Finance Assistant

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

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 Languages:

• 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.

Source: https://estm.fa.em2.oraclecloud.com/hcmUI/CandidateExperience/en/sites/CX_1/job/23727