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Finance Assistant

Chisinau

  • Organization: UNDP - United Nations Development Programme
  • Location: Chisinau
  • Grade: Administrative support - Administrative Services and Support - Generally no need for Higher Education
  • Occupational Groups:
    • Operations and Administrations
    • Administrative support
    • Banking and Finance
  • Closing Date: 2025-02-25

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 guidance and supervision of the Operations Manager and Head of Finance Unit (direct supervisor), the Finance Assistant provides financial services ensuring high quality, accuracy and consistency of work. The Finance Assistant promotes the principles of results-based management (RBM) as well as a client-oriented approach consistent with UNDP rules and regulations. 

The Finance Assistant works in close collaboration with the Operations, Programme, as well as project teams, for effective achievement of results, anticipating and contributing to resolving complex operational issues. The incumbent is expected to exercise full compliance with UNDP programming, financial, procurement and administrative rules, regulations, policies and strategies, as well as implementation of the effective internal control systems.

Duties and Responsibilities
 
The Finance Assistant works in close collaboration with the operations, programme and projects’ staff in the Country Office (CO) and with UNDP HQs staff, to exchange information and ensure consistent service delivery in the following areas:

Financial support
•    Ensure full compliance of financial processes and financial records with UN/UNDP rules, regulations, policies and strategies;
•    Assist Finance Unit and project personnel in preparation of all types of PO/non-PO vouchers, etc.;
•    Follow up with suppliers on any payment-related issues;
•    Prepare finance-related letters (VAT, guarantee letters, bank account opening/closing letters, etc);
•    Contribute to preparation of recurring reports as scheduled and special reports as required for budget preparations and audit;
•    Verify supplier’s information in Quantum and submit requests for supplier update;
•    Undertake other financial and administrative tasks on an ad hoc basis.

Cost-recovery support
•    Perform monthly calculation of cost-recovery for services provided by UNDP;
•    Prepare and send cost-recovery invoices, including follow up on cost recovery;
•    Assist with implementation of cost-recovery control system, to ensure that all costs are fully and timely recovered.

Accounting and administrative support
•    Manually enter or upload payment data into online banking platform and follow up with the bank on any payment-related issues;
•    Print payment-related invoice packages and ensure proper verification of all supporting documents; 
•    Prepare Travel Requests and F10 claims for CO Staff (alternate)
•    Maintenance of salary project bank card system, in close collaboration with local bank;
•    Verify supplier reconciliation reports;
•    Provide support in budget management and budget revisions for UNDSS (alternate);
•    Prepare monthly VAT refund reports and submit them to Tax Office (alternate)
•    Assist in timely corrective actions on unposted invoices, including invoices with budget check errors, match exceptions, unapproved invoices; 
•    Assistance in maintenance of Accounts Receivables for UNDP projects. 
•    Maintenance of the proper filing system for finance records and documents.
•    Assist with archiving of finance records and documents
    

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

  • Business Management - Results-based Management
    • Ability to manage programmes and projects with a focus at improved performance and demonstrable results
  • 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
  • Administration & Operations - Registry & correspondence management
    • Ability to collect, register, maintain and deliver mail and UNDP pouch; ability to manage archives
  • Administration & Operations - Events management (including retreats, trainings and meetings)
    • Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc
  • Administration & Operations - Travel contract management
    • Knowledge of policy and procedures related to contract management, incl. oversight of the Long Term Agreement (LTA) with the Travel Management Services (TMS) provider; UN airline agreement management covering all major and rail providers; ability to negotiate airline discounts
  • Finance - Budget management
    • Ability to support budgetary aspects of work planning process, drawing and management of team budgets
  • Finance - Accounting (General)
    • Knowledge of accounting concepts, principles, frameworks, standards, regulations, policies and trends, and ability to apply this to strategic and/or practical situations
Required Skills and Experience

Min. Education requirements

  • Secondary Education - University Degree in economics, finance, accounting, law, public administration, international relations or another related field would be desired.

Min. years of relevant work experience

  • At least five (5) years (with Secondary Education) or two (2) years of experience (with University Degree) in administrative work, accounting/finance, economics, audit, experience in development assistance or related work for a donor organization, consulting company, or NGO is required.
  • Previous experience with UN is a strong advantage.
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and advance knowledge of spreadsheet and database packages, experience in handling web-based management systems.

Required skills

  • Displays cultural, gender, religion, race, nationality, age sensitivity and adaptability;
  • Treats peers fairly by maintaining consistent values, inspiring trust and confidence through personal credibility;
  • Accepts responsibility and accountability for the quality of the outcome of his/her decisions;
  • Ability to handle multiple tasks simultaneously and ability to prioritize.

Desired skills in addition to the competencies covered in the Competencies section

  • Continues to seek new and improved methods and systems for accomplishing the work of the unit;
  • Ability to communicate effectively, both orally and in writing, is required to obtain, evaluate and interpret factual data and to prepare accurate and complete reports and other documents; 
  • Adapts flexibly to changing situations, overcomes obstacles and recovers quickly from set-backs;
  • Focuses on result for the client and responds positively to feedback;
  • Ability to achieve results and meet strict deadlines in an effective manner.
  • Consistently approaches work with energy and a positive, constructive attitude

Required Language(s)

  • Fluency in English, Romanian and Russian.
  • Knowledge of one or more minority languages relevant for Moldova, including Romani, Gagauzian, Bulgarian, Ukrainian and sign language, is an asset.

Professional Certificates

  • n/a
Disclaimer
 
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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