Finance Associate

Duties and Responsibilities:

1.) Support administration and implementation of operational strategies and adapt processes and procedures.

 Ensure CO financial processes, financial records and reports, and audit follow-up comply with UNDP Programme and Operations Policies and Procedures (POPP). Implement effective internal control framework.
 Support office management in preparing and reviewing CO finance business processes mapping and elaboration of the content of internal standard operating procedures in finance in consultation with the direct supervisor and office management.
 Provide input for implementation of cost-saving and reduction strategies in consultation with the office management.
 Maintain financing and trust fund agreements, follow up on contributions with the respective project teams (the project team should be contacting the donor) within the CO resource mobilization efforts.
 Routinely monitor financial exception reports for unusual activities and/or transactions; and investigate anomalies or unusual transactions. Inform senior CO management and other UNDP staff at Headquarters of the results of the investigation when satisfactory answers are not obtained.

2.) Support administration of budgets of CO management projects, clearance of budgets for development projects, and functioning of an optimal cost-recovery system.

 Provide researched information for planning and status of financial resources of the CO.
 Prepare and modify budgets for UNDP management projects, follow-up with HQ on authorized spending limits (ASL) for management projects.
 Assist in the preparation of required budget revisions (ensuring multiyear budget revision) within the unit at required period and timely securing of ASLs; and ensure detailed record keeping of funds released for projects as well as monthly ASL reporting for non-core/ GEF projects.
 Prepare timely cost-recovery/DPC bills in ERP for the services provided by UNDP, implement the revenue tracking system, and follow up on cost recovery.

3.) Provide accounting and administrative support to the Finance unit.

 Support proper control of the supporting documents for payments invoices and proper document management including systematic archiving.
 Prepare financial reports for projects and management funds/budget balance; and prepare all types of invoices.
 Maintain the internal expenditures control system which ensures that invoices processed are matched and completed, transactions are correctly recorded and posted in ERP, and travel claims and other entitlements are duly processed.
 Coordinate and review allocated General Ledger and sub-ledger accounts and support timely project closure.
 Take timely corrective actions on erroneous data in ERP and on unposted invoices, including the invoices with validation errors, match exceptions, and/or unapproved invoices. Prepare financial reports as required. Provide timely response to HQ requests to resolve financial data issues.
 Maintain the Accounts Receivables for UNDP projects and follow-up with partners on contributions.
 Ensure timely recording, reconciliation, and submission of VAT claims with relevant TAX authority and following up on VAT reimbursements.

4.) Ensure proper CO cash and Treasury management functioning.

 Act as alternate to Finance Analyst for timely review of cash position for local accounts to ensure sufficient funds for disbursements and maintain liquidity level approved by Treasury. Identify and record receipts and create deposits for revenue application on a timely basis.
 Provide timely review of cash position for local accounts to ensure sufficient funds for disbursements and maintain liquidity level approved by Treasury. Identify and record receipts and create deposits or revenue applications.
 Identify and record contributions.
 Prepare timely and accurate bank reconciliations and provide documentation to GSSC according to service level agreement. Initiate bank transfers and deals in ERP.
 Preparation of monthly cashflow forecast to ensure sufficient cash balance in local bank account. Liaise with participating UN Agencies to obtain disbursement estimate of their cash requirement.

5.) Ensure facilitation of knowledge building and knowledge sharing in the CO.

 Assist in organizing training for the operations/ projects staff on finance, audit and compliance matters, and implementation of Internal Control Framework (ICF).
 Synthesize lessons learned and best practices in financial management.
 Provide sound contributions to knowledge networks and communities of practice

 A university degree in Business Administration, Public Administration, Finance, Economics or equivalent will be given due consideration, but it is not a requirement.

 Fully Qualified Accountant, from an internationally accredited institute of accountancy or Full Completion of the UNDP Finance Training and Certification Programme (FTCP). No UNDP Accountancy and Finance Test (AFT) required.
 Candidates with no professional accountancy qualifications, but with degrees that major in accountancy and/or finance must complete UNDP Finance Training and Certification Programme (FTCP), if recruited. However, no UNDP Accountancy and Finance Test (AFT) is required.
 Candidates with no professional accountancy qualifications but with relevant experience must successfully undertake UNDP Accountancy and Finance Test (AFT) before shortlisting and must complete the UNDP Finance Training and Certification Programme (FTCP), if recruited.