Position Purpose
Under the guidance and direct supervision of the Deputy Security Advisor and the Finance Specialist, the Finance Associate provides leadership in execution of financial services in UNDSS ensuring effective and transparent utilization of financial resources and integrity of financial services. The Finance Associate promotes a collaborative, client-oriented approachconsistent with UNDP rules and regulations.
The Finance Associate works in close collaboration with UNDP Operations staff to provide information delivery and resolve complex financial management and operational-related issues.
The Finance Associate will supervise the Finance Assistant, clerical and support staff of the Finance Unit. The Finance Associate works in close collaboration with the operations, programme and projects’ staff in the CO and with UNDP HQs staff for resolving finance-related issues and information exchange.
UNDP adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, UNDP personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration.
Key Duties And Accountabilities
Support administration and implementation of operational strategies and adapt processes and procedures.
Example Of Duties:
Ensure CO financial activities, financial recording/reporting system, and follow-up on audit recommendations are in full compliance with UNDP Programme and Operations Policies and Procedures (POPP) and strategies. Facilitate implementation of effective internal controls and proper functioning of a client-oriented financial resources management system.
Support office management in preparing and reviewing CO finance business processes mapping and elaboration of the content of internal standard operating procedures in the finance in consultation with office management.
Prepare reports containing analysis of the CO financial situation.
Assist in supporting office management to articulate the framework and conditions of contributions within the CO resources mobilization efforts.
Elaborate proposals and implement cost saving and reduction strategies in consultations with office management.
Routinely monitor financial exception reports for unusual activities and transactions; and investigate anomalies or unusual transactions. Inform senior CO management and other UNDP staff at Headquarters of the results of the investigation when satisfactory answers are not obtained.
Maintain financing and trust fund agreements, follow up on contributions within the CO resource mobilization efforts.
Ensure administration of budgets of CO management projects, clearance of budgets for development projects, and functioning of an optimal cost-recovery system.
Example Of Duties:
Produce thoroughly researched information for planning of financial resources of the CO.
Prepare and modify budgets for UNDP projects, follow up with HQ on authorized spending limits (ASL) for management projects.
Ensure administration of control mechanism for development projects by monitoring budgets, preparing and modifying budgetary status versus ASL, follow up with HQ on ASL for management projects.
Prepare timely cost-recovery and DPC bills in ERP for the services provided by UNDP. Elaborate and implement revenue tracking system and follow up on cost recovery. Establish criteria for pro-ration of Agencies contributions to the common services account, prepare and modify the common services budget, and follow up on timely recovery of payments.
Provide accounting and administrative supportto the Finance Unit
Example Of Duties:
Ensure proper control of the supporting documents and payment invoices and proper document management including systematic archiving.
Review periodic oversight of financial reports for projects and management funds/budget balance.
Maintain internal expenditures control system which ensures that invoices processed are matched and completed, transactions are correctly recorded and posted in ERP; and travel claims and other entitlements are duly processed.
Coordinate and review allocated General Ledger and sub-ledger accounts and support timely project closure.
Take timely corrective actions on unposted invoices, including invoices with validation errors, match exceptions, and/or unapproved invoices. Provide timely response to HQ requests to resolve financial data issues.
Maintain Accounts Receivables for UNDP projects and follow up with partners on contributions.
Ensure timely recording, reconciliation, and submission of VAT claims with relevant TAX authority and following up on VAT reimbursements.
Record and reconcile other revenue including payment of GLOC, in-kind contribution by governments, and agency income through UPL/LPL
Perform timely quarterly and year-end certifications as per OFM guidelines.
Ensure proper CO cash and Treasury management functioning.
Example Of Duties:
Provide timely review of cash position for local accounts to ensure sufficient funds for disbursements and maintain liquidity level approved by Treasury. Identify and record receipts and create deposits or revenue applications.
Identify and record contributions.
Serve as alternate to Finance Analyst/Specialist (or Operations Manager) as primary contact with local bank management on routine operational matters including negotiation of exchange rate on replenishment. May serve as member of bank signatory panel upon decision of Resident Representative.
