San Salvador (El Salvador)
Under the guidance and supervision of the Finance Associate, 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 operations, programme and projects’ staff in the CO and with UNDP HQs staff to exchange information and ensure consistent service delivery.
The Finance Assistant will, upon request, provide backstopping to the Finance Associate on Treasury processes.
Duties and Responsibilities
Summary of Key Functions:
- Implementation of operational strategies
- Functioning of cost-recovery system
- Accounting and administrative support
- Country Office cash management
- Knowledge building and knowledge sharing
1. Ensures implementation of operational strategies focusing on achievement of the following results:
- Full compliance of financial processes and financial records with United Nations/UNDP rules, regulations, policies and strategies.
- Input to the Country Office business processes mapping, proactive inputs into improving efficiency of operations and elaboration of the content of internal Standard Operating Procedures in Finance in consultation with the direct supervisor and office management.
- Provide inputs on Country Office cash management system improvement.
2. 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 UNDP, follow up on cost recovery.
3. Provides accounting and administrative support to the Finance Unit focusing on achievement of the following results:
- Proper control of the supporting documents for payments and financial reports for National Implementation (NIM) projects; preparation of all types of vouchers for projects and on-behalf of Atlas and non-Atlas Agencies; Purchase Order vouchers; Pay Cycle and payment execution.
- Maintenance of the internal expenditures control system which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in Atlas; travel claims, MPOs and other entitlements are duly processed
- 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 UNDP projects and recording of deposits in Atlas.
- Management of cash receipts and petty cash.
- Maintenance of the proper filing system for finance records and documents.
- Provide backup support on matters related to Global Payroll.
4. Ensures proper CO cash management system functioning focusing on achievement of the following results:
- Alternate to Finance Associate for support to 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.
- Alternate to Finance Associate for support to daily review of zero-balance account bank statements in Atlas to monitor imprest level; identification and recording of contributions.
- Stop payment initiation on internet banking systems.
- Preparation of monthly UN exchange rate report to Treasury.
- Timely and accurate preparation of bank reconciliations.
- Initiation of bank transfers and deals in Atlas when requested/ as agreed with supervisors.
5. 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.
Building Strategic Partnerships
Level 1.1: Maintaining information and databases
- Analyzes general information and selects materials in support of partnership building initiatives
Promoting Organizational Learning and Knowledge Sharing
Level 1.1: Basic research and analysis
- Researches best practices and poses new, more effective ways of doing things
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
- Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks
- 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
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
- Gathers and disseminates information on best practice in accountability and results-based management systems
- Demonstrating/safeguarding ethics and integrity
- 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. Promoting learning and knowledge management/sharing is the responsibility of each staff member.
- Informed and transparent decision making
UNDP Accounting and Finance Training and Certification
Prince2 training (if applicable) and certification
Required Skills and Experience
Secondary Education with specialized certification in Accounting and/or Finance. University degree in Finance or Accounting desirable. Part-qualified accountants from an internationally accredited institute of accountancy will have a distinct advantage.
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.
Fluency in Spanish and working knowledge in English a distinctive advantage.
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.
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