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Finance Associate

Bonn

  • Organization: UNDP - United Nations Development Programme
  • Location: Bonn
  • Grade: Level not specified - Level not specified
  • Occupational Groups:
    • Operations and Administrations
    • Administrative support
    • Banking and Finance
  • Closing Date: 2024-06-26

Background
 
Diversity, Equity and Inclusion are core principles at UNDP:  we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.
 
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.
 
UNV's Management Services hold the responsibility for the strategic planning, managerial leadership, oversight and quality control of an integrated platform of operational services ensuring timely, effective and efficient delivery according to corporate performance standards and in compliance with the UN Regulations and Rules and UNDP's accountability framework.

The Financial Resources Management Section (FRMS) is integrated by the following three teams: Policy and Quality Assurance Management; Financial Performance, Accounting and Reporting, and Budget and Financial Resources Management.
 
Under the overall guidance of Finance Specialist, Deputy Chief, FRMS and direct supervision of the Finance Analyst (Policy and Quality Assurance), the Finance Associate (Global Payroll, Treasury) contributes to effective delivery of financial services and transparent utilization of financial resources. He/she analyses and interprets the financial rules and regulations and provides solutions to a wide spectrum of financial issues. 
 
The Finance Associate promotes a collaborative, client-oriented approach consistent with UNDP/UNV rules and regulations. The Finance Associate works in close collaboration with various sections and units of UNV in HQ Bonn, Germany, as well as with Regional Offices, Field Units and the New York Office to ensure successful delivery of financial function in UNV.
 
 
Duties and Responsibilities
 
1. Implementation of operational and financial management strategies, adaptation of processes and procedures
  • Ensure full compliance of financial activities, financial recording/reporting system and audit follow up with UN/UNDP rules, regulations, policies and strategies; implement effective internal control, support to proper design and functioning of the financial resources management system. 
  • Monitor financial exception reports for unusual activities, transactions, and investigate anomalies or unusual transactions. Inform supervisor and other UNV/UNDP staff at headquarters of the results of the investigation when satisfactory answers are not obtained. 
  • Identify potential risks associated with specific transactions under area of responsibility and alert supervisor. Propose corrective action to address/mitigate risk impact.
  • Provide inputs to the business processes mapping and elaborate the content of internal Standard Operating Procedures in Finance in consultation with the direct supervisor and office management. 
  • Provide inputs for implementation of cost-saving and reduction strategies in consultation with the Section management. 
  • Support the Deputy Chief and direct supervisor with other duties as required.

 

2. Accounting and administrative support to FRMS
  • Collect inputs necessary for staff accounts closure in coordination with Reporting Team of FRMS; 
  • Ensure timely corrective actions on erroneous data in Quantum; 
  • Provide support on HR and financial policies and procedures related to payroll; 
  • Perform payroll helpdesk and end-user support function.
  • Pending review of the current business workflow for travel management in UNV, as assigned, process travel claims in line with travel entitlements for staff, consultants, UN and visitors, based on the pre-approved travel authorizations by respective delegated authorities.
     

3. Global Payroll Administration and Operational Support

  • Perform the alternate role (to Finance Associate) of Global Payroll Administration for UNV local payroll. 
  • Ensure accurate payroll data entries, verification, and validation to reduce recoveries, advances, and other exceptional payments. 
  • Monitor and take corrective action on Payroll reports which indicate unusual or questionable activity and payment. 
  • Be the focal point for payroll related queries and assist in solving issues related to Global Payroll. Follow-up resolution of payroll posting errors in close cooperation with GSSC CPH.
  • Liaise with GSSC to ensure timely posting of payroll expenditures to the General Ledger.
  • Support Reporting Team of FRMS in ensuring that Global Payroll expenditures are accurately reflected in the General Ledger reconciliation.
  • Serve as a backup for processing payment of benefit entitlements.

