United Nations Children's Fund , Libya
Closing Date for Applications:
- UNICEF works in some of the world’s toughest places, to reach the world’s most disadvantaged children. To save their lives. To defend their rights. To help them fulfill their potential.
- Across 190 countries and territories, we work for every child, everywhere, every day, to build a better world for everyone.
- The Finance Assistant is responsible for executing a broad variety of standardized administrative and specialized tasks in finance and accounting functions for the respective section(s) requiring thorough knowledge of UNICEF administrative and financial procedures, rules and regulations, processes, and policies.
Key functions, accountabilities, and related duties/tasks Summary of key functions/accountabilities:
- Invoice Registering and Processing.
- Support to Financial Control.
- Process & safeguard Payment documents.
- Record DCT refund and other receivables.
- Petty cash custodian back-up
- General Administrative Duties
Invoice Registering and Processing:
- Serve as one entry point for all invoices, stamp them with date of reception.
- Maintain registers of all incoming invoices and ensure its distribution to respective sections/units.
- Monitors and report on weekly basis paid invoices and highlight time taken to process each invoice.
- Responsible for collecting invoices and filing documents for approval and, thereafter processing in vision; Upload electronic files and verify results to destination system; Respond to client transaction status and other inquiries. Support to Financial Control
- Maintain unit/work plans and budgets as well as offline financial status reports for Unit work plans, Monitor and advise budget owners on financial status of projects and potential over- expenditures and recommend possibilities for reallocation to ensure the optimum use available funds.
- Review and process payments in VISON related to HACT, utility payments, supplies, PO, advances, and other payments. Check the requests have the necessary supporting documents, usually the original document, validity of the charge, they are certified by the
- staff responsible and are coded correctly. File the transactions and the related supporting documents regularly and share copies with relevant sections as required.
- Submit periodic financial reports for management oversight, monitoring and review and confirm availability of funds as required.
- Process requisitions and prepare payment vouchers for the unit.
- Provide relevant information for the response to audits.
- Assists in preparation of periodic accounting records by timely recording all DCT related, staff and vendor receivables, recording receipts and disbursements (registers, receipt vouchers, etc.) and reconciling data for recurring or special reports.
Process & safeguard Payment documents
- Follow up to get checks/OP signed.
- Inform operation and program staff when OP is ready for collection.
- Ensure safe and timely transfer of payment orders.
- Stamp all financial documents with stamp paid before their filling.
- Maintains contacts with local banks for verifying account status.
- Check online bank statements on daily basis and for non-identified deposit for DCT refund check/request information to Programme staff to ensure timely record.
- Serves as a Local Focal Point Releaser (for invoices not certified manually).
Petty cash custodian back-up
- Make disbursements from petty cash funds, maintain records of these disbursements and balances accounts, as required (in the absence of main custodian).
- Record DCT refund and other receivables
- Monitor deposits of cash receipts on UNICEF bank accounts; Initiate all receivables including DCT refund in Vision.
General Administrative Duties
- Ensure proper scanning and renaming of all invoices to be submitted to GSSC.
- Ensure proper filing of all financial documents at the Finance Unit level (DCT liquidations, Payment run, Bank Reconciliation reports) and manage archives and ensure prior discussion for access to any financial documents by external party.
- Assists newly arriving or departing staff members with opening or closing bank accounts, exchanging currency and other financial matters.
- Maintain hard and electronic files and update data base systems ensuring timely and appropriate recording, safekeeping, and disposal of confidential information; Maintain attendance records.
To qualify as an advocate for every child you will have
- Completion of secondary school education preferably with first level (Bachelor's) university degree in
- financial management related fields such as Accountancy or Finance and administration.
- A minimum of 3 years of progressively responsibilities in accounts, Finance and administrative work experience is required,
- Experience in a UN system agency or international organization is an asset.
- Knowledge of financial rules, regulations, procedures, and work processes.
- Good understanding of financial and accounting concepts and standards. Excellent knowledge e of computers systems and applications.
- Fluency in English is required. Knowledge of another official UN language or local language of the duty station is considered as an asset.