UNDP Jobs - 56433- Finance Associate - (Open to Rwandan Nationals onl

Finance Associate - (Open to Rwandan Nationals only)

Location :

Kigali, RWANDA

Type of Contract :

FTA Local

Starting Date :

Application Deadline :

20-May-15 (Midnight New York, USA)

Post Level :

GS-7

Duration of Initial Contract :

One year renewable

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

Under the overall guidance of the Deputy Country Director (Operations) and the direct supervision of the Finance Specialist, the Finance Associate provides leadership in execution of financial services in the CO ensuring effective and transparent utilization of financial resources and integrity of financial services. The Finance Associate promotes a client-oriented approach consistent with UNDP rules and regulations.

The Finance Associate works in close collaboration with the Operations, Program and project teams in the CO, UNDP HQs staff, other UN Agencies in country and their HQs for resolving complex finance-related issues and information delivery.

Duties and Responsibilities

Summary of Key Functions:

Administration and implementation of operational and financial management strategies;
Administration of budgets and cost-recovery system;
Accounting, finance and administrative support;
CO cash management;
Facilitation of knowledge building and knowledge sharing.

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

Full compliance with UN/UNDP rules, regulations, and policies of financial activities, financial recording/reporting system and follow-up on audit recommendations; implementation of effective internal controls, proper functioning of a client-oriented financial resources management system;
CO Finance business processes mapping and elaboration of the content of internal Standard Operating Procedures in Finance in consultation with the Finance Specialist;
Elaboration of proposals and implementation of cost saving and reduction strategies in consultations with the Finance Specialist;
Active participation in and contribution to the UN Finance Working Group to promote and implement harmonization of financial policies, procedures and practices for the UN system in Rwanda.

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

Processing payments ensuring proper control of the supporting documents related to CO;
Preparation and modifications of budgets for UNDPs management projects, follow up with HQs on authorized spending limits (ASL) for management projects;
Establishment of criteria for pro-ration of Agencies contributions to the common services account, preparation and modifications of the common services budgets and follow up on timely recovery of payments;
Implementation of the control mechanism for development projects through monitoring budgets preparation and modifications, budgetary status versus ASL, follow up with HQs on ASL for development projects, maintenance of the General Ledger;
Presentation of thoroughly researched information for planning of financial resources of the CO, reports containing analysis of the financial situation;
Timely preparation of cost-recovery bills in Atlas for the services provided to Projects, UN Agencies and other partners. Elaboration and implementation of the XB income tracking systems and follow up on cost recovery;
Provide budgetary and financial analysis support to non-Atlas agencies where needed

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

Proper control of the supporting documents for payments;
Payroll processing in Atlas of local payrolls of local staff, Service Contracts (SCs), Special Service Agreements (SSAs) for development projects and for NRAs;
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; travel claims, MPOs and other entitlements are duly processed;
Timely corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers;
Maintenance of the Accounts Receivables for UNDP projects and follow up with partners on contributions;
Close monitoring of CO’s performance and preparation of timely reports to Management as required;
Timely monitoring of Atlas closing processes including adjustments, generating error reports and make follow-up actions;
Perform monthly accounts closure-AAAs ( analysis and clearing of all balance sheet Accounts) and quarterly submission to HQ;
Coordinate the quarterly inventory counts activities and ensure timely submission of their reports to HQ;
Periodical balance sheet accounts analysis;
Timely VAT reimbursements, payment of GLOC by the Government.

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

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;
Deposit recording in Atlas including application of the deposit to an Accounts Receivable pending item;
Daily review of zero-balance account bank statements in Atlas to monitor imprest level; identification and recording of contributions;
Alternate to Finance Specialist as primary contact with local bank management on routine operational matters including negotiation of exchange rate on replenishment;
Transaction and stop payment initiation on internet banking systems;
Creation of bank transfers (Cash Management/Settlements) and deals in Atlas for approval by Manager Level 2 or 3;
Creation of deals, selection of deals, notification of the Manager Level 2(or3) for approval;
Alternate to Finance Specialist performing pay-cycle manager role in Atlas.
Timely preparation of monthly cash flow forecast for use by Finance Specialist. Liaison with UN Agencies to obtain estimate of their cash requirements.
Efficient implementation of the pay cycle.

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 CO efficiency in financial resources management and success in implementation of operational strategies. Accurate analysis and presentation of financial information enhances UNDP credibility in use of financial resources and proper financial process management. The information provided facilitates decision making of the management

Competencies

Corporate Competencies:

Demonstrates integrity by modeling the UN’s values and ethical standards;
Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;
Promotes the vision, mission, and strategic goals of UNDP

Functional Competencies:

Knowledge Management and Learning

Shares knowledge and experience;
Encourages office staff to share knowledge and contribute to UNDP Practice Areas;
Actively works towards continuing personal learning and development in one or more Practice Areas, acts on learning plan and applies newly acquired skills.

Development and Operational Effectiveness

Ability to perform a broad range of specialized activities aimed at effective and efficient functioning of the Operations Unit, including research and data collection, schedule management, maintenance of protocol, and information flow;
Confidentiality;
Ability to provide input to business processes re-engineering, elaboration and implementation of new data management systems;
Ability to perform a variety of specialized activities related to operations and support services in the area of, but not limited to, procurement, contracts administration, asset management, travel and logistics, etc.
Sound knowledge of UNDP financial rules and regulations, and the UN Staff Rules

Leadership and Self-Management

Focuses on result for the client;
Self-development, initiative-taking;
Acting as a team player and facilitating team work;
Consistently approaches work with energy and a positive, constructive attitude;
Remains calm, in control and good humored even under pressure;
Demonstrates openness to change;
Responds positively to feedback and differing points of view.

Required Skills and Experience

Education:

Secondary Education with specialized certification in Accounting and Finance;
University Degree in Accounting, Business or Public Administration or other related fields is highly desirable. Also, Full Atlas Proficiency and UNDP Finance Certification are highly desirable;
Pre- selected candidates would be required to take the UNDP Accounting and Finance Test to be considered for an interview;
Enrolment to the UNDP Finance Training and Certification will as well be mandatory to the successful candidate (without certification) within six months from the entry on duty.

Experience:

Minimum of 7 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), advance knowledge of automated procurement systems, and in handling of web-based information management systems is required

Language requirement:

Fluency (both oral and written) in French and English is required.