Administrative & Finance Associate

<!–

Description

–>

How can you make a difference?

Under the supervision and guidance of the Finance Specialist, the Administrative & Finance Associate is responsible for executing a broad variety of procedural and specialized administrative and finance tasks for the respective section requiring a good knowledge of administrative, procurement and financial procedures, processes and policies of payments, bookkeeping and recording in accounting systems/software. 

Key functions, accountabilities and related duties/tasks

• Responsible for collecting invoices, checking their compliance with UNICEF policies, ensuring certification and filing the documents for approval and thereafter processing in VISION.  
• Uploads all electronic files related to invoice processing while ensuring they are correct, complete and in line with UNICEF policies and standards.  
• Maintain a closer collaboration between Operations units and Programmes in ensuring timely payment of invoices; and responds to clients’ queries (e.g. transaction status, certification, procedure, etc.). 
• Analyze and monitor the payment of all purchase and service invoices related to all UNICEF Haiti offices 
• Facilitate the invoice payment process by maintaining efficient administrative and financial tracker and systematic follow-up methods, taking into account all recommendations aimed at constant improvement of the process. 
• Establish a simplified and efficient communication system with suppliers for better monitoring and execution of tasks.  
• Initiate, timely monitor, amend and follow-up on all invoice payments in VISION, and support the Finance unit in the process of reconciliation of invoices payments on a monthly basis.  
• Ensure each payment has a valid accounting document such as contracts, Purchase Orders, Goods Receipt Notes, etc. Timely follow up with the administration on contract extensions for recurring services, requisitioning of funds for payments, making necessary corrections after required approvals are obtained, and process such corrections in VISION/system . 
• Coordinate with the different sections of the office and liaise with suppliers to plan, update and monitor the invoices payment cycle, and ensure funding is available in the system for timely payments once the material is delivered or the service is provided. 
• Gather and organize information from various relevant sources in order to address any issues related to payments (GSSC queries, returned payments, rejected cases, uncashed checks, bank queries, etc.)  
• Prepare periodic reports pertaining to the invoices payment, lessons learned and propose systematic improvements. 
• Keep statistical reports up to date in order to analyze the improvement of the payment process cycle. 
• Analyze and reconcile information from different control systems to provide clear and up-to-date information on invoices payments forecast, and ensure relevant parties are timely alerted to take action (expiring contracts, POs, FCs, etc). 
• Ensure the regularity of payments to partners (including UN agencies), and recovery/receipts of payments from them on UNICEF provided services and/or commitments (payments/costs recovery related to OMT, UNCT, common  services, etc.). 
• Process and/or review the accuracy and timely submission of assigned payments, journal entries and other financial transactions within scope to the Global Shared Services Center (GSSC), ensuring compliance with budgetary limits. 
• Ensure correct payment parameters are assigned to all cases submitted to the GSSC.  
• Manage financial archives and ensure prior approvals are obtained for accessing financial documents by external party. 

To qualify as an advocate for every child you will have…

• Completion of secondary education is required, with a preference of supplementary technical or university courses related to the Operations functional area of the organization (Finance, Administration, Human Resources, ICT, Supply and Logistics).
• A minimum of 6 years of relevant administrative and/or financial work experience is required.
• A bachelor’s degree from a recognized academic institution in a field relevant to the position may replace three years of related work experience.  A master’s degree may replace and additional two years of experience.
• Fluency in French and working knowledge of English are required. Knowledge of a local language is an asset. 

Source: https://jobs.unicef.org/en-us/job/573815/administrative-finance-associate-g6-fixed-term-portauprince-haiti-118871

<!—

<!–

–>