Finance Assistant

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Description

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Organizational Context

The United Nations Industrial Development Organization (UNIDO) is the specialized agency of the United Nations that promotes industrial development for poverty reduction, inclusive globalization and environmental sustainability. The mission of UNIDO, as described in the Lima Declaration adopted at the fifteenth session of the UNIDO General Conference in 2013 as well as the Abu Dhabi Declaration adopted at the eighteenth session of UNIDO General Conference in 2019, is to promote and accelerate inclusive and sustainable industrial development (ISID) in Member States. The relevance of ISID as an integrated approach to all three pillars of sustainable development is recognized by the 2030 Agenda for Sustainable Development and the related Sustainable Development Goals (SDGs), which will frame United Nations and country efforts towards sustainable development. UNIDO’s mandate is fully recognized in SDG-9, which calls to “Build resilient infrastructure, promote inclusive and sustainable industrialization and foster innovation”.

• The relevance of ISID, however, applies in greater or lesser extent to all SDGs. Accordingly, the Organization’s programmatic focus is structured in four strategic priorities: Creating shared prosperity; Advancing economic competitiveness; Safeguarding the environment; and Strengthening knowledge and institutions.
• Each of these programmatic fields of activity contains a number of individual programmes, which are implemented in a holistic manner to achieve effective outcomes and impacts through UNIDO’s four enabling functions: (i) technical cooperation; (ii) analytical and research functions and policy advisory services; (iii) normative functions and standards and quality-related activities; and (iv) convening and partnerships for knowledge transfer, networking and industrial cooperation. Such core functions are carried out in Divisions/Offices in its Headquarters, Regional Offices and Hubs and Country Offices.
• Each of these programmatic fields of activity contains a number of individual programmes, which are implemented in a holistic manner to achieve effective outcomes and impacts through UNIDO’s four enabling functions: (i) technical cooperation; (ii) analytical and research functions and policy advisory services; (iii) normative functions and standards and quality-related activities; and (iv) convening and partnerships for knowledge transfer, networking and industrial cooperation. Such core functions are carried out in Departments/Offices in its Headquarters, Regional Offices and Hubs and Country Offices.
• This position is located in the Treasury Unit of the Department of Finance (COR/FIN/TRS).  The Treasury manages assessed contribution administration, financial assets, including investments, operational and imprest bank accounts, operates the Global Banking system and ensures adequacy of liquidity for operations.
• The UNIDO Staff Performance Management System reinforces the collaboration within formal units as well as among cross-functional teams. In this context, the incumbent collaborates with his/her supervisor and colleagues, within as well as outside the unit. Within the formal teams, the incumbent may be expected to backstop other team members as required.

FUNCTIONAL RESPONSIBILITIES

• Under the supervision of the Treasurer and in close collaboration with other team members within as well as in accordance with the relevant financial and staff regulations and rules, the incumbent is responsible for the following tasks:
• Organizes and distributes the daily payment voucher workflow of payment requests from Accounts, Payments and Payroll Groups:
• Processes payment runs in SAP system according to the various payment methods;
• Retrieves and creates payment files based on payroll request voucher from SAP system;
• Reviews bank account balances to ensure sufficient balance in the accounts is available to effect payments accordingly.

Prepares and processes payments:

• Enters manually and/or downloads from SAP approved payments and payment files to banking systems and performs control for any errors in input and initiates rectification of these;
• In line with the overall Payments & Cash Management Policy of the organization, decides on the mode of payment, i.e. electronic transmission, tested fax, manual payment/letter, cheque, cash and ensures that instructions are transmitted;
• Processes UNIDO Head Quarters payments as well as UNDP and imprest account payments, sends Agency Service requests to concerned UNDPs and field offices;
• Selects appropriate routing and correspondent banks for electronic transfers by observing the cut-off times for payments processing of the various banks;
• Processes payments according to payment methods and submits payment summary details for approval of signatories;
• Operates and works with electronic banking systems to transfer payments
• Prepares cash payment authorization for travel advances and petty cash, prepares cheques;
• informs himself and the treasurer of any new changes in the formats and/or modalities of the payments, new and more efficient payment methods that allow for faster payments transfer and ensures these are implemented;

Global Banking Project:

• Performs tests for any new types of payments in test environment and ensures they are error free once allowed into the production environment;
• Communicates with the Help desk and IT department to ensure that technical errors in the system are taken care of;
• Proposes new changes within SAP system that would lead to more automated and faster payments processing with fewer errors.

Processing of receipts & reconciliation of payments:

• Screens bank statements and ensures that credit transactions are properly identified, receipted and reflected in the bank ledger;
• Downloads bank statement files (SWIFT MT940) into the SAP system;
• Records and deposits incoming cash or cheques into the bank for credit to the appropriate bank account;
• Ensures that transactions are recorded in the SAP system on clearing account;
• Co-ordinates with relevant groups/sections or banks for non-identifiable credits
• Works to achieve automated clearing of processed payments and suggests ways to increase the rate of reconciliation
• Acts as a Customer Support for the in-house clients, resolves queries on payments and bank reconciliation;
• Checks unpaid payments regularly, find out reason and solution and contact concerned staff in Accounts and Payments Unit to make necessary corrections.
• Runs daily reports to identify unpaid, rejected or returned payments and investigate the technical issues causing the problems

Miscellaneous:

• Reviews the daily bank account balances and identifies cash shortages/excesses for all currencies and sources of fund and recommends transfer to/from call or deposit accounts
• Processes transfers for investments; FX transactions and inter-fund settlement
• Prepares responses for Internal and External Audit inquiries
• Acts as Customer Support for in-house clients, resolves queries on payments and receipts
• Inputs and verifies the bank master data for banks
• Recommends new and efficient processes for Treasury functions
• Acts as a team member and performs duties in absence of other colleagues
• Provides training to any other support staff

MINIMUM ORGANIZATIONAL REQUIREMENTS

• Education: Completed higher secondary education. High school diploma or equivalent is required.
• Formal secretarial/clerical training or equivalent is desirable.
• Credit towards total working experience may be considered on a year by-year- basis, up to maximum of four years, for a first university degree or equivalent diploma, in a field relevant to the post.

Technical and Functional Experience:

• A minimum 8 years of relevant working experience in the field of finance, accounting, or banking is required.
• Proven knowledge and understanding of Treasury policies and procedures is highly desirable. Thorough understanding of finance and payment processing procedures and practices, preferably within the UN system or in a multicultural environment is desirable.
• Experience with different types of payment methods and international accounting standards (IFRS and/or IPSAS) obtained in practice and/or international organizations is desirable.
• Proficient use of Microsoft Office (Outlook, Word, Excel), internet.
• Experience with SAP or similar ERP software is an asset.
• Languages: Fluency in written and spoken English is required. Fluency and/or working knowledge of another official UN language is an asset.

Source: https://careers.unido.org/job/Vienna-Finance-Assistant/991064255/

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