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Finance Senior Assistant

Djibouti city

  • Organization: UNOPS - United Nations Office for Project Services
  • Location: Djibouti city
  • Grade: LICA-5, Local Individual Contractors Agreement - Administrative support
  • Occupational Groups:
    • Banking and Finance
    • Administrative support
  • Closing Date: 2020-09-20

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Background Information - Job-specific

Established in 2009, UNOPS Ethiopia Office has been providing services to various partners, including the government of Ethiopia, UN agencies such as WHO, UNHCR and WFP, and other international organizations. Since 2014, the UNOPS Ethiopia Multi-country Office (EMCO) runs and coordinates the UNOPS activities in Ethiopia, as well as Sudan and Djibouti. The UNOPS EMCO team is composed of approximately 100 national and international women and men, and offers a broad range of services such as infrastructure, procurement, project management, financial and human resources management.
Currently, UNOPS EMCO is undertaking the EU COVID 19 Pandemic Response project for the Intergovernmental Authority on Development (IGAD) with a base in Djibouti.

IGAD member states are among the most vulnerable to the COVID-19 pandemic. The virus appears to be spreading rapidly in the sub-region and governments have limited capacity to effectively monitor, contain and mitigate the pandemic. Various containment and mitigation measures are now in place in most countries, including complete lockdown, with the closure of borders and the reduction/suspension of international flights. These measures have however negative secondary effects not only on the movement of vulnerable populations and goods, but also on food security. Very dependent on external markets and investments, the impact of the pandemic on the sub-region economy and in particular employment is already manifesting and could be dramatic in the coming months. Disruptions to supply chains could cause food price hike and shortages, increase nutrition insecurity, halt production in key value chains.

The proposed programme design is intended to mitigate the impact of the COVID-19 pandemic in the IGAD sub-region, responding to the call for international support made by IGAD Heads of States, Health and Finance Ministers.

UNOPS seeks a professional with sound finance and administrative background to support Ethiopia Multi-country Office (EMCO) projects, and more specifically the Project Management Unit of the EU COVID 19 Response for IGAD.

Functional Responsibilities

Under the direct supervision of the functional supervisor, who reports to the Head of Support Services, the Finance Senior Assistant will provide financial and administrative support to the timely processing, recording, monitoring, and maintaining of financial transactions and accounts relating to payments and receipts in accordance with UNOPS’ financial rules, regulations, policies, and processes.  

  1. Accounting and administrative support

  • Provides accounting, payments, support, focusing on achievement of following results:

  • Accurate control of the supporting documents for payments and financial reports for projects; preparation of vouchers for projects; PO vouchers; Pay Cycle and payment execution.

  • Accurate receipting of goods and services and establishment of accruals.

  • Maintenance of the internal expenditures control system which ensures that vouchers processed are matched and completed, transactions are accurately recorded and posted in Enterprise system; travel claims, MPOs and other entitlements are duly processed

  • Timely corrective actions on un-posted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers. 

  • Presentation of information on the status of financial resources as the need arises.

  • Maintenance of the Accounts Receivables for projects and recording of deposits in the Enterprise system. 

  • Preparation of accounts-payable and PO vouchers for management projects.

  • Review of payment requests including supporting documents against the annual work plan and UNOPS Financial Rules and Regulations.

  • Ensuring that vouchers processed are matched and completed, and transactions are accurately recorded and posted in ERP/electronic or paper-based systems.

  • Running of remittance cycle and Creation of Remittance Advices to be sent to the bank.

  • Timely accounts closure

  • Timely response to any financial requests to resolve financial data issues.

  • Timely corrective actions on erroneous data in the Enterprise system. Preparation of financial reports as the need arises

  • Timely reimbursements, payments of costs by the Government

  • Preparation of vouchers for projects

  • Assist in travel and logistics such as processing of visas, identity cards and other documents for all personnel, UN officials, and visitors, ensuring compliance with UN rules and regulations

  • Assist in reliable asset management support mainly in preparing accurate inventory lists, adequate property records, and building management and maintenance activities for the office as well as for projects.

