and accurate preparation of bank reconciliation.

Provides budget management and operations support, focusing on achievement of the following results:

Review and monitoring of the budget status for the office operations;
Preparation of monthly, quarterly, or yearly budget reports as required;
Preparation of budget requests and creation, revision and extension of management projects;
Provision of budget clearance, budget set-up and budget revision;
Provision of the forecast of the extra budgetary and the expenses related to activities as required;
Maintenance of the Integrated Work Plan.

Provides overall administration support, focusing on achievement of the following results:

Maintenance of the procurement related documents;
Support to CAP (Contract, Assets and Procurement Committee) processes;
Support to consultant hiring;
Support to contracting with vendors;
Assistance to inventory and asset management exercise;
Provision of administrative services to other UN agencies;
Settlement of travel expenses, including the estimate preparation and the calculation of the daily substance allowances and terminal expenses;
Various document verifications;
Back-up for the Operations Associate;
Provision of assistance to the project managements, utilizing Atlas.

Support knowledge building and knowledge sharing in the office, focusing on achievement of the following results:

Participation in the training for the operations/projects staff on Finance/Administration;
Contributions to knowledge networks and communities of practice;
Contributions to knowledge sharing in the office.

Competencias

Corporate Competencies:

Demonstrates commitment to UNDP’s mission, vision and values;
Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.

Functional Competencies:

Development and Operational Effectiveness:

Ability to perform a variety of standard tasks related to financial resources management, including screening and collecting documentation, financial data processing, filing, and provision of information;
Good knowledge of financial rules and regulations, IPSAS, and accounting;
Good knowledge of budget management including the result based budgeting;
Understanding of the policies and procedures relating to UNDP finance and administration;
Ability to provide input to business processes re-engineering, and implementation of new system;
Strong IT skills and knowledge of Atlas.

Leadership and Self-Management:

Focuses on results for the client and responds positively to feedback;
Consistently approaches work with energy and a positive, contractive attitude;
Remains calm, in control and good humored even under pressure.

Knowledge Management and Learning:

Shares knowledge and experience;
Actively works towards continuing personal learning and development in one or more practical areas, acts on learning plans and applies newly acquired skills.

Candidate selected for the position should proceed with UNDP Accounting and Finance Training and certification; and b) UNDP Procurement Training Certification programme.

Habilidades y experiencia requeridas

Education:

Secondary Education;
Certification in Finance and Administration is desirable;
University Degree or equivalent in Business of Public Administration would be desirable, but it is not a requirement.

Experience:

5 years of relevant experience in finance and administration at the national or international level required;
Experience in the usage of computers and office software packages (MS Word, Excel, etc), knowledge of spreadsheet and database packages, and experience in handling of web based management systems;
Experience in international organizations would be an asset.

Language:

Fluency in English and Japanese.

Note:

All the applications should be submitted online;
All the applicants are required to submit a completed/signed P-11 form (UN Personal History Form) with a cover letter in Japanese (A4, one page) explaining the qualification and experience they can bring to the post. Please upload a P-11 form with a cover letter. (The link to a P-11 form is here.);
Only short-listed applicants will be contacted.

Please combine all your documents into one (1) single PDF document as the system only allows to upload maximum one document.