Please note the appropriate Tier indicated in the vacancy title and ensure that you are holding the applicable contract as defined below:
- Tier 1: UNDP/ UNCDF/ UNV staff holding permanent (PA) and fixed term (FTA) appointments (defined as โinternalโ candidates)ย ย
- Tier 2: UNDP/ UNCDF/ UNV staff holding temporary appointments (TA) and personnel on regular PSA contractsย
- Tier 3: All other contract types from UNDP/UNCDF/UNV and other agencies, and other external candidatesย
Background
The UNDP Country Office administers and manages common premises and shared services on behalf of the co-located UN agencies, funds, and programs. The Common Premises Unit is established to ensure the efficient, secure, and cost-effective management of all common premises, assets, and services. The unit's objective is to provide high-quality support services to all Participating Agencies, enabling them to focus on their core mandatesย
Under the guidance and direct supervision of the Finance Analyst โ Head of Finance Unit, with matrix reporting to theย Operations Specialist - CP, the Finance Assistant provides financial services ensuring high quality, accuracy and consistency of work. The Finance Assistant promotes a client-oriented approach consistent with UNDP rules and regulations.
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Duties and Responsibilities
Support implementation of operational strategies.
- Ensure full compliance of financial processes and financial records with UNDP Programme and Operations Policies and Procedures (POPP) and strategies.
- Provide input to the Finance unit and office management in preparing and reviewing CO and CP business processes mapping and elaboration of the content of internal standard operating procedures in finance in consultation with the direct supervisor and office management.
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Provide accounting and administrative support to the CP and Finance unit.
- Extract details on income, expenditure, assets, and liability from accounting system to analyze and verify accuracy and validity and further to process various adjustments in the accounts.
- Generate reports, prepare worksheets, and assists with the preparation of financial statements.
- Perform the closure of monthly accounts and take actions on year-end financial closure as per guidelines and instructions from Finance Division.
- Follow up on accounts receivables from UN agencies and various other UN entities on monthly basis.
- Scrutinize source documents for completeness, accuracy, and validity of charges.
- Review requests and record adjusting entries in ERP.
- Drafts routine correspondence with respect to enquiries related to relevant financial and budget matters.
- Complete accurate and timely processing of invoices according to instructions and established financial rules upon receipt of required and complete documentation.
- Verify accuracy of invoices and supporting documentation submitted for payment, ensure goods and services have been received, verify mathematical computations, and create payment document in ERP for approval.
- Responds to queries from Vendors and third parties on outstanding issues such as missing invoices, delivery discrepancies, liquidated damages, prompt payment discount etc.
- Maintains and keep up-to-date files.
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Support functioning of the optimal cost-recovery system.
- Review cost recovery transactions and process the billing documents for UN Agencies and liaise with counterparts on cost-recovery matters with UN entities, funds, programmes, and follow up on cost recovery.
- Follow up on accounts receivables from UN agencies and various other UN entities on monthly basis.
- Scrutinize source documents for completeness, accuracy, and validity of charges.
- Review requests and record adjusting entries in ERP/Quantum.
Treasury:
- Reviews incoming payment instructions with regard to banking details and sources of funds.
- Notifies payees of status of payments.
- Prepare and disburse wire payments/cheques.
- Carry out other related duties as may be assigned.
- Files and archives documentation as required.
Support knowledge building and knowledge sharing in the CO.
- Participate in the training for the operations/ projects staff on finance.
- Provide contributions to knowledge networks and communities of practice.
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The incumbent shall perform other duties within their functional profile, as deemed necessary, for the efficient functioning of the of the Office, Organization.
Institutional Arrangement
The Finance Assistant will work under the direct supervision of the Finance Analyst โ Head of Finance Unit with matrix reporting to the CP Operations Specialist.
Competencies Core Achieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline Think Innovatively: LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvementsย Learn Continuously: LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback Adapt with Agility: LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexibleย Act with Determination:ย LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident Engage and Partner: LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships Enable Diversity and Inclusion: LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discriminationย
People Management :ย
Cross-Functional & Technical competencies (insert up to 7 competencies)ย Thematic Area Name Definition Business Management Customer Satisfaction/Client Management
- Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers' needs.ย
- Provide inputs to the development of customer service strategy.ย
- Look for ways to add value beyond clients' immediate requests.ย
- Ability to anticipate client's upcoming needs and concerns. Business Development Knowledge Generationย
- Ability to research and turn information into useful knowledge, relevant for context, or responsive to a stated need Business Management Working with Evidence and Dataย
- Ability to inspect, cleanse, transform and model data with the goal of discovering useful information, informing conclusions and supporting decision-making Administration & Operations Documents and Records Management ย ย ย ย
- Overall document (hard or electronic) management; registry and retention policy including storing and archiving Finance Accounting (General)
- Knowledge of accounting concepts, principles, regulations, policies and ability to apply this to strategic and/or practical situations. Finance Financial Reporting and Analysisย
- Ability to extract, evaluate financial data, derive relevant findings and present them in a meaningful and coherent manner to facilitate effective decision making and performance monitoring.ย Finance
Auditย
- Ability to examine and verify accounts and records.ย
Required Skills and Experience Min. Education requirements
- Secondary education with specialized certification in accounting and/or finance. A university degree in finance or accounting is desirable. Part-qualified accountants from an internationally accredited institute of accountancy will have a distinct advantage.ย
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- Candidates with accountancy certification from an internationally accredited institute of accountancy will have a distinct advantage. Candidates without certification but with relevant experience must complete the UNDP Finance Training and Certification Programme (FTCP), if recruited. Min. years of relevant work experienceย Minimum of 5 years (with high school diploma) or 2 years (with bachelorโs degree) of progressively responsible finance and accounting experience at the national or international level is required.