This position is part of the IMPACT Project Management Team, based in the UNCTAD office in Suva, Fiji.
Duties and Responsibilities
Summary of Key Functions:
Ensures effective project finance management and monitoring of project budgets for efficient, transparent, and timely financial management in line with UNCTAD/ASYCUDA operational procedures and donor requirement
Provides administrative and operational support to the project.
Prepare budget reports - quarterly and annual financial reports as per agreed work plan.
Ensures effective project finance management and monitoring of project budgets for efficient, transparent, and timely financial management in line with UNCTAD/ASYCUDA operational procedures and donor requirement:
Review and ensure all request for payments, requisitions and required vouchers, all payments and receipts are in compliance with the UNCTAD/ASYCUDA Rules and Regulations, financial recording/reporting system, and follow-up on audit recommendations; implementation of effective internal controls, proper functioning of a client-oriented financial resources management system.
Plans, guides and controls the use of programme financial resources.
Under the direction of the Project Manager, prepares and manages project budgets, and complete budget revisions in a timely manner.
Conducts monthly analysis and monitoring of budget expenditures by maintaining a shadow accounting- tracking mechanism so the financial status of the project is monitored;
Participates in project audits, control on the follow up, ensure implementation of all audit findings;
Responds to all requests and questions related to programme delivery;
Ensures the correct filing and storage of legal documents and binding agreements at project level
Exercises proper control and maintenance of (e-)filing of the supporting documents for payments, review projects financial reports and safekeeping of confidential materials; ensures accuracy of all programme filings.
Maintains the internal expenditure control system, which ensures that vouchers processed are matched and completed, transactions are correctly recorded, and ensure same is done for all programme level filings.
Follows upon the acquittal of cash advances issued to project implementing partners;
Advise the project team on the specific EU financial guidelines.
Acts as the audit focal point and provides information for audits and review;
Ensures full compliance of financial activities, financial recording/reporting system and audit follow up with UNCTAD/ASYCUDA rules, regulations, policies and strategies; implementation of the effective internal control, proper design and functioning of the financial resources management system;
Provides administrative and operational support to the project:
Maintains all project documentation in electronic and/or hard copy format (including financial records such as supporting documents for vouchers and POs and general filing system on project issues), according to UNCTAD/ASYCUDA policies and guidelines;
Provides support to procurement processes including review and compilation of necessary documentations during procurement process;
Reviews and verifies invoices and common services expenses (rent, utilities, phone, miscellaneous);
Organizes project-related meetings for key partners;
Supports the process of hiring and administration of consultancy contracts and administration of human resources within the assigned projects;
Coordinates project staff and stakeholders’ travel, including development of logistical notes, maintenance of project calendar;
Support entry of travel requests under the Travel and Expense Module and TRIP clearance;
Follows up on advances and support travel related queries;
Coordinates with UNDP where required for vendor entry and creation of travel profile
Responsible for development, maintenance and updating of the asset register for all equipment purchased within the assigned projects;
Provides administrative and logistics support to project events and meetings;
Ensures timely processing of staff/workshop participants travel claims in line with financial procedures;
Ensures overall smooth operational and administrative functioning of the projects for delivery of results
Prepare Budget reports- quarterly and annual financial reports as per agreed work plan:
Prepare financial ad-hoc reports upon request of PM or by EU Management.
Maintenance of accounts receivables for the project and inform PM on need to follow up on contributions.
Produces quarterly combined delivery reports for the donors, as well as oversees the preparation of delivery reports and closing of project transactions at year end;
Contributes to year end reporting including preparation of annual reports;
Required Skills and Experience
Min. Education requirements
Minimum requirement -Highschool certification,
OR Degree in Accounting/ Finance, Business Studies, Public Administration and/or Management, or related fields can be considered.
Min. years of relevant work experience
Highschool with minimum of six (6) working years relevant experience in administration, operations, finance, or project management
OR Degree in the relevant field with three (3) years of relevant experience in administration, operations, finance, or project management.
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
Previous experience with the UN or another multilateral/ international organization is an asset.
Applicants who have more than 3 years of progressively responsible finance, administrative, operations or project experience will have an added advantage.
