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Finance Associate

Panama (United States of America)

  • Organization: UNDP - United Nations Development Programme
  • Location: Panama (United States of America)
  • Grade: GS-6, General Service - No need for Higher Education - Locally recruited position - Administrative support
  • Occupational Groups:
    • Operations and Administrations
    • Banking and Finance
    • Administrative support
  • Closing Date: 2021-01-25

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Background

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

 

In May 2019, The United Nations Development Programme (UNDP) approved the expansion of services of its Global Shared Services Unit (GSSU). With offices in Copenhagen, Kuala Lumpur and Istanbul, the GSSU services over 180 countries, 40,000 personnel and more than 40 other UN Agencies and Organizations. Through its functional lines, GSSU ensures high quality and timely delivery of human resources, financial and procurement services as well as information and innovative tools to its various clients and stakeholders. 
 
The GSSU within the UNDP Bureau for Management Services (BMS) supports all UNDP offices and units with the provision of transactional services. This includes a core set of transactions in Finance and HR that are already being handled by the GSSU in Kuala Lumpur. The main objective for the clustering of shared services is to ease the provision of support services, thereby enabling Country Offices to focus its core purpose of supporting national development programmes. The GSSU is led by the Deputy Director of BMS. The Management Committee (MC), comprised of the BMS Director and Deputy Director, the Chief Financial Officer, and the Director of the Office of Human Resources, provides overall direction and guidance to the GSSU and reviews reports on the status and performance of transaction service centers. It also provides oversight for the transitional process, including new functions moving into the GSSU. Operational Level Agreements (OLAs) will be instituted for internal performance agreements with OFRM.
 
The Finance Associate may have to work for different regional bureaus and offices depending on management needs and workload evolutions. Under the guidance and direct supervision of the Finance Specialist or Analyst, the Finance Associate provides guidance in the execution of financial services ensuring effective and transparent utilization of financial resources and integrity of financial services. The Finance Associate promotes a client-oriented approach consistent with UNDP rules and regulations.
 
The Finance Associate is responsible to perform the financial functions listed below, including but not limited to:
 
•Payable Services
•Revenue Services & Contribution Management Services
•General Accounting Services
•Project Accounting Services
 
 

Duties and Responsibilities

1.  Ensures administration and implementation of operational and financial management strategies, adapts processes and procedures focusing on achievement of the following results:
 
A)Ensures implementation of operational and financial management strategies, adapts processes and procedures focusing on achievement of the following results:
  • Full compliance with UN/UNDP rules and regulations of financial processes, financial records and reports and audit follow up; implementation of the effective internal control framework.
  • Finance business processes mapping and elaboration of the content of internal Standard Operating Procedures (SOPs) in Finance in consultation with the direct supervisor and office management.
  • Ensures financial records are compliance with SOPs, IPSAS and other UNDP Financial Rules and Regulations.
B)Provides accounting and finance support to Country Offices (COs) and performs Global Payroll functions focusing on achievement of the following results:
  • Proper review/validation of the supporting documents for payments and financial reports for NEX projects, preparation of all types of vouchers, pay cycle and payments execution.
  • Timely execution of pay cycle run and validation of payment data.
  • Timely review and approval of vouchers (Approver Level 1)
  • Approval of vendors in Atlas.
  • 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 follow up with COs on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers.
  • Maintenance of the Accounts Receivables for COs and ensures that deposits are created and applied on timely manner, and in accordance with guidelines, rules and regulations.
  • Timely and accurate preparation of bank reconciliations in accordance with guidelines, rules and regulations. 
  • Performs Payroll Administrator functions, which includes the recording of one time/recurring earnings and deductions, proper validation of payroll results for a timely disbursement of salaries as per the monthly payroll calendar.
  • Performs timely travel and expense reconciliation 
  • Ensures proper adherence to Service Level Agreement (SLAs) contribute to the evolution of services proposed by GSSU and the establishment of a continuous improvement environment. Able to analyze discrepancies, report and bring to Management’s attention on deviation from Service Agreements.
  • Assist in functions relating Procure-to-Pay lifecycle
  • Perform accounting tasks such as record invoice, analyses account payable and monitoring late payments, managing payment batches.
  • Analyze payable accounts and monitor aging of invoices, payment on hold and unpaid vouchers,
  • Ensure proper record of Value Added Tax (VAT).
  • Record General Ledger transactions in area of Fixed Assets, inventory, Investment accounting, B2B, Inter-UN Agency transactions, common shared services adjustment and cash management.
  • Assist with analyzing of accounts and preparation of reconciliations against sub-ledgers with correct Chart of Account (COA) combinations, report aging balances, taking appropriate actions and tracking pending items.
  • Assist in ensuring financial data integrity through running scheduled checks and monitoring.
  • Support the implementation of accounts closure, perform quarterly analysis, semi/annual certifications and financial report, perform timely and quality bank reconciliation, report deviances and implementation of the Internal Control Framework (ICF).
  • Contribute in providing detail analysis for audit requirement.
  • Ensure financial records are compliance with SOPs, IPSAS and other UNDP Financial Rules and Regulations.
  • Process revenue accounting and treasury transactions.
  • Examine and record transactions received in bank accounts.
  • Analyze queries relating to revenue and treasury and provide support to UNDP offices worldwide in these areas.
  • Prepare financial schedules, reports and working papers for internal reporting, external reporting and/or audit.
  • Assist in preparing an annual Executive Board Report.
2.Ensures facilitation of knowledge building and knowledge sharing in the Finance Unit focusing on the achievement of the following results:
 
