Details
Mission and objectives
Update
Context
Under the guidance of the Assistant Resident Representative/Operations and direct supervision of Head of Finance, the Finance Assistant ensures effective and transparent utilization of financial resources and integrity of financial services. The Finance Assistant promotes a client-oriented approach consistent with UNDP rules and regulations.
The Finance Assistant works in close collaboration with the Operations, Programme, and projects’ staff in the CO and with UNDP HQ and GSSC staff to exchange information and ensure consistent service delivery.
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.
The Finance Assistant works in close collaboration with the Operations, Programme, and projects’ staff in the CO and with UNDP HQ and GSSC staff to exchange information and ensure consistent service delivery.
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.
Task description
Support administration and implementation of operational strategies and adapt processes and procedures.
• Ensure CO financial processes, financial records and reports, and audit follow-up comply with UNDP Programme and Operations Policies and Procedures (POPP). Implement effec-tive internal control framework.
• Support office management in preparing and reviewing CO finance business processes mapping and elaboration of the content of internal standard operating procedures in fi-nance in consultation with the direct supervisor and office management.
• Provide input for implementation of cost-saving and reduction strategies in consultation with the office management.
• Maintain financing and trust fund agreements, follow up on contributions with the respec-tive project teams (the project team should be contacting the donor) within the CO re-source mobilization efforts.
• Routinely monitor financial exception reports for unusual activities and/or 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 an-swers are not obtained.
Support administration of budgets of CO management projects, clearance of budg-ets for development projects, and functioning of an optimal cost-recovery system
• Provide researched information for planning and status of financial resources of the CO.
• Prepare and modify budgets for UNDP management projects, follow-up with HQ on author-ized spending limits (ASL) for management projects.
• Assist in the preparation of required budget revisions (ensuring multiyear budget revision) within the unit at required period and timely securing of ASLs; and ensure detailed record keeping of funds released for projects as well as monthly ASL reporting for non-core/GEF projects.
• Prepare timely cost-recovery/DPC bills in ERP for the services provided by UNDP, imple-ment the revenue tracking system, and follow up on cost recovery.
Provide accounting and administrative support to the Finance unit
• Support proper control of the supporting documents for payments invoices and proper docu-ment management including systematic archiving.
• Prepare financial reports for projects and management funds/budget balance; and prepare all types of invoices.
• Maintain the 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 erroneous data in ERP and on unposted invoices, including the invoices with validation errors, match exceptions, and/or unapproved invoices. Prepare fi-nancial reports as required. Provide timely response to HQ requests to resolve financial data is-sues.
• Maintain the Accounts Receivables for UNDP projects and follow-up with partners on contribu-tions.
• Ensure timely recording, reconciliation, and submission of VAT claims with relevant TAX au-thority and following up on VAT reimbursements.
Ensure facilitation of knowledge building and knowledge sharing in the CO
• Assist in organizing training for the operations/ projects staff on finance, audit and compliance matters, and implementation of Internal Control Framework (ICF).
• Synthesize lessons learned and best practices in financial management.
• Provide sound contributions to knowledge networks and communities of practice.
• Ensure CO financial processes, financial records and reports, and audit follow-up comply with UNDP Programme and Operations Policies and Procedures (POPP). Implement effec-tive internal control framework.
• Support office management in preparing and reviewing CO finance business processes mapping and elaboration of the content of internal standard operating procedures in fi-nance in consultation with the direct supervisor and office management.
• Provide input for implementation of cost-saving and reduction strategies in consultation with the office management.
• Maintain financing and trust fund agreements, follow up on contributions with the respec-tive project teams (the project team should be contacting the donor) within the CO re-source mobilization efforts.
• Routinely monitor financial exception reports for unusual activities and/or 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 an-swers are not obtained.
Support administration of budgets of CO management projects, clearance of budg-ets for development projects, and functioning of an optimal cost-recovery system
• Provide researched information for planning and status of financial resources of the CO.
• Prepare and modify budgets for UNDP management projects, follow-up with HQ on author-ized spending limits (ASL) for management projects.
• Assist in the preparation of required budget revisions (ensuring multiyear budget revision) within the unit at required period and timely securing of ASLs; and ensure detailed record keeping of funds released for projects as well as monthly ASL reporting for non-core/GEF projects.
• Prepare timely cost-recovery/DPC bills in ERP for the services provided by UNDP, imple-ment the revenue tracking system, and follow up on cost recovery.
Provide accounting and administrative support to the Finance unit
• Support proper control of the supporting documents for payments invoices and proper docu-ment management including systematic archiving.
• Prepare financial reports for projects and management funds/budget balance; and prepare all types of invoices.
• Maintain the 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 erroneous data in ERP and on unposted invoices, including the invoices with validation errors, match exceptions, and/or unapproved invoices. Prepare fi-nancial reports as required. Provide timely response to HQ requests to resolve financial data is-sues.
• Maintain the Accounts Receivables for UNDP projects and follow-up with partners on contribu-tions.
• Ensure timely recording, reconciliation, and submission of VAT claims with relevant TAX au-thority and following up on VAT reimbursements.
Ensure facilitation of knowledge building and knowledge sharing in the CO
• Assist in organizing training for the operations/ projects staff on finance, audit and compliance matters, and implementation of Internal Control Framework (ICF).
• Synthesize lessons learned and best practices in financial management.
• Provide sound contributions to knowledge networks and communities of practice.
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Before applying, please make sure that you have read the requirements for the position and that you qualify. Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.