Antecedentes

Under the guidance and supervision of the senior finance associate, the finance clerk supports the provision of financial services ensuring high quality, accuracy and consistency of work. The finance clerk promotes a client-oriented approach consistent with UNDP rules and regulations.
The finance clerk works in close collaboration with the operations and programme staff in the country office and with UNDP HQs staff to exchange information and ensure consistent service delivery.

Deberes y responsabilidades

Summary of key functions:

• Ensure implementation of operational strategies and procedures;
• Provide accounting, finance and administrative support;
• Support knowledge building and knowledge sharing.

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

• Full compliance of financial processes and financial records with UN/UNDP rules, regulations, policies and strategies;
• Provision of inputs to elaboration of workplans.

Provide accounting and administrative support, focusing on achievement of the following results:

• Accounts payable;
• Create manual accounts payables;
• Prepare UN agencies invoices;
• Provision of information for reports on financial status, procedures, exchange rates;
• Manage daily pay-cycle;
• Responsible for proper control of the supporting documents for payments and funding authorization & certificate of expenditure (FACE) forms for projects and agencies;
• Ensure cheques and bank letters are appropriately signed;
• Ensure payments are accurately processed via cash management service (CMS);
• Review on-line bank balance and report to supervisor daily;
• Accounts receivable;
• Process receipts and pending Items;
• Custodian of petty cash impress system/float;
• Provision of information for reports on financial status, procedures, exchange rates, costs and expenditures (incl. MIP) and potential funding problems;
• Follow-up with other United Nations agencies for information relating to payments;
• Preparation of routine correspondence, faxes, memoranda and reports in accordance with the country office SOP;
• Extracting, inputting, copying and filing data from various sources;
• Maintenance of the proper filing system for financial records and documents;
• Supports collection of information for daily subsistence allowance (dsa), travel agencies and other administrative surveys;
• Provision of quarterly data/financial information and reports to senior finance associate to be subsequently shared with management;
• Assistance on common services/operations manager team (OMT) as and when requested;
• Any other duties as assigned.

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

• Participation in the training for the operations/projects staff on finance;
• Contributions to knowledge networks and communities of practice.

Competencias

Operational effectiveness

• Ability to perform a variety of repetitive and routine tasks and duties related to finance;
• Ability to handle a large volume of work possibly under time constraints;
• Good knowledge of administrative rules and regulations;
• Detailed knowledge and understanding of clerical, administrative, secretarial best practices and procedures, in-depth knowledge of office software applications relating to word processing, ATLAS, as required;
• Ability to operate and maintain a variety of computerized business machines and office equipment in order to provide efficient delivery of service.

Managing data

• Collects and compiles data with speed and accuracy identifying what is relevant and discarding what is not, records it in an accessible manner and maintains data bases;
• Thoroughly and methodically collects, verifies and records data demonstrating attention to detail and identifying and correcting errors on own initiative;
• Transmits file data; creates and generate queries, reports and documents utilizing databases, spreadsheets, communications and other software packages with speed and accuracy;
• Interprets data, draws conclusions and/or identifies patterns which support the work of others.

Managing documents, correspondence and reports

• Creates, edits and presents information (queries, reports, documents)  in visually pleasing, clear and presentable formats  such as tables, forms, presentations, briefing notes/books and reports using advanced word processing and presentation functions and basic database and spreadsheet software;
• Edits, formats and provides inputs to correspondence, reports, documents and/or presentations using work processing, spreadsheets and databases meeting quality standards and requiring minimal correction;
• Shows sound grasp of grammar, spelling and structure in the required language;
• Ensures correspondence, reports and documents comply with established UN standards;
• Ability to produce accurate and well documented records conforming to the required standard.

Planning, organising and multi-tasking

• Organises and accurately completes multiple tasks by establishing priorities while taking into consideration special assignments, frequent interruptions, deadlines, available resources and multiple reporting relationships;
• Plans, coordinates and organises workload while remaining aware of changing priorities and competing deadlines;
• Demonstrates ability to quickly shift from one task to another to meet multiple support needs;
• Establishes, builds and maintains effective working relationships with staff and clients to facilitate the provision of support;
• Promoting learning and knowledge management/sharing is the responsibility of each staff member.

Habilidades y experiencia requeridas

Education:

• Completed Secondary Education with at least five (5) subjects, including English Language and Mathematics at CXC along with specialized certification in accounting and finance.

Experience:

• Four (4) years of relevant accounting and financial experience at national 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
• Knowledge of IPSAS and/or IFRS is desirable.

Language Requirement:

• Fluency in English

Additional requirements:

The system will prompt you to upload a file on the next page after you “submit” your application. Fill out and upload the P11-Personal History form only. Use following link to download a copy of the P11-Personal history form: http://gy.undp.org/web/pdf/vp/P11_Personal_history_formSept2011.doc.