  • Organization of training for junior staff in the Finance Stream.
  • Synthesis of lessons learned and best practices in Finance.
  • Sound contributions to knowledge networks and communities of practice. 

Competencies

Core:
 
Innovation:  
Ability to make new and useful ideas work
Level 3: Adapts deliverables to meet client needs
 
Leadership:  
Ability to persuade others to follow
Level 3: Proactively seeks and recognizes contributions of others
 
People Management:  
Ability to improve performance and satisfaction
Level 3: Appropriately involves team in different stages of work and decision-making
 
Communication:
Ability to listen, adapt, persuade and transform
Level 3: Expresses information and views with adaptive reasoning and appreciation for complexity and variation 
 
Delivery:
Ability to get things done while exercising good judgement
Level 3: Takes responsibility for addressing critical situations and delivering core value
 
Technical/Functional
 
Accounting (General):
Knowledge of accounting concepts, principles, regulations, and policies and ability to apply to strategic and/or practical situations and GL accounts reconciliation
Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work
 
Vendor and Payment Processing:
Ability to examine legitimate payment/vendor, detect errors and non-compliant transactions and manage vendor/payment
Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work
 
Financial Reporting & Analysis:
Ability to evaluate financial data, derive relevant findings and present them in a meaningful manner
Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work
 
Contributions Management:
Ability to receive, record, report and manage contributions
Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work
 
Operational Efficiency:
Ability to identify and execute opportunities to improve operational efficiency
Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work
 
Knowledge Management:
Ability to capture, develop, share and effectively use information and knowledge
Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work
 
 

Required Skills and Experience

Education:
  • 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.
  • Long-listed candidates will be required to undergo the UNDP Accountancy & Finance Test. 
 
Experience:
  • Minimum 6 years with secondary school education or 3 years with a Bachelors’ degree of relevant experience in accounting and/or financial management, preferably in an international setting. 
  • Experience in the usage of computers and MS Office packages 
  • Advanced knowledge of spreadsheet and database packages. 
  • Hands-on experience with CRM, preferably with Oracle CX.
  • Hands-on experience with Enterprise Resources Planning (ERP), preferably with Oracle Cloud, SAP or PeopleSoft. 
  • Knowledge of IPSAS and/or IFRS is required for external candidates.  
Language Requirements:
  • Fluency in English and Spanish (oral and written). Working knowledge of other UN language desirable.
 

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.

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