Finance Associate

Finance Associate

Job categories: Finance

Vacancy code: VA/2024/B5109/28365

Department/office: ECR, RSMCO, Serbia

Duty station: Belgrade, Serbia

Contract type: Local ICA Support

Contract level: LICA-6

Duration: Open-ended

Application period: 12-Jun-2024 to 30-Jun-2024

Applications to vacancies must be received before midnight Copenhagen time (CET) on the closing date of the announcement.

Please note that UNOPS will at no stage of the recruitment process request candidates to make payments of any kind.

Background Information – Job-specific

The United Nations Office for Project Services (UNOPS) is an operational arm of the United Nations, supporting the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. UNOPS supports partners to build a better future by providing services that increase the efficiency, effectiveness and sustainability of peace building, humanitarian and development projects. Mandated as a central resource of the United Nations, UNOPS provides sustainable project management, procurement and infrastructure services to a wide range of governments, donors and United Nations organisations.

UNOPS areas of expertise cover infrastructure, procurement, project management, financial management and human resources.
The UNOPS Republic of Serbia Multi Country Office (RSMCO) is implementing 16 projects in Serbia, North Macedonia and Montenegro.

In Serbia, where UNOPS has been active since 2000, and North Macedonia and Montenegro where UNOPS works since 2017, the organisation provides support in demanding socio-economic reforms and facilitating accession to the European Union. The projects focus on sustainable socio-economic development, good governance, social cohesion, environment and emergency response. The projects are implemented with the funding from the European Union (EU), Governments of Switzerland, Sweden, Montenegro and North Macedonia, UN Multi-Partner Trust Fund.

All projects have gender equality as a transversal theme, and have been contextualised within the broader Sustainable Development Goals frameworks and objectives.

Functional Responsibilities

Under the direct supervision of the functional supervisor who reports to the Head of Support Services, the Finance Associate will provide financial and administrative support to the timely processing, recording, monitoring, and maintaining if financial transactions and accounts relating to payments and receipts in accordance with UNOPS’ financial rules, regulations, policies, and processes.

The Finance Associate will undertake the following activities/responsibilities:

Administration of budgets and cost-recovery system

Ensures administration of budgets and functioning of the optimal cost-recovery system focusing on achievement of the following results:

• Participate in information-gathering for budget preparation
• Extraction of required financial information from UNOPS project agreements and set up of necessary accounts in line with existing UNOPS financial policies and procedures
• Set up of approved budgets in ERP system
• Monitoring, review and adjustment of Projects’ expenditures/obligations against approved budgets
• Preparation of Projects’ cost sharing portions within the office’s resource mobilisation efforts
• Provision of inputs for delivery forecasting, implementation of cost-saving and reduction strategies in consultation with the office management
• Preparation of project financial reports in donor’s format
• Preparation and processing of budget revisions
• Support Project closure process

Payments and Accounting

Accounting, Payments functions focusing on achievement of the following results:

• Proper control of the supporting documents for payments and financial reports for projects; preparation of all types of vouchers;
• Pay Cycle and payments execution
• Maintenance of the internal expenditures control system which ensures that vouchers processed are matched and completed, timely corrective actions on unprocessed requests for payments taken, including those with budget check errors; transactions are correctly recorded and posted;.
• Timely accounts closure
• Timely response to HQ requests to resolve financial data issues.
• Maintenance of the Accounts Receivables for projects and follow-up with partners on contributions, creation of contribution receivables in ERP system
• Monitor and ensure validity of charges by verifying authorised amounts and ensuring availability of budget and funds
• Review of payment requests for completeness prior to processing, ensuring that documentation needed is complete and that all required procedures are fulfilled to enable the payment.
• Communication with colleagues/clients on areas requiring verification, corrections, additional information
• Entry of transactions and financial data in ERP system.
• Preparation of bank reconciliation report. Review for discrepancies and action as required.
• Replenishment of bank accounts
• Timely preparation of monthly cash flow forecast
• Opening/closing/replenishment of petty cash accounts
• Maintain financial filing system ensuring clear and auditable trail on all financial transactions
• Assume Finance profile tasks in ERP

Financial Reporting

• Prepare financial and statistical reports for internal use as required by management
• Prepare financial reports to funding sources and external clients in compliance with established reporting requirements
• Preparation of monthly expenditure schedules
• Support quarterly and year-end closure of accounts

Knowledge building and knowledge sharing

• Organise, facilitate and/or deliver training and learning initiatives for personnel on finance-related topics.
• Provide sound contributions to knowledge networks and communities of practice by synthesising lessons learnt and dissemination of best practices in human resources.
• Contribute feedback, ideas, and internal knowledge about processes and best practices and utilise productively.
• As Key Business User provides financial management support in the financial management module of ERP system to internal clients.

Education/Experience/Language requirements

Education

• Secondary education is required.
• A university degree (preferably in finance, accounting, business administration or related area) is an asset.
• Relevant certification in financial management or accounting a distinct advantage

Work Experience

• Minimum of six years of relevant working experience within the areas of financial management and/or accounting is required. BA degree may substitute for some years of experience.
• Knowledge of ERP software system; knowledge of G-Suite and MS Office and financial management using electronic systems is an asset.
• Experience with international organisations is an asset.

Language Requirements

• Fluency in Serbian and English is required

ALL CANDIDATES ARE REQUESTED TO SUBMIT A CV AND COVER LETTER ALONG WITH THEIR APPLICATION

Competencies

Develops and implements sustainable business strategies, thinks long term and externally in order to positively shape the organization. Anticipates and perceives the impact and implications of future decisions and activities on other parts of the organization.(for levels IICA-2, IICA-3, LICA Specialist- 10, LICA Specialist-11, NOC, NOD, P3, P4 and above)

Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.

Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles.

Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role).

Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries.

Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements.

Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving.

Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.

Contract type, level and duration

This is a local position, it is therefore open to nationals of Serbia and to individuals who have a valid residence/work permit.

Contract type: ICA
Contract level: Local ICA Support – ICS 6
Contract duration: Open-ended, subject to organizational requirements, availability of funds and satisfactory performance

For more details about the ICA contractual modality, please follow this link:
https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx

Additional Information

• Please note that UNOPS does not accept unsolicited resumes.
• Applications received after the closing date will not be considered.
• Please note that only shortlisted candidates will be contacted and advance to the next stage of the selection process, which involves various assessments.
• UNOPS embraces diversity and is committed to equal employment opportunity. Our workforce consists of many diverse nationalities, cultures, languages, races, gender identities, sexual orientations, and abilities. UNOPS seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce.
• Qualified women and candidates from groups which are underrepresented in the UNOPS workforce are encouraged to apply. These include in particular candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities.
• We would like to ensure all candidates perform at their best during the assessment process. If you are shortlisted and require additional assistance to complete any assessment, including reasonable accommodation, please inform our human resources team when you receive an invitation.

Terms and Conditions

• All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter and UNOPS Policies and Instructions, as well as other relevant accountability frameworks. In addition, all personnel must demonstrate an understanding of the Sustainable Development Goals (SDGs) in a manner consistent with UN core values and the UN Common Agenda.
• It is the policy of UNOPS to conduct background checks on all potential personnel. Recruitment in UNOPS is contingent on the results of such checks.