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Finance Assistant

Hanoi

  • Organization: UNDP - United Nations Development Programme
  • Location: Hanoi
  • Grade: Administrative support - NPSA-4, National Personnel Services Agreement
  • Occupational Groups:
    • Operations and Administrations
    • Administrative support
    • Banking and Finance
  • Closing Date: 2025-02-07

Background

 
Diversity, Equity and Inclusion are core principles at UNDP:  we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.

 
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.
 

Under the overall guidance and supervision of the UNDP Finance and Assurance Analyst, the Finance Assistant provides support in execution of financial services in the Country Office, ensuring effective and transparent utilization of financial resources and integrity of financial services. The Finance Assistant promotes a client- oriented approach consistent with UNDP rules and regulations.

The Finance Assistant works in close collaboration with the operations, programme and project teams in the CO, UNDP Global Shared Services Unit (GSSU) and Headquarters staff to resolve financial management and operational-related issues and information delivery, performing a variety of standard administrative processes and ensuring high quality and accuracy of work.

The Finance Assistant will provide effective support to the Finance and Assurance team to meet with increasing demands for high quality financial services from programme units, Common Back Office, UNDSS and other UN agencies, especially during the second half of the year. Incumbent is expected to work with energy and a positive, constructive attitude and display a strong client orientation. As such s/he will display flexibility in performing other emerging tasks and additional duties as required.

UNDP is committed to achieving workforce diversity in terms of gender, nationality, and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply.


 
Duties and Responsibilities
 

a) Assists in ensuring implementation of operational strategies, adapts processes and procedures through:

  • Ensuring full compliance with UN/UNDP rules, regulations, and policies of financial processes, financial records, reports, and follow-up on audit recommendations; implementation of effective internal controls framework in compliance with IPSAS.
  • Supporting to CO finance business processes mapping and monitoring and implementation of the internal standard operating procedures in finance in consultation with the direct supervisor.
  • Collection and consolidation of financial information for further analyses and reporting by the Finance and Assurance Analyst.    

 

b) Provides accounting and administrative support to the Finance and Assurance Unit through:

  • Providing support for all financial management transactions in compliance with IPSAS.
  • Proper control of the supporting documents for payments; reviewing of financial reports for development projects; assist in managing the CO management projects.
  • Initiatives of correspondences to verify data, answering queries and obtain additional information on accounts and financial transactions.
  • Maintenance of the internal expenditures control system which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in Quantum; payrolls are duly prepared; travel claims, MPOs (monthly payment orders) and other entitlements are duly processed.
  • 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.
  • Maintain an effective filing system.
  • Collect of supporting documents for payments and communications with programme team.
  • Support in recording financial transactions.
  • Support 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.
  • Support Finance Associate for tasks related to Direct Project Costing and Agency Service Portal.
  • Provide other administrative support as required.

 

c) Other tasks as may be assigned by the UNDP management:

  • Any other functions or responsibilities which may be assigned by the UNDP management. 
  • The incumbent is expected to contribute to the work of UNDP in all practice areas; and, as appropriate in UNDP, may be assigned to other practice or sub-practice portfolios.
  • Participate in capacity building and knowledge sharing: 

               + Participate in training for operations/project staff in the area of ​​finance; 

               + Contribution to the various UNDP knowledge networks, in particular share of good practices and experience; 

               + Support the Finance Officer in the implementation of the capacity building plan in the area of ​​his/her intervention.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.


 
Competencies

 
Core  
Achieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline
Think Innovatively: LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements 
Learn Continuously: LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback
Adapt with Agility: LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible 
Act with Determination: LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident
Engage and Partner: LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships
Enable Diversity and Inclusion: LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination 
     
Cross-Functional & Technical competencies    
Thematic Area Name Definition
Finance Accounting (General)

Understands how regulations and professional standards in internal and external audit underpin audit work in the public services. 

Understands the key stages of audit work, including planning, documentation, testing and reporting. 

Ability to examine and verify accounts and records. 

Understands wider mechanisms for assurance and scrutiny.

Understands the law and best practice relating to antibribery and corruption controls and the fraud risks faced by public bodies
Finance Budget management Ability to support budgetary aspects of work planning process, drawing and management of team budgets
Administration & Operations Documents and records management Overall document (hard or electronic) management; registry and retention policy including storing and archiving
Business Management Communication 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
Business Management Operations Management Ability to effectively plan, organize and oversee different parts of corporate operations, simultaneously and in an integrated way, in order to convert the organization’s assets into the best results in the most efficient way. Knowledge of relevant concepts and mechanisms.
Business Management Customer Satisfaction/Client Management Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers' needs. Provide inputs to the development of customer service strategy. Look for ways to add value beyond clients' immediate requests. Ability to anticipate client's upcoming needs and concerns.
Business Management 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
 
 
Required Skills and Experience
 
Min. Academic Education
  • Secondary education with specialized certification in Accounting and/or Finance.

OR 

  • A university degree in Finance Accounting is desirable. Part-qualified accountants from an internationally accredited institute of accountancy will have a distinct advantage.
Min. years of relevant Work experience Minimum of four (4) years (with high school diploma) or one (1) year with (Bachelors’ degree) of relevant experience in finance, accounting, administration or programme support service.
Required skills

Experience in the usage of computers and office software packages (MS Word, Excel, etc.)  
Desired skills in addition to the competencies covered in the Competencies section
  • Experience with financial resources management, including maintaining Accounts Receivables and Accounts Payables, making transactions, reporting.
  • University Degree in Accounting/Finance would be desirable.
  • Part-qualified accountants from an internationally recognized institute of accountancy will have a distinct advantage.
  • Experience in handling of web-based management systems and ERP financials, preferably Oracle
  • Experience of working with spreadsheet and database packages.
  • Experience of UNDP practices are an asset.
Required Language(s) Fluency in English and Vietnamese
 
 
Disclaimer

 

 
Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment. 

 
UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.

 
Applicant information about UNDP rosters

 
Note: 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.

 
Non-discrimination

 
UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.  

 
UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status. 

 
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