  • Assist in coordinating  transport services mainly in accurate maintenance, servicing and repair of all office vehicles for top performance and safe operating conditions in accordance with UNOPS vehicle management policy and procedures; and keep daily vehicle log on petrol consumption and mileage.

  • Assist in custodial, common premises, and other general Support

2. Office Cash management

  • 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 the Enterprise system to monitor the imprest level; identification and recording of contributions.

  • Management of cash receipts and petty cash.

  • Timely and accurate preparation of bank reconciliations.

  • Initiation of bank transfers and deals in the Enterprise system.

3. Knowledge building and knowledge sharing 

  • Support the organization and delivery of  training and learning initiatives for personnel on finance-related topics.

  •  Provide sound contributions to knowledge networks and communities of practice by synthesizing of lessons learnt and dissemination of Standard methodologies in finance management support services

  • Contribute feedback, ideas, and internal knowledge about processes and standard  and utilize efficiently. 

Impact of Results

The effective and successful achievement of results by the Finance Senior Assistant directly impacts the efficient and effective management of financial resources in projects and programmes, demonstrating UNOPS’ effective stewardship of donor and partner funds. These promote the credibility of the organization as an effective service provider in project services and management.



Education/Experience/Language requirements

    Education - A secondary education and 5 years of relevant experience is required. OR

    - A combination of Bachelor’s degree and 1 year of relevant experience or master’s degree with 0 years of experience may be accepted in lieu of the education requirements outlined above.

    Experience

    • Minimum of 5 years of relevant working experience within the areas of finance, accounting, business administration or related field is required.

    • Experience in Administrative Support is required.

    • Knowledge of financial rules and regulations; working knowledge of ERP, experience with G-Suites or MS Office 2003/or newer versions, financial management, using electronic systems are desired.

    Languages

    • Fluency in both English and French language is required.

    • Knowledge of other official UNOPS languages is an asset.

Competencies

Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.
Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles.
Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role).
Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries.
Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements.
Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving.
Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.

Contract type, level and duration

  • Contract type: LICA
  • Contract level: LICA 5
  • Contract duration: Ongoing ICA – ‘Open-ended, subject to the project duration, organizational requirements, availability of funds and satisfactory performance.'
For more details about the ICA contractual modality, please follow this link:
https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx 

Additional Considerations

  • Please note that the closing date is midnight Copenhagen time
  • Applications received after the closing date will not be considered.
  • Only those candidates that are short-listed for interviews will be notified.
  • Qualified female candidates are strongly encouraged to apply.
  • Djibouti city is a family duty station.
  • UNOPS seeks to reasonably accommodate candidates with special needs, upon request.
  • Work life harmonization - UNOPS values its people and recognizes the importance of balancing professional and personal demands. We have a progressive policy on work-life harmonization and offer several flexible working options. This policy applies to UNOPS personnel on all contract types
  • For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
  • The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.  

It is the policy of UNOPS to conduct background checks on all potential recruits/interns. Recruitment/internship in UNOPS is contingent on the results of such checks.

Background Information - UNOPS

UNOPS is an operational arm of the United Nations, supporting the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to help people build better lives and countries achieve sustainable development.

UNOPS areas of expertise cover infrastructure, procurement, project management, financial management and human resources.

Working with us

UNOPS offers short- and long-term work opportunities in diverse and challenging environments across the globe. We are looking for creative, results-focused professionals with skills in a range of disciplines.

Diversity

With over 4,000 UNOPS personnel and approximately 7,000 personnel recruited on behalf of UNOPS partners spread across 80 countries, our workforce represents a wide range of nationalities and cultures. We promote a balanced, diverse workforce — a strength that helps us better understand and address our partners’ needs, and continually strive to improve our gender balance through initiatives and policies that encourage recruitment of qualified female candidates.

Work life harmonization

UNOPS values its people and recognizes the importance of balancing professional and personal demands.


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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