Under the overall guidance of the Operations Analyst and direct supervision of the Operations Associate, the Finance and Administrative Assistant provides support in execution of financial and other operational services in the Country Office (CO) ensuring effective and transparent utilization of financial resources and integrity of financial services. The Finance and Administrative Assistant will assist in promoting a client-oriented approach consistent with UNDP rules and regulations.
The Finance and Administrative Assistant works in close collaboration with the operations, programme and project teams in the CO and UNDP HQs staff to resolve complex financial management and operational-related issues and information delivery.
Duties and Responsibilities:
Supports implementation of operational and financial management strategies, adapts processes and procedures focusing on achievement of the following results:
Full compliance with UN/UNDP rules and regulations of financial processes, financial records and reports and audit follow up; supports implementation of the effective internal control framework;
Follow up on outstanding contributions to ensure receipt in a timely manner;
Supports the preparation of financial reports and adjusting entries as required.
Ensures administration of budgets and functioning of optimal cost-recovery system focusing on achievement of the following results:
Assist with the preparation and modifications of budgets for UNDP management projects, follow-up with HQs on Authorized Spending Limit (ASL) for management projects;
Assist the Operations Associate in reviewing reports to prepare financial projections for the CO
Timely preparation of cost-recovery bills for the services provided by UNDP;
Revision and updates of the income tracking system and follow up on cost recovery.
Provides support and assistance in accounting, finance and administration to the Operations Unit in order to achieve the following results:
Proper control of supporting documents for payments and financial reports for projects and preparation of all types of vouchers;
Maintenance of the internal expenditures control system which ensures that vouchers processed through GSSC are matched and completed, transactions are correctly recorded and posted in ERP Systemlas; travel claims and other entitlements are duly processed;
Timely corrective actions on erroneous data in ERP System;
Maintenance of the Accounts Receivables for UNDP projects and follow-up with partners on contributions and submit the appropriate entries for deposits received:
Timely submission of General Consumption Tax (GCT) exemption and dissemination to vendors;
Follow up with the government on outstanding Government Contribution to Local Office (GLOC) payments;
Supports quarterly financial closure exercise.
Assist in the proper CO cash management functions focusing on achievement of the following results:
Supports the Operations Associate for timely review of cash position for local accounts to ensure sufficient funds on hand for disbursements. Timely identification and recording of receipts for income application;
Assist the Operations Clerk in the preparation of monthly UN exchange rate report to submit to UN Treasury;
Supports the Operations Associate in providing timely and accurate preparation of documents submitted for bank reconciliations;
Provides administrative and logistical support, focusing on achievement of the following results:
Assist the Operations Clerk for the receipt of shipments, customs clearance arrangements, preparation of documents for UNDP shipments (received/sent), arrangements for shipments;
Assist in the arrangement of travel and hotel reservations, preparation of travel authorizations;
Assist in supporting staff members and their dependents by processing requests for visas, identification cards and other documents in accordance with requirements of the United Nations and national government;
Administrative support to the organization of conferences, workshops and retreats;
Collection of information for Daily Subsistence Allowance (DSA), travel agencies and other administrative surveys;
Preparation of routine correspondences, faxes, memoranda and reports in accordance with the CO Standard Operating Procedures;
Extracting, inputting, copying and filing data from various sources;
Maintenance of files in the Finance Unit;
Alternate for checking vehicle logs and preparation of the draft vehicle history reports and maintenance plans.
Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results:
Assist in the logistics for trainings of the operations/ projects staff on Finance;
Synthesis of lessons learnt and best practices in financial management;
Sound contributions to knowledge networks and communities of practice.
Required Skills and Experience:
Min. Education requirements:
Secondary Education with specialised training in Accounting or Financial Management OR
Bachelor’s degree, or equivalent in Accounting, Finance or related field
Part-qualified accountant from an internationally recognized institute of accountancy (ACCA Level 2).
Min. years of relevant work experience:
With Secondary education, 6 years of progressive finance and accounting experience is required;
With University degree, 3 years of progressive finance and accounting experience is required.
Required skills:
At least three (3) years experience performing accounting duties within a professional organisation including developing and managing budgets is required
At least three (3) years experience performing administrative duties within a professional organisation is required
At least two (2) years experience and demonstrated proficiency in the use of computers and office software packages (MS Word, Excel, etc)
Knowledge of IPSAS and/or IFRS is required.
Required Languages:
Proficiency in English. Working knowledge of other UN languages desirable.
