Finance Assistant: (Open to external applicants)

Please note the appropriate Tier indicated in the vacancy title and ensure that you are holding the applicable contract as defined below:

• Tier 1: UNDP/ UNCDF/ UNV staff holding permanent (PA) and fixed term (FTA) appointments (defined as “internal” candidates)  
• Tier 2: UNDP/ UNCDF/ UNV staff holding temporary appointments (TA) and personnel on regular PSA contracts 
• Tier 3: All other contract types from UNDP/UNCDF/UNV and other agencies, and other external candidates 

Background

The UNDP Country Office administers and manages common premises and shared services on behalf of the co-located UN agencies, funds, and programs. The Common Premises Unit is established to ensure the efficient, secure, and cost-effective management of all common premises, assets, and services. The unit's objective is to provide high-quality support services to all Participating Agencies, enabling them to focus on their core mandates 

Under the guidance and direct supervision of the Finance Analyst – Head of Finance Unit, with matrix reporting to the  Operations Specialist - CP, 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

Support implementation of operational strategies.

• Ensure full compliance of financial processes and financial records with UNDP Programme and Operations Policies and Procedures (POPP) and strategies.
• Provide input to the Finance unit and office management in preparing and reviewing CO and CP business processes mapping and elaboration of the content of internal standard operating procedures in finance in consultation with the direct supervisor and office management.

Provide accounting and administrative support to the CP and Finance unit.

• Extract details on income, expenditure, assets, and liability from accounting system to analyze and verify accuracy and validity and further to process various adjustments in the accounts.
• Generate reports, prepare worksheets, and assists with the preparation of financial statements.
• Perform the closure of monthly accounts and take actions on year-end financial closure as per guidelines and instructions from Finance Division.
• Follow up on accounts receivables from UN agencies and various other UN entities on monthly basis.
• Scrutinize source documents for completeness, accuracy, and validity of charges.
• Review requests and record adjusting entries in ERP.
• Drafts routine correspondence with respect to enquiries related to relevant financial and budget matters.
• Complete accurate and timely processing of invoices according to instructions and established financial rules upon receipt of required and complete documentation.
• Verify accuracy of invoices and supporting documentation submitted for payment, ensure goods and services have been received, verify mathematical computations, and create payment document in ERP for approval.
• Responds to queries from Vendors and third parties on outstanding issues such as missing invoices, delivery discrepancies, liquidated damages, prompt payment discount etc.
• Maintains and keep up-to-date files.

Support functioning of the optimal cost-recovery system.

• Review cost recovery transactions and process the billing documents for UN Agencies and liaise with counterparts on cost-recovery matters with UN entities, funds, programmes, and follow up on cost recovery.
• Follow up on accounts receivables from UN agencies and various other UN entities on monthly basis.
• Scrutinize source documents for completeness, accuracy, and validity of charges.
• Review requests and record adjusting entries in ERP/Quantum.

Treasury:

• Reviews incoming payment instructions with regard to banking details and sources of funds.
• Notifies payees of status of payments.
• Prepare and disburse wire payments/cheques.
• Carry out other related duties as may be assigned.
• Files and archives documentation as required.

Support knowledge building and knowledge sharing in the CO.

• Participate in the training for the operations/ projects staff on finance.
• Provide contributions to knowledge networks and communities of practice.

The incumbent shall perform other duties within their functional profile, as deemed necessary, for the efficient functioning of the of the Office, Organization.

Institutional Arrangement

The Finance Assistant will work under the direct supervision of the Finance Analyst – Head of Finance Unit with matrix reporting to the CP Operations Specialist.

Competencies

Required Skills and Experience

Equal opportunity

As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination. 

UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.

Sexual harassment, exploitation, and abuse of authority

UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles. 

Right to select multiple candidates

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.

Scam alert

UNDP does not charge a fee at any stage of its recruitment process. For further information, please see www.undp.org/scam-alert.