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Finance Assistant (NPSA-5)

Chişinău

  • Organization: UNDP - United Nations Development Programme
  • Location: Chişinău
  • Grade: Administrative Services and Support - Generally no need for Higher Education
  • Occupational Groups:
    • Operations and Administrations
    • Administrative support
    • Banking and Finance
  • Closing Date:
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.

UNDP Moldova Country Office/Finance Unit

Under the guidance and supervision of the Operations Manager and Finance Associate (direct supervisor), 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.

Duties and Responsibilities

The Finance Assistant works in close collaboration with the operations, programme and projects’ staff in the Country Office (CO) and with UNDP HQs staff, to exchange information and ensure consistent service delivery in the following areas:

Financial support

  • Ensure full compliance of financial processes and financial records with UN/UNDP rules, regulations, policies and strategies;
  • Assist Finance Unit and project personnel in preparation of all types of PO/non-PO vouchers, etc.;
  • Follow up with vendors on any payment-related issues;
  • Prepare finance-related letters (VAT, guarantee letters, bank account opening/closing letters, etc);
  • Contribute to preparation of recurring reports as scheduled and special reports as required for budget preparations and audit;
  • Verify vendor’s information in Atlas and submit requests for vendor update;
  • Undertake other financial and administrative tasks on an ad hoc basis.

Cost-recovery support

  • Perform monthly calculation of cost-recovery for services provided by UNDP;
  • Prepare and send cost-recovery invoices, including follow up on cost recovery;
  • Assist with implementation of cost-recovery control system, to ensure that all costs are fully and timely recovered.

Accounting and administrative support

  • Manually enter or upload payment data into online banking platform and follow up with the bank on any payment-related issues;
  • Print payment-related voucher packages and ensure proper verification of all supporting documents;
  • Prepare Travel Requests and F10 claims for CO Staff (alternate);
  • Maintenance of salary project bank card system, in close collaboration with local bank;
  • Verify vendor reconciliation reports;
  • Provide support in budget management and budget revisions for UNRCO and UNDSS (alternate);
  • Prepare monthly VAT refund reports and submit them to Tax Office (alternate);
  • Assist in timely corrective actions on unposted vouchers, including vouchers with budget check errors, match exceptions, unapproved vouchers;
  • Assistance in maintenance of Accounts Receivables for UNDP projects;
  • Maintenance of the proper filing system for finance records and documents;
  • Assist with archiving of finance records and documents.
 
Competencies
Core Competencies

Achieve Results:

LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline

Think Innovatively:

LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements

Learn Continuously:

LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback

Adapt with Agility:

LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible

Act with Determination:

LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident

Engage and Partner:

LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships

Enable Diversity and Inclusion:

LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination

Cross-Functional & Technical Competencies

Results-based Management

Ability to manage programmes and projects with a focus at improved performance and demonstrable results

Working with Evidence and Data

Ability to inspect, cleanse, transform and model data with the goal of discovering useful information, informing conclusions and supporting decision-making

Registry & correspondence management

Ability to collect, register, maintain and deliver mail and UNDP pouch; ability to manage archives

Events management (including retreats, trainings and meetings)

Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.

Travel contract management

Knowledge of policy and procedures related to contract management, incl. oversight of the Long Term Agreement (LTA) with the Travel Management Services (TMS) provider; UN airline agreement management covering all major and rail providers; ability to negotiate airline discounts

Budget management

Ability to support budgetary aspects of work planning process, drawing and management of team budgets

Accounting (General)

Knowledge of accounting concepts, principles, frameworks, standards, regulations, policies and trends, and ability to apply this to strategic and/or practical situations

 
Required Skills and Experience
 
Education:
  • Secondary Education.
  • Bachelor's degree in economics, finance, accounting, law, public administration, international relations or another related field would be desired.
Experience:
  • Minimum 5 years (with Secondary education) or 2 years (with Bachelor's degree) of experience in administrative work, accounting/finance, economics, experience in development assistance or related work for a donor organization, consulting company, or NGO.

Required Skills:

  • 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 web-based management systems.
  • Displays cultural, gender, religion, race, nationality, age sensitivity and adaptability;
  • Treats peers fairly by maintaining consistent values, inspiring trust and confidence through personal credibility;
  • Accepts responsibility and accountability for the quality of the outcome of his/her decisions;
  • Ability to handle multiple tasks simultaneously and ability to prioritize.

Desired Skills:

  • Previous experience with UN is a strong advantage.
  • Continues to seek new and improved methods and systems for accomplishing the work of the unit;
  • Ability to communicate effectively, both orally and in writing, is required to obtain, evaluate and interpret factual data and to prepare accurate and complete reports and other documents;
  • Adapts flexibly to changing situations, overcomes obstacles and recovers quickly from set-backs;
  • Focuses on result for the client and responds positively to feedback;
  • Ability to achieve results and meet strict deadlines in an effective manner.
  • Consistently approaches work with energy and a positive, constructive attitude.

Languages:

  • Fluency in oral and written English, Romanian and Russian.
  • Knowledge of one or more minority languages relevant for Moldova, including Romani, Gagauzian, Bulgarian, Ukrainian and sign language, is an asset.

Institutional Arrangement

Direct supervisor: Finance Associate/Head of Finance Unit.

Under the guidance and direct supervision of the Finance Associate/Head of Finance Unit, the incumbent contributes the overall successful achievement of the Finance Unit goals and objectives. The Finance Assistant applies and promotes the principles of results-based management (RBM), as well as a client-oriented approach consistent with UNDP rules and regulations.

The Finance Assistant works in close collaboration with the Operations, Programme, as well as project teams, for effective achievement of results, anticipating and contributing to resolving complex operational issues. The incumbent is expected to exercise full compliance with UNDP programming, financial, procurement and administrative rules, regulations, policies and strategies, as well as implementation of the effective internal control systems.

Required Documents

  • Personal CV or P11, indicating all past positions held and their main underlying functions, their durations (month/year), the qualifications, as well as the contact details (email and telephone number) of the Candidate, and at least three (3) the most recent professional references of previous supervisors. References may also include peers.
  • A cover letter (maximum length: 1 page) indicating why the candidate considers him-/herself to be suitable for the position.
  • Managers may ask (ad hoc) for any other materials relevant to pre-assessing the relevance of their experience, such as  reports, presentations, publications, campaigns or other materials.
Disclaimer
 
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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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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