Background

Background:

UNDP in Sri Lanka is reorganizing internally and moving to an integrated collaborative business model. Internally, an energetic and innovative team will converge around the planning, design, implementation and quality assurance of an integrated programme in a fast-paced environment. Fostering strategic partnership and alliances with different stakeholders will require a team which consistently approaches work with energy and a positive, constructive attitude and has a strong client orientation. Strong UN partnerships are valued for Delivering Together in a true spirit of collaboration and teamwork.

Post Context:

Under the guidance and supervision of the Operations Finance Associate, the Operations Assistant (Finance) provides financial services ensuring high quality, accuracy and consistency of work. The incumbent promotes a client-oriented approach consistent with UNDP rules and regulations.

 S/he works in close collaboration with the operations, programme and projects’ staff in the Country Office (CO) and with UNDP Head Quarters staff to exchange information and ensure consistent service delivery.

The Operations Assistant (Finance) will, upon request, provide backstopping to the Finance Associate on Treasury processes.

Duties and Responsibilities

Summary of Key Functions:

1. Implementation of operational strategies
2. Functioning of cost-recovery system
3. Accounting and administrative support
4. CO cash management 

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

• Full compliance of financial processes and financial records with UN/UNDP rules, regulations, policies and strategies.
• Input to the CO business processes mapping, proactive inputs into improving efficiency of operations and elaboration of the content of internal Standard Operating Procedures in Finance in consultation with the direct supervisor and office management.
• Provide inputs on CO cash management system improvement.

     2. Ensures functioning of the optimal cost-recovery system focusing on achievement of the following results:

• Provision of inputs for preparation of cost-recovery bills in Atlas for the services provided by UNDP, follow up 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 and financial reports for National Implementation (NIM) projects; preparation of all types of vouchers for projects and on-behalf of Atlas non-Atlas Agencies (Atlas is the name of  our corporate computer based Enterprise Resource Planning system) and; Purchase Orders vouchers; Pay Cycle and payment execution.
• 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, Monthly Payment Orders (MPOs) and other entitlements are duly processed
• Timely corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers.
• Presentation of information on the status of financial resources as required.
• Maintenance of the Accounts Receivables for UNDP projects and recording of deposits in Atlas.
• Management of cash receipts and petty cash.
• Maintenance of the proper filing system for finance records and documents.
• Provide backup support on matters related to Global Payroll.

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

• Alternate to Finance Associate for support to 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.
• Alternate to Finance Associate for support to daily review of zero-balance account bank statements in Atlas to monitor imprest level; identification and recording of contributions.
• Stop payment initiation on internet banking systems.
• Preparation of monthly UN exchange rate report to Treasury.
• Timely and accurate preparation of bank reconciliations.
• Initiation of bank transfers and deals in Atlas when requested/ as agreed with supervisors.

      5. Supports knowledge building and knowledge sharing in the CO focusing on achievement of the following results:

• Participation in the trainings for the operations/ projects staff on Finance.
• Contributions to knowledge networks and communities of practice.

Competencies

Functional Competencies:             

Building Strategic Partnerships

Level 1.1: Maintaining information and databases

• Analyzes general information and selects materials in support of partnership building initiatives
• 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

Job Knowledge/Technical Expertise

Level 1.1: Fundamental knowledge of processes, methods and procedures

• Understands the main processes and methods of work regarding to the position
• Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks
• 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

• 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

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

• Gathers and disseminates information on best practice in accountability and results-based management systems

Core Competencies:

• Demonstrating/safeguarding ethics and integrity  
• 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

UNDP Accounting and Finance Training and Certification 

Required Skills and Experience

Education:

Secondary Education with specialized certification in Accounting and Finance. University Degree in Business or Public Administration desirable, but it is not a requirement.

UNDP Accounting and Finance Test (AFT) required.

Experience

5 years of relevant finance experience at the national or international 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.

Language

Fluency in English and language of the duty station.

ONLY QUALIFIED SRI LANKAN NATIONALS NEED APPLY