Internal UN staff candidates are requested to mention their current contract type in their CV/P-11.
Under the guidance and supervision of the Manager Budget and Finance, 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.
Functions / Key Results Expected
Summary of Key Functions:
Implementation of operational strategies
Administration of budgets and cost-recovery system
Accounting and administrative support
CO cash management
Facilitation of knowledge building and knowledge sharing
1.Ensures implementation of operational 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 and follow-up on audit recommendations; implementation of the effective internal control framework.
CO Finance business processes mapping and elaboration of the content of internal Standard Operating Procedures in Finance in consultation with the direct supervisor and office management.
Provision of inputs for implementation of cost-saving and reduction strategies in consultation with the office management.
2.Ensures administration of 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 including Common Services and UN Houses, follow-up with HQs on ASL for management projects.
Establishment of criteria for pro-ration of Agencies contributions to the common services account in consultation with direct supervisor, preparation and modifications of the common services budget and follow up on timely recovery of payments
Implementation of the control mechanism for management projects through monitoring budgets preparation and modifications, budgetary status versus ASL, follow up with HQs on ASL for development projects, maintenance of the General Ledger.
Prepare monthly financial reports to review the expenditure of management projects and submit summary to senior management
Presentation of researched information for planning and status of financial resources of the CO.
Prepare cost recovery bills for ISS, GMS and UPL by extracting data from Atlas, timely follow-up with concerned units for cost-recovery, implementation of the income tracking system and follow up on cost recovery.
3. Provides accounting and administrative support to the Finance Unit and performs Global payroll functions focusing on achievement of the following results:
Proper review and control of the supporting documents for payments.
Preparation of all types of vouchers; Pay Cycle and payments execution.
Approval of vendors in Atlas
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; travel claims, MPOs and other entitlements are duly processed
Timely accounts closure
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.
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.
Timely VAT reimbursements, payment of GLOC by the Government.
4. Ensures proper CO cash management functioning focusing on achievement of the following results:
Alternate to Finance Associate GS 7 for timely review of cash position for local accounts to ensure sufficient funds on hand for disbursements. Coordinate with the DD units and Other UN Agencies to establish cash requirement. Timely identification and recording of receipts for income application.
Alternate to Finance Associate GS 7 for daily review of zero-balance account bank statements in Atlas to monitor imprest level; identification and recording of contributions.
Alternate to Finance Associate GS 7 for transaction and stop payment initiation on internet banking systems.
Preparation of monthly UN exchange rate report to Treasury.
Timely and accurate preparation of bank reconciliations.
Initiation of bank transfers and deals in Atlas.
5.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 Finance.
Sound contributions to knowledge networks and communities of practice.