Background

Under the guidance and direct supervision of the Operations Manager, the Finance Associate ensures execution of financial services and processes in UNDP Kosovo office and transparent utilization of financial resources. The Finance Associate promotes a client-oriented approach, consistent with UNDP rules and regulations approach.

The Finance Associate works in close collaboration with other operations, programme and project’s staff in UNDP Kosovo office and UNDP HQs staff for resolving complex finance-related issues and information exchange.

Duties and Responsibilities

 Duties and Responsibilities

  • 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

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

• Full compliance of financial activities, financial recording/reporting system with UN/UNDP rules, regulations, policies and strategies; implementation of the effective internal control, proper functioning of a client-oriented financial resources management system.
• Elaboration of proposals and implementation of cost saving and reduction strategies in consultation with office management

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

• Establishment of criteria for pro-ration of Agencies contributions to the common services account, preparation and modifications of the common services budget and follow up on timely recovery of payments
• Timely preparation of vouchers in Atlas for UN Agencies, for services provided by UNDP to other Agencies, as well as payments for UNDP management projects, elaboration and implementation of the income tracking system and follow up with the Agencies on cost recovery.
• Regularly scrutinizing reports for voucher errors and PO exceptions, management projects status.
• Timely preparation of cost-recovery bills in Atlas for the services provided by UNDP to other Agencies, as well as bills to UNDP projects, elaboration and implementation of the income tracking system and follow up with the Agencies on cost recovery.

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

• Proper control of the supporting documents for payments, implement proper filing system for support documents of all prepared vouchers, paid by local and BofA accounts.
• Monthly support controlling and payrolls processing in Atlas
• Acts as Payroll Administrator
• Maintenance of the internal expenditures control system which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in Atlas, travel claims, MPOs. SOLA and other entitlements are duly processed.
• Timely corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers

4. Ensures proper Country Office (CO) cash management functioning focusing on achievement of the following results:
• Verification of vouchers and comparing with Pay cycle list.
• Deposit recording in Atlas including application of the deposit to an Accounts Receivable pending item


5. 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

Perform other duties within your functional profile as assigned and deemed necessary for the efficient functioning of the office


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

Functional Competencies:

Building Partnerships
Level 1.1: Maintaining information and databases

 

  • Tracks and reports on mobilized resources


Promoting Organizational Learning And Knowledge Sharing
Level 1.1: 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/Expert
Level 1.1: 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

Level 1.1: 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

Level 1.1: 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

Level 1.1:  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

Level 1.1:  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
  • Promoting learning and knowledge management/sharing is the responsibility of each staff member.
  • Informed and transparent decision making Prince2 training and certification, RMG

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.
  • UNDP Accountancy & Finance Test required

Experience: 

  • Secondary education and 6 years or University Degree and 3 of progressively responsible finance and accounting experience is required at the national or international level.
  • Experience in the usage of computers and office software packages 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 Requirements: 

  • Fluency in English and Albanian is required. Serbian an asset