 

4. Treasury accounting functions

  • Ensure proper control of the supporting documents for payments and financial reports for NGO/NIM/Agency liquidation; prepare all types of invoices.
  • Pay Cycle and payments execution as per the internal workload distribution system jointly with Finance Associate (Treasury). 
  • Ensure timely corrective actions on invoices, including invalid budget check errors, match exceptions, pending invoices. Timely response to UNDP HQ requests to resolve payment related data issues.
  • Ensure internal expenditures control system which validates that transactions are correctly recorded and posted in Quantum; pay cycle is duly prepared and processed; MPOs and other entitlements are duly processed.
  • Provide timely responses and documentation to GSSC to facilitate preparation of bank to book reconciliation, according to service level agreement.
  • Ensure timely initiation of bank transfers and deals in Quantum. 
  • Prepare information on the status of financial resources as required and on procedures, exchange rates, costs and expenditures and potential funding problems.
  • Liaise with bank focal point, as required.
  • Manage cash receipts and petty cash.
  • Identify and record receipts and create miscellaneous deposits/credit notes. 
  • Ensure that relevant documents are classified and stored in institutional systems.
  • Ensures audit checks and balances for due diligence and financial accountability within the Financial Rules and Regulations of UNDP.

 

5. Facilitation of knowledge building and knowledge sharing in UNV and guidance to all stakeholders on financial matters

  • Contribute to knowledge building and sharing with regards to payroll and treasury management. 
  • Provide information to management and staff on payroll related financial rules and regulations.
  • Synthesis of lessons learnt and best practices in finance function and specifically on UNV payroll.
  •  Sound contributions to knowledge networks and communities of practice.
 
Competencies

Core 

Achieve Results:

  • Plans and monitors own work, pays attention to details, delivers quality work by deadline.

Think Innovatively:

  • Open to creative ideas/known risks, is pragmatic problem solver, makes improvements.

Learn Continuously

  • Open minded and curious, shares knowledge, learns from mistakes, asks for feedback.

Adapt with Agility 

  • Adapts to change, constructively handles ambiguity/uncertainty, is flexible.

Act with Determination    

  • Shows drive and motivation, able to deliver calmly in face of adversity, confident.

Engage and Partner

  • Demonstrates compassion/understanding towards others, forms positive relationships.

Enable Diversity and Inclusion

  • Appreciate/respect differences, aware of unconscious bias, confront discrimination.
Cross-Functional & Technical competencies  
 
Data literacy
  • Understand the potential as well as the limitations of using data driven innovation.
  • Ability to use a mix of data sources (quantitative, qualitative or real-time techniques) to develop understanding, identify patterns to inform decision making or identify opportunities for further exploration.
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.

Financial planning and budgeting

  • Ability to create and manage processes to achieve UNDP's long and short-term financial goals, including through planning, budgeting, forecasting, analysing and reporting.

Banking and cash management

  • Ability to collect, handle, and manage cash, which involves assessing market liquidity, cash flow, and investments.

Accounting (General)

  • Knowledge of accounting concepts, principles, frameworks, standards, regulations, policies and trends, and ability to apply this to strategic and/or practical situations.
Required Skills and Experience

 
Education:
  • 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) 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.
  • Candidates 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:
  • 6 years (with high school diploma) or 3 years (with bachelor’s degree) of progressively responsible finance and accounting experience at the national or international level is required.
  • Prior experience in UNDP payroll, treasury management, payment processing, and GL creation is a distinct advantage.
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and advanced knowledge of spreadsheet and database packages is required.
  • Experience in handling of web-based management systems. 
  • Experience with ERP ORACLE financials is desirable.
  • Knowledge of IPSAS and/or IFRS is required.
  • Compliance with UNDP Accounting and Finance Test is required.

Languages

  • Fluency in English
Please note that continuance of appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.

 
Disclaimer
  • Only short-listed applicants will be contacted.
  • The successful candidate will hold a UNDP letter of appointment.
  • This post is for local recruitment only. It is open to citizens of the European Union (EU) member states or holders of residence and unlimited work permits for Germany. All travel, interview and relocation costs, if any, incurred to take up an appointment at the duty station in Bonn are at the expense of the applicant.
 

 
Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment. 

 
UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.

 
Applicant information about UNDP rosters

 
Note: UNDP reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

 
Non-discrimination

 
UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.  

 
UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.

 
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