Finance Associate

Background Under the guidance and supervision of the Deputy Resident Representative/Operations Manager, the Finance Associate ensures effective execution of financial services and processes in CO and transparent utilization of financial resources. The Finance Associate promotes a client-oriented approach consistent with UNDP rules and regulations. The Finance Associate can supervise clerical and support staff of the Finance Unit. The Finance Associate works in close collaboration with the operations, programme and projects’ staff in the CO and with UNDP HQs staff for resolving finance-related issues and information exchange. Duties and Responsibilities

Implementation of operational and financial management strategies;
Administration of budgets and cost-recovery system;
Accounting. Finance and administrative support and Global payroll;
CO cash management;
Facilitation of knowledge building and knowledge sharing.

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;
Act as CO ARGUS focal point and create/modify ATLAS profiles for management’s approval taking into considerations UNDP’s internal control framework;
Alternate to Operations Manager as primary contact with local bank management on routine operational matters including negotiation of exchange rate on replenishment.

Ensures administration of management budgets and functioning of the optimal cost-recovery system focusing on achievement of the following results:

Preparation and modifications of budgets for UNDP management projects, follow-up with HQs on ASL for management projects;
Support the Operations Manager in establishment of criteria for pro-ration of Agencies contributions to the common services account, preparation and modifications of the common services budget and follow up on timely recovery of payments;
Support the Operations Manager to prepare yearly common services and common security budgets and follow up on timely collection of contributions from UN agencies and Government;
Timely preparation of cost-recovery bills in Atlas for the services provided by UNDP, implementation of the income tracking system and follow up on cost recovery.

Provides accounting and administrative support to the Finance Unit and performs Global payroll functions focusing on achievement of the following results:

Proper control of the supporting documents for payments and financial reports for NIM projects; preparation of all types of vouchers;
Verification of payments, execution of Pay cycle and payments;
Proper receipting of goods and services and establishment of accruals;
Global payrolls processing 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; payrolls are duly prepared and processed, MPOs and other entitlements are duly processed;
Ensure accounts financial closure for midyear and end of year closures;
Timely corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers. Timely response to HQ requests to resolve financial data issues;
In coordination with UNDP’s Global Shared Services Center, follow up on dashboard Exceptions on cash arrangements and take corrective actions as necessary;
Support the Operations Manager to follow up on Finance & IPSAS Dashboard on monthly basis to ensure that Office remains on acclaim list;
Maintenance of the Accounts Receivables for UNDP projects and follow-up with partners on contributions, deposits creation in Atlas and their application to AR pending items;
Deposit recording in Atlas including application of the deposit to an Accounts Receivable pending item;
Act as certifying officer in ATLAS for Travel Requests submitted via ATLAS T&E module. Verify travel entitlements submitted by travelers e.g. DSA, terminals etc;
Act as Travel Finance in ATLAS ensuring ticket invoicing, staging, reconciliation and payment to UNDP’s travel agent. Ensures availability of budget for all Travel Requests submitted in ATLAS per COA.
Via T&E module identify ticket reconciliation errors, unmatched ticket and unused ticket and take necessary actions to resolve these errors.

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

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 Atlas to monitor imprest level; identification and recording of contributions;
Preparation of monthly UN exchange rate report to Treasury;.
Timely and accurate processing of bank reconciliations of the local bank accounts and accounts that are interfaced with BOA, elaboration of the system on the CO expenditures/ contributions tracking;
Initiation of bank transfers and deals in Atlas.

Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results: Organization of trainings for the operations/ projects staff on Finance; Synthesis of lessons learnt and best practices in financial management; Sound contributions to knowledge networks and communities of practice. Competencies Core Competencies: 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 Competencies: Partnerships :(Ability to engage with other agencies, donors, and other development stakeholders and forge productive working relationships) Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work Learning and Development:(Knowledge of enterprise learning and development issues, concepts, and principles, and ability to apply them to enhance the fulfillment and performance of employees) Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work Internal Reporting and Accountability :(Ability to create internal reporting and accountability processes and standards) Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work Results-based Management: (Ability to manage programmes and projects with a strategy aimed at improved performance and demonstrable results) Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work Team Building: (Ability to work effectively with diverse groups of professionals towards common goals) Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work Organizational Development:(Knowledge of organizational development concepts, issues and principles and the ability to apply them to strategic and/or practical situations) 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 Finance.
OR
University Degree in Finance, Business or Public Administration. Combination with 3 additional years of relevant and qualifying experience may be accepted in lieu of the advanced university degree.
Qualified accountants from an internationally recognized institute of accountancy will have a distinct advantage.

UNDP Accounting & Finance Test Required:

Long listed Candidates will be required to undergo the UNDP Accountancy & Finance Test (AFT) as a mandatory pre-condition for placement on the short-list for all applicants that do not have qualifications that exempt them from the test and if the institution is not recognized.
Those who are selected for this position yet do not hold a professional accountancy certificate must enroll in Finance Training and Certification Programme (FTCP) and complete it to the level commensurate with the position thereafter.

Experience:

6 years (Secondary Education) or 3 years (with bachelor’s degree) of progressively responsible finance and accounting experience is required. 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 of web-based management systems and ERP financials, preferably PeopleSoft.
Knowledge of IPSAS and/or IFRS required

Language Requirements: