Financial management Assistant

Summary of Key Functions:

• Administration and implementation of financial management and operational strategies
• Administration of budgets and cost-recovery system
• Accounting and administrative support
• CO cash management
• Facilitation of knowledge building and knowledge sharing

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• Ensures administration and implementation of financial management and operational strategies, adapts processes and procedures focusing on achievement of the following results:

• Full compliance with UN/UNDP rules, regulations, and policies of financial activities, financial recording/reporting system and follow-up on audit recommendations; implementation of effective internal controls, proper functioning of a client-oriented financial resources management system.

·      CO Finance business processes mapping and elaboration of the content of internal Standard Operating Procedures in Finance and Administration in consultation with office management.

• Elaboration of proposals and implementation of cost saving and reduction strategies in consultations with office management.
• Contribute to required Corporate Reporting.
• CO ATLAS ARGUS Initiator and Pouch Officer as and when needed.

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

·         Preparation and modifications of budgets for UNDP management and development projects, follow up with HQs on authorized spending limits (ASL) for management projects.

·         Establishment of criteria for pro-ration of Agencies contributions to the common services account, preparation and modifications of the common services budget and follow up on timely recovery of payments.

·         Support to UN Common costing activities.

·         Implementation of the control mechanism for development projects through monitoring budgets preparation and modifications, budgetary status versus ASL, follow up with HQs on ASL for development projects, maintenance of the General Ledger.

·         Sending project budget to KK if authorized by the Senior Management (can be done only on the basis of signed project documents and project budgets).

• Presentation of thoroughly researched information for planning of financial resources of the CO, reports containing analysis of the financial situation.
• Timely preparation of cost-recovery bills in Atlas for the services provided by, elaboration and implementation of the income tracking system and follow up on cost recovery.

3.  Ensure proper control of CO accounts and provides accounting and administrative support to the CO focusing on achievement of the following results:

·         Proper control of the supporting documents for payments, review of financial reports for NIM/DIM projects.

·         Maintenance of the internal expenditures control system which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in Atlas; payrolls are duly prepared; travel claims, MPOs and other entitlements are duly processed.

·         Coordination and review of accounts closure

·         Timely corrective actions on un-posted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers. Timely response to HQ requests to resolve financial data issues.

·         Maintenance of the Accounts Receivables for UNDP projects and follow-up with partners on contributions.

·         Timely payment of GLOC by the Government.

·         Provide RR, on a monthly basis, financial reports on CO programme/project delivery, revenue earned for development and management projects and inform on any financial anomalies.

·         Monitor Finance and IPSAS Dashboards and report on any variances.

·         Provision of advice on reporting

·         Preparation of delivery and projects’ finance related reports

·         Verification and reconciliation of various expenditures reports from the CO, HQ and Executing Agencies.

·         Periodic monitoring of dashboards and exceptions, identification of the remedial actions in coordination with the supervisor.

·         Timely preparation of cost-recovery bills in Atlas for the services provided, implementation of the income tracking system and follow up on cost recovery.

·         Management of the CO internal audit and NIM projects’ audit, assist in the implementation of audits recommendations.

·         Monitoring of cost-sharing contributions, support if needed the preparation of AR pending items, application of deposits against prepared pending items.

·         Track and reporting on mobilized resources in consultation with programme and Global Shared Services Center (GSSC) by performing the following tasks:

·         Review signed cost-sharing contribution agreements and trust fund agreements.

·         Enter Agreement information into DMS at GSSC.

·         Attach copy of the signed agreement in Atlas

·         Maintain contributions/receivables documentation

·         Apply cash receipt to the proper revenue source/fund.

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

• 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.
• Daily review of zero-balance account bank statements in Atlas to monitor imprest level; identification and recording of contributions.
• Act 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.
• Transaction and stop payment initiation on internet banking systems.
• Timely and accurate preparation of bank reconciliations.
• Selecting bank transfers and deals for approval and settlements.
• Performing Pay cycle manager role in Atlas.
• Timely preparation of monthly cash flow forecast for use by DRR.
• Liaison with UN Agencies to obtain estimate of their cash requirements.
• Alternate as cashier for cash disbursements made on site.

5.  Ensures efficient operations support, focusing on achievement of the following results:

• Organization & coordination of Pouches and shipments
• Input & track all transactions related to positions, recruitment, benefits, earnings/deductions, recoveries, adjustment and separations through ATLAS.
• Assist in different surveys, namely; DSA, Products & Services, Workload and GSS
• Work closely with the Asset Focal Point to verify the accuracy of the Assets as Physical Verification Coordinator.
• Backstopping HR/Admin. Assistant as and when needed.

6.    Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results:

• Organization of trainings for the operations/ projects staff on Finance.
• Synthesis of lessons learnt and best practices in Finance.
• Sound contributions to knowledge networks and communities of practice

Education

Secondary Education, with specialized certification in Accounting and Finance.

University Degree in Finance, Business or specialized certification in Accounting and Finance is desirable. ACCA, CPA or similar certification will have a distinct advantage.

Experience:

7 years of progressively responsible finance and accounting experience is required. Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and advance knowledge of spreadsheet and database packages, experience in handling of web based management systems and ERP financials, preferably PeopleSoft.

Knowledge of IPSAS and/or IFRS required

Language Requirements:

Fluency in English is required. Working knowledge of Arabic desirable but not required.

For Bahraini nationals and non-Bahrainis

Bahraini nationals and non-Bahrainis with valid visa or residence permit may apply.

Additional Requirements

Short-listed candidates must successfully undertake the UNDP Accountancy & Finance Test for further interview consideration