Operations & Finance Assistant

Update

The Operations/Finance Assistant (National UN Volunteer Specialist) assignment is based within the Finance Unit of the United Nations Development Programme (UNDP) Papua New Guinea. The position supports the efficient delivery of financial and operational services that enable UNDP and other participating UN agencies to implement development programmes effectively.

UNDP works in approximately 170 countries and territories to help governments achieve the Sustainable Development Goals (SDGs). In Papua New Guinea, UNDP supports national development priorities by strengthening government institutions, building resilience, reducing poverty, promoting inclusive governance, and fostering partnerships for sustainable development. The Finance Unit plays a critical role in ensuring that these programmes are supported by sound financial management, accountability, and compliance with UN financial regulations.

Beyond finance operations, the assignment reflects the core mandate of the United Nations Volunteers (UNV) programme by promoting volunteerism as a means of advancing peace and sustainable development. The volunteer is expected to actively engage in UNV initiatives, contribute to knowledge sharing, support volunteer engagement activities, and promote community participation throughout the assignment.

The expected outcomes of the assignment include ensuring full compliance with UNDP financial regulations, improving financial business processes, delivering timely and client-focused financial services, supporting the development of finance standard operating procedures, and contributing to the overall efficiency and effectiveness of UNDP Papua New Guinea's operations.

Within the delegated authority and under the overall supervision of Head of Finance and direct supervision of Operations/Finance Assistant or her/his designated mandated representative(s), the UNV Operations Assistant will:

· Prepare and process all types of vouchers, including Purchase Order (PO), Non-PO, prepayment, adjustment, and other vouchers for UNDP and on behalf of other UN agencies in Quantum and other relevant platforms;

· • Submit service requests and upload agency requests through the Agency Service Request (ASR) Portal on behalf of other UN agencies;

· Assist in running Paycycle regularly and ensure that all payments are processed and paid with appropriate and sufficient supporting documents;

· Coordinating with UN agencies and projects for the creation of deposits of country office, projects, UN Agencies and others in UNall and Quantum;

· Collection of contribution from agencies for Common Service Budget (CSB), Locally Cost Shared Security budget (LCSSB) and other projects are collected and recorded on time;

· Assist in review and validation of invoices of projects invoices and other invoices in the Quantum;

· Assist in recovery of other cost including ITC cost, Email, Docusign, rental cost from agencies and projects on time;

· Assist in monthly reconciliation of Travel Request (TR)/Travel Claim (TC) including ticket cost in coordination with Procurement unit and create the invoice in the quantum for the payment transfer;

· Assist in review of monthly petty cash registers including verification of supporting receipts and settlement of related petty cash advance/payments;

· Monthly Petty cash expenses are recorded on monthly basis and ensure that petty cash balance is physically counted and certified at least on monthly basis;

· Assist in monitoring Project Cash Advance (PCA) and ensure that PCAs are monitored and settled within 30 days from date of issue of cash advance;

· Provide logistical support for official trainings, workshops, meetings, and other events as required;

· Assist in uploading the budget in the system and monitor the expenditure of country office management projects and take corrective action if necessary;

· Coordinate with suppliers and other stakeholders for the reconciliation and corrections of invoices, bank reconciliation, deposits and other transactions;

· Assist in recording of revenue including auction, GLOC and other income in the system;


· Coordinate with bank and Global Shared Services Centre (GSSC) for foreign exchange deals, bank transfer, cash management and other bank related transactions;

· Ensured cash is forecasted on time and maintained in local bank throughout the year. Also coordinated with treasury to obtain the approval in case if our Interest level is exceeded.

· Collecting, recording, filing and submission of GST invoices of UNDP including project to government of Papua New Guinea for GST refund. Ensure that original invoices and supporting are received from related staff/project before submitting claim to government;

· Assist in tracking expenditures for UNDP management projects and follow up with projects and UN agencies on payment requests and cost-recovery actions;

· Prepare the cost-recovery bills for the services provided by UNDP and follow up on cost recovery;

· Provide regular finance orientation and guidance to all project and CO staff on for the recording of the financial transactions;

· Contribute for compliance of Gender Equality policy of UNDP Papua New Guinea.

· Perform any other duties and responsibilities assigned by the supervisor;