Prepare timely and accurate bank reconciliations. Select bank transfers and deals for approval and settlements.
Prepare timely monthly cashflow forecast for use by Operations Manager/Finance Analyst. Liaison with UN Agencies to obtain estimate of their cash requirements. Act as alternate cashier for cash disbursements made on site.
Ensure facilitation of knowledge building and knowledge sharing in the CO.
Example Of Duties:
Organize training for the operations/programme/projects staff on financial management.
Synthesize lessons learned and best practices in financial management.
Provide sound contributions to knowledge networks and communities of practice.
Core Competencies:
Achieve Results
LEVEL 2: Scale up solutions and simplifies processes, balances speed and accuracy in doing work
Think Innovatively
LEVEL 2: Offer new ideas/open to new approaches, demonstrate systemic/integrated thinking
Learn Continuously
LEVEL 2: Go outside comfort zone, learn from others and support their learning
Adapt with Agility
LEVEL 2: Adapt processes/approaches to new situations, involve others in change process
Act with Determination
LEVEL 2: Able to persevere and deal with multiple sources of pressure simultaneousl
Engage and Partner
LEVEL 2: Is facilitator/integrator, bring people together, build/maintain coalitions/partnerships
Enable Diversity and Inclusion
LEVEL 2: Facilitate conversations to bridge differences, considers in decision making
People Management
UNDP People Management Competencies can be found in the dedicated site .
Cross-Functional & Technical Competencies:
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. Provide inputs to the development of customer service strategy. Look for ways to add value beyond clients’ immediate requests. Ability to anticipate client’s upcoming needs and concerns
Business Development Knowledge Facilitation
Ability to animate individuals and communities of contributors to participate and share, particularly externally
Business Management Working with Evidence and Data
Ability to inspect, cleanse, transform and model data with the goal of discovering useful information, informing conclusions and supporting decision-making
Finance Accounting (General)
Knowledge of accounting concepts, principles, regulations, policies and ability to apply this to strategic and/or practical situations.
Finance Budget Management
Ability to support budgetary aspects of work planning process, drawing and management of team budgets
Finance Audit Risk Management
Ability to address audit issues raised in the course of an audit and propose solutions in order to ensure a true and fair audit opinion is achieved.
Finance Banking and Cash Management
Ability to collect, handle, and manage cash, which involves assessing market liquidity, cash flow, and investments
Education:
Secondary Education with specialized certification in accounting and/or Finance is required.
University degree in Finance or Accounting desirable.
Part-qualified accountants from an internationally accredited institute of accountancy will have a distinct advantage.
Fully Qualified Accountant, from an internationally accredited institute of accountancy or Full Completion of the UNDP Finance Training and Certification Programme (FTCP). No UNDP Accountancy and Finance Test (AFT) is required.
Candidates with no professional accountancy qualifications, but with degrees that major in accountancy and/or finance must complete UNDP Finance Training and Certification Programme (FTCP), if recruited. However, no UNDP Accountancy and Finance Test (AFT) is required.
Candidate with no professional accountancy qualifications but with relevant experience must successfully undertake UNDP Accountancy and Finance Test (AFT) before shortlisting and must complete the UNDP Finance Training and Certification Programme (FTCP), if recruited.
Experience:
Minimum of 7 years (with high school diploma) or 4 years (with bachelor’s degree) of progressively responsible finance and accounting experience at the national or international level is required.
Experience in the use of computers and office software packages (MS Word, Excel, etc.) and advanced knowledge of spreadsheets and web-based management systems such as ERP financials and database packages.
Knowledge of IPSAS and/or IFRS is required.
Previous UN Experience is desirable.
Experience in providing administrative support and implementation of operational strategies and adapting processes and procedures is desirable.
Experience in budgeting and functioning of an optimal cost-recovery system is desirable.
Experience in providing accounting support to the Finance Unit is desirable.
Experience in proper CO cash and Treasury management functioning is desirable
Language Requirements:
Fluency in the English language is required.
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