Management Finance Associate (UNDP)

Job Description

• Required Languages: English and Vietnamese
• Vacancy Type: Fixed Term
• Education & Work Experience: Bachelor's Degree - 4 year(s) experience OR High School certificate- 7 year(s) experience
• Location: Ha Noi, Viet Nam
• Contract Duration: 1 Year with Possibility for extension
• Application Deadline:  11/01/2024, 11:59 PM

Background

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.

Contingent upon UNDP corporate-wide decisions to outsource operational functions including financial services to Centers in the regions, the Operations Unit in the CO will become a smaller, leaner team. The CO Operations team will focus on ensuring oversight, assurance and client services functions, providing agency services and bridging towards the regionally clustered transactional services.  These functions in the CO will include analytics and client relationship management to explore government co-financing opportunities, establishing benchmarks for development support services and explore non-core facility.

UNDP adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. This is a recognition of interconnected nature of development risks & crises that the world is facing and that call for assembling of multidisciplinary teams for an integrated & systemic response. Therefore, UNDP personnel are expected to work across issues, units, functions, teams and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration.

Duties and Responsibilities

• Full compliance with UN/UNDP rules, regulations, and policies of financial activities, financial recording/reporting system and follow-up on audit recommendations; implementation of effective internal controls, proper functioning of a client-oriented financial resources management system.

• CO Finance business processes mapping and elaboration of the content of internal Standard Operating Procedures in Finance in consultation with office management

• Preparation, implementation of cost sharing and trust fund agreements, follow up on contributions within the CO resource mobilization efforts.

• Elaboration of proposals and implementation of cost saving and reduction strategies in consultations with office management.

• Preparation, creation, and modifications of budgets for UNDP management projects & common services projects, follow up with HQs on authorized spending limits (ASL) for management projects.

• Establishment of criteria for pro-ration of Agencies contributions to the common services account, preparation and modifications of the common services budget, follow up on contribution from UN agencies on those common services projects (i.e. common premises, local securities, …) and timely recovery of payments from UN Agencies (include but not restrict to desk cost, pouch cost, international telephone cost, …).

• Programme financial resources management through controlling of the resources.

• Implementation of the control mechanism for development projects through monitoring budgets preparation and modifications, budgetary status versus ASL, follow up with HQ on ASL for development projects, maintenance of the General Ledger.

• Presentation of thoroughly researched information for planning of financial resources of the CO, reports containing analysis of the financial situation.

• Timely preparation of cost-recovery bills in the ERP for the services provided by UNDP, elaboration and implementation of the income tracking system and follow up on cost recovery.

• Act as the focal point for Direct Project Costing and Agency Service Portal.

• Update/ maintenance of Local price list and elaboration in workload studies for the office.

• Proper control of the supporting documents for payments, review of financial reports for projects.

• Follow up on payments executive.

• Timely corrective actions on unposted invoices, including the invoices with budget check errors, match exceptions, unapproved invoices. Timely response to GSSC and HQ requests to resolve financial data issues.

• Create invoice adjustment and journal entry in Quantum (based on signed request from related departments/units)

• Maintenance of the Accounts Receivables for UNDP projects; follow up with partners on contributions, AR pending items and carry out deposit request timely via Unall.

• Maintenance of the internal expenditures control system which ensures that invoices processed are matched and completed, transactions are correctly recorded and posted in Quantum; payrolls are duly prepared; travel claims, monthly payment orders and other entitlements are duly processed.

• Timely corrective actions on erroneous data in the Quantum; preparation of financial reports as required, especially for common service projects.

• Act as VAT refund focal point, manage timely VAT reimbursements, payment of Government Contribution to Local Office Costs.

• Coordination and review of accounts closure; preparation of year-end certification for the office.

• Act as alternative contact point for Programme Finance Associate in case of his/her absent.

• Provides other support as required.

• 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 ERP to monitor imprest level; identification and recording of contributions.

• Alternate to Finance Analyst (or Operations Manager) as primary contact with local bank management on routine operational matters including negotiation of exchange rate on replenishment.

• Circulate monthly UN exchange rate report to CO colleagues.

• Timely follow-up on bank reconciliations and get certification from Head of Office on that report.

• Performing Pay cycle daily

• Timely preparation of monthly cashflow forecast for use by Operations Manager. Liaison with UN Agencies to obtain estimate of their cash requirement.

• Alternate as cashier for cash disbursements made on site.

• Act as treasury focal point of the office, in charge of the office safe.

• Organization of training for the operations/programme/projects staff on financial management.

• Synthesis of lessons learnt and best practices in financial management.

• Sound contributions to knowledge networks and communities of practice.

Competencies

Cross-Functional & Technical competencies:

• Knowledge Generation: Ability to research and turn information into useful knowledge, relevant for context, or responsive to a stated need.

• Communication: Ability to communicate in a clear, concise, and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience

• Ability to manage communications internally and externally, through media, social media, and other appropriate channels.

• 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.

• Accounting (General): Knowledge of accounting concepts, principles, frameworks, standards, regulations, policies and trends, and ability to apply this to strategic and/or practical situations.

• Budget management: Ability to support budgetary aspects of work planning process, drawing and management of team budgets.

• Financial reporting and analysis: Understand changes in regulatory, legal and ethical frameworks and standards for financial reporting in the public sector. Ability to extract, evaluate financial data, derive relevant findings and present them in a meaningful and coherent manner to facilitate effective decision making and performance monitoring. Understands the benefits of integrated reporting, including non-financial resources such as human, social and intellectual capital, and environmental and governance performance.

• Management and cost accounting: Ability to produce periodic qualitative and quantitative performance reports to facilitate effective decision making and performance monitoring. Ability to use a range of costing techniques and analyse cost related data to provide quantitative information to the users of reports.

Required Skills and Experience

How to apply 

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