Finance Associate



Advertised on behalf of :

Location : Nur-Sultan, KAZAKHSTAN
Application Deadline :10-Jun-21 (Midnight New York, USA)
Type of Contract :FTA Local
Post Level :GS-6
Languages Required :
English   Russian  
Starting Date :
(date when the selected candidate is expected to start)
01-Aug-2021
Duration of Initial Contract :August 2021 - August 2022
Expected Duration of Assignment :1 year with possible extension

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

UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security.

UN Women Country Office (CO) is based in Astana, Kazakhstan. CO programming includes support to Government and civil society organizations in the development and implementation of innovative approaches aimed at achieving gender equality and women’s empowerment. In Kazakhstan, UN Women supports efforts of the national partners and UN agencies in implementation of gender equality commitments in compliance with the UN human rights conventions ratified by Kazakhstan. It provides strong and coherent technical support of gender equality priorities in national and UN efforts and support to build effective partnerships with civil society and other relevant actors. It strengthens coordination on gender equality and women’s empowerment programming and enhances cooperation for gender responsive post-2015 development agenda’s implementation at the national and sub-regional levels.

Under the overall guidance of the Chief of Accounts in Headquarters (HQ) and the daily supervision of the CO Operations Analyst, the Finance Associate is responsible for the execution of a wide range of financial services and administrative processes in the CO, ensuring timeliness, efficiency and transparent use of financial resources and delivery of services in accordance with organizational financial rules, regulations, policies, procedures and approved allocations. The Finance Associate promotes a client-oriented approach consistent with UN Women rules and regulations, standard practices and guidelines.

The Finance Associate works in close collaboration with the Programme and  Operations Team as well as with the Operations and Programme teams in UN Women HQ for solving complex finance-related issues and information delivery.


Duties and Responsibilities

Implement financial strategies, in full compliance of UN Women rules, regulations, policies, and recording and reporting systems

  • Perform duties in full compliance with UN Women financial regulations and rules, policies and standard operating procedures, including internal controls;
  • Review and verify financial transactions, activities, and documentation; taking corrective actions as needed and reporting any unusual activities;
  • Monitor financial exceptions reports for unusual activities or transaction, investigate anomalies and report to the supervisor conclusions and/or present recommendations for actions/decisions;
  • Draft reports on financial status, procedures, exchange rates, costs and expenditures;
  • Follow-up on audit recommendations to monitor implementation of corrective actions;
  • Collect, verify and present information and data for use in the planning of financial resources and the formulation of the CO program work plans, budgets, proposals on implementation arrangements and execution modalities;
  • Provide assistance in Annual Work Plan entry in Results Management System (RMS) as required.
  • Provide advice and recommend solutions to a wide range of financial issues;
  • Monitor the proper functioning of the financial resources management system for office and programmatic budgets and resources;
  • Implement cost saving and reduction strategies;
  • Perform other finance related tasks.

Assistance in preparation  and administration of CO budgets in full compliance of UN Women rules, regulations, policies, and recording and reporting systems

  • Review  the budget, HQ allocations, control allotments, monitor expenditures, and verify budget revisions according to the needs of the CO;
  • Track the appropriate and timely use of financial resources; 
  • Prepare cost recovery documents or bills for the services provided by UN Women to other programmes or organizations;
  • Assist Project Managers with set up of projects in Atlas, budget revisions, project awards and status; and determine unutilized funds;
  • Implement and maintain control mechanism for development projects through monitoring budgets preparation and modifications and budgetary status;
  • Maintain internal expenditure control system;
  • Undertake corrective actions on un-posted vouchers, including vouchers with budget check errors, match exceptions and unapproved vouchers. Respond to RO /HQ requests to resolve financial data issues;
  • Prepare VAT reimbursements with adequate documentation support;
  • Perform Finance User role in Atlas and monitor status. Keep stakeholders and clients informed for timely action and/or decisions;
  • Manage petty cash fund, cash impress level
     

Provide finance support to the Programme and Operations team

  • Review accounts receivables for UN Women projects and follow-up with project managers and finance section at regional office and/or headquarters on contributions, deposits creation in Atlas and their application to AR pending items;
  • Prepare PO and non-PO vouchers for development projects;
  • Create General Ledger Journal Entries (GLJE), Accounts Payable Journal Vouchers (APJVs) as requested by Operations Analyst
  • Record and post transactions in Atlas, , travel claims, and other entitlements;
  • Monitor the setup of budgets in ATLAS to ensure they are in accordance with budgets agreed with donors and are input into ATLAS at the detailed Activity ID level;
  • Monitor each month over-expenditure of budgets and follow up with Budget Owner;
  • Monitor regularly transactions posted to projects ensuring actual expenditure has been recorded against correct budget category and activity, take timely corrective actions as required;
  • Monitor proper follow up with project managers on advances to implementing partners, review their financial reports together with project managers;
  • Monitor the financial status and under the guidance of the Operations Analyst implement control mechanisms for management/development projects;
  • Monitor and proper follow up of all the financial items in Month-end and Year-end closure instructions status and under the guidance of the Operations Manager, take correction actions as required
  • Keep stakeholders and clients informed for timely actions/decisions and review status reports for quality control;
  • Provide information inputs to financial reports for Regional Office, HQ Finance and stakeholders
  • Associate revenue and expenditure in commitment control for non-core projects.
  • Provide inputs and take necessary actions to facilitate timely financial project closure;
  • Support financial donor reporting by providing timely information and taking necessary actions as required by UN Women Virtual Global Service Centre for financial donor reporting;
  • Provide financial clearance for budget proposals and assist Project Managers with budget proposal formulation;
  • Support Project Managers on donor refunds and reprogramming of funds processes;
  • Prepare regular financial reports on implementation status with detailed breakdown of delivery and utilization rates by projects by funds.

Provide administrative support to Resource Mobilization

  • Compile and process information from donors, CO, and programme team, as inputs to various databases and documents.
  • Prepare drafts for cost sharing agreements including conditions of contributions within resource mobilization efforts, adhering to standard agreements where possible. Follow up on contributions within the CO resource mobilization efforts
     

 Facilitate knowledge building and knowledge sharing

  • Conduct finance training and/or helping organize training events and activities; as well as participate in trainings;
  • Collect and compile lessons learned and best practices in financial management and services. Disseminate to clients and stakeholders as appropriate to build capacity and knowledge;
  • Contribute to financial business operational practices and management innovations.


Competencies

Core Values:

  • Respect for Diversity
  • Integrity
  • Professionalism

Core Competencies:

  • Awareness and Sensitivity Regarding Gender Issues
  • Accountability
  • Creative Problem Solving
  • Effective Communication
  • Inclusive Collaboration
  • Stakeholder Engagement
  • Leading by Example

Functional Competencies

  • Strong knowledge of financial rules and regulations and accounting principles;
  • Strong knowledge and application skills of IT tools and understanding of management systems; 
  • Strong knowledge of spreadsheet and database packages;
  • Ability to provide input to business processes re-engineering, implementation of new systems;
  • Ability to administer and execute financial and accounting processes and transactions.


Required Skills and Experience

 

Education and certification:

  • Completion of secondary education is required.
  • Specialized national or international certification in accounting and finance is an asset
  • Bachelor's degree in Business, Finance, Accounting or Public Administration is an asset
  • Successful completion of UN Women Accounting and Finance Test is required

 

Experience:

  • At least 6 years of progressively responsible experience in finance;
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc) and spreadsheet and database packages, experience in handling of web based management systems. 
  • Experience in the use of ATLAS/ other Enterprise Resource Planning (ERP) system is an asset
  • Experience in setting and monitoring financial budgets.

 

Language Requirements:

  • Fluency in English and Kazakh/ Russian is required;
  • Knowledge of the other UN official working language is an asset.



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