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Finance Assistant - LSC

Mbabane (Swaziland)

  • Organization: UNDP - United Nations Development Programme
  • Location: Mbabane (Swaziland)
  • Grade: GS-5, General Service - No need for Higher Education - Locally recruited position - Administrative support
  • Occupational Groups:
    • Operations and Administrations
    • Banking and Finance
    • Administrative support
  • Closing Date: 2019-08-26

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Background

Under the guidance and supervision of the LSC Administrative Analyst – Team Leader, 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.

The Finance Assistant works in close collaboration with the Local Service Team, UN FINANCE Working Group and UN Operations Teams in the Office and UNDP to resolve complex financial management-related issues and information delivery.

Duties and Responsibilities

Ensures implementation of operational strategies focusing on achievement of the following results:

  • Full compliance of financial processes and financial records with UN/UNDP rules, regulations, policies and strategies.
  • Input to the LSC business processes mapping and elaboration of the content of internal Standard Operating Procedures in Finance in consultation with the direct supervisor and office management.

Ensures functioning of the optimal cost-recovery system focusing on achievement of the following results:

  • Provision of inputs for preparation of cost-recovery bills in Atlas for the services provided by LSC, follow up on cost recovery. 

Provides accounting and administrative support to the LSC Unit focusing on achievement of the following results:

  • Proper control of the supporting documents for payments and financial reports for Common Services project; preparation of all types of vouchers for Common Services account and payment execution.
  • Proper receipting of goods and services and establishment of accruals.
  • Timely preparation of invoices to Developer and service providers
  • Maintenance of the internal expenditures control system which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in Atlas;
  • Timely corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers.
  • Presentation of information on the status of financial resources as required.
  • Maintenance of the Accounts Receivables for Common Services Account and recording of deposits in Atlas.
  • Management of cash receipts.
  • Maintenance of the proper filing system for finance records and documents.

Ensures proper cash management system functioning focusing on achievement of the following results:

  • Timely review of cash position for Common Services account 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.
  • Timely and accurate preparation of Agency statements.
  • Initiation of bank transfers in Atlas.

Ensure Common Services Budget Management focusing on achievement of the following results:

  • Timely preparation of invoices/billing for all services provided including rent and contributions from UN Agencies and follow-up on payments made.
  • Preparation of finance analytics and financial reports of the common services budget quarterly.
  • Presentation of Common Services Budget to the BOS Finance Committee.

Supports knowledge building and knowledge sharing in the CO focusing on achievement of the following results:

  • Participation in the trainings for the operations/ projects staff on Finance.
  • Contributions to knowledge networks and communities of practice.

Competencies

Functional Competencies:             

Building Partnerships

Level 1.1: Maintaining information and databases

  • Tracks and reports on mobilized resources

Promoting Organizational Learning And Knowledge Sharing

Level 1.1: Basic research and analysis

  • Identifies and communicates opportunities to promote learning and knowledge sharing

Job Knowledge/Technical Expertise

Level 1.1: Fundamental knowledge of processes, methods and procedures

  • Understands the main processes and methods of work regarding to the position (financial resources management)
  • Possesses basic knowledge of organizational policies and procedures related to the financial resources management and applies them consistently in work tasks
  • Strives to keep job knowledge up-to-date through self-directed study and other means of learning
  • Demonstrates good knowledge of information technology and applies it in work assignments

Promoting Organizational Change and Development

Level 1.1: Presentation of information on best practices in organizational change

  • Demonstrates ability to identify problems and proposes solutions

Design and Implementation of Management Systems

Level 1.1: Data gathering and implementation of management systems

  • Uses information/databases/other management systems
  • Makes recommendations related to work procedures and implementation of management systems

Client Orientation

Level 1.1:  Maintains effective client relationships

  • Reports to internal and external clients in a timely and appropriate fashion
  • Organizes and prioritizes work schedule to meet client needs and deadlines
  • Responds to client needs promptly

Promoting Accountability and Results-Based Management

Level 1.1:  Gathering and disseminating information

  • Maintains databases
  • Prepares timely inputs to reports

Core Competencies:

  • Demonstrate corporate knowledge and sound judgment
  • Self-development, initiative-taking
  • Acting as a team player and facilitating team work
  • Facilitating and encouraging open communication in the team, communicating effectively
  • Creating synergies through self-control
  • Managing conflict
  • Learning and sharing knowledge and encourage the learning of others.
  • Informed and transparent decision making

Other Competencies:

  • Strong accounting and basic financial skills
  • Good interpersonal skills
  • Good organization and follow-up/monitoring skills
  • Good analytical and communication skills
  • Proven ability to function within a deadline driven environment
  • Must be a self-starter
  • Computer skills, including internet navigation, and various office applications.
  • Demonstrated ability to work in a multi-cultural environment, and establish harmonious and effective working relationships both within and outside the organization.

Required Skills and Experience

Education:

A diploma in Finance, Business or Public Administration and/or, AAT Level 3.

Experience:

  • 5 years of relevant finance experience at the national or international level is required.
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc) and knowledge of spreadsheet and database packages, experience in handling of web-based management systems. Experience with ERP financials, preferably PeopleSoft, desirable.
  • Knowledge of IPSAS and/or IFRS desirable.

Language Requirement:

Proficieny in written and spoken English and Siswati.

Disclaimer

Important applicant information

All posts in the GS categories are subject to local recruitment.

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.

Workforce diversity

UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.

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We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
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.
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