The Financial Resources Management Section (FRMS) is integrated by the following three teams: Policy and Quality Assurance Management; Financial Performance, Accounting and Reporting, and Budget and Financial Resources Management.
Under the overall guidance of Finance Specialist, Deputy Chief, FRMS and direct supervision of the Finance Analyst (Policy and Quality Assurance), the Finance Associate (Global Payroll, Treasury) contributes to effective delivery of financial services and transparent utilization of financial resources. He/she analyses and interprets the financial rules and regulations and provides solutions to a wide spectrum of financial issues.
The Finance Associate promotes a collaborative, client-oriented approach consistent with UNDP/UNV rules and regulations. The Finance Associate works in close collaboration with various sections and units of UNV in HQ Bonn, Germany, as well as with Regional Offices, Field Units and the New York Office to ensure successful delivery of financial function in UNV.
Duties and Responsibilities
Implementation of operational and financial management strategies, adaptation of processes and procedures
Ensure full compliance of financial activities, financial recording/reporting system and audit follow up with UN/UNDP rules, regulations, policies and strategies; implement effective internal control, support to proper design and functioning of the financial resources management system.
Monitor financial exception reports for unusual activities, transactions, and investigate anomalies or unusual transactions. Inform supervisor and other UNV/UNDP staff at headquarters of the results of the investigation when satisfactory answers are not obtained.
Identify potential risks associated with specific transactions under area of responsibility and alert supervisor. Propose corrective action to address/mitigate risk impact.
Provide inputs to the business processes mapping and elaborate the content of internal Standard Operating Procedures in Finance in consultation with the direct supervisor and office management.
Provide inputs for implementation of cost-saving and reduction strategies in consultation with the Section management.
Support the Deputy Chief and direct supervisor with other duties as required.
Accounting and administrative support to FRMS
Collect inputs necessary for staff accounts closure in coordination with Reporting Team of FRMS;
Ensure timely corrective actions on erroneous data in Quantum;
Provide support on HR and financial policies and procedures related to payroll;
Perform payroll helpdesk and end-user support function.
Pending review of the current business workflow for travel management in UNV, as assigned, process travel claims in line with travel entitlements for staff, consultants, UN and visitors, based on the pre-approved travel authorizations by respective delegated authorities.
Global Payroll Administration and Operational Support
Perform the alternate role (to Finance Associate) of Global Payroll Administration for UNV local payroll.
Ensure accurate payroll data entries, verification, and validation to reduce recoveries, advances, and other exceptional payments.
Monitor and take corrective action on Payroll reports which indicate unusual or questionable activity and payment.
Be the focal point for payroll related queries and assist in solving issues related to Global Payroll. Follow-up resolution of payroll posting errors in close cooperation with GSSC CPH.
Liaise with GSSC to ensure timely posting of payroll expenditures to the General Ledger.
Support Reporting Team of FRMS in ensuring that Global Payroll expenditures are accurately reflected in the General Ledger reconciliation.
Serve as a backup for processing payment of benefit entitlements.
Treasury accounting functions
Ensure proper control of the supporting documents for payments and financial reports for NGO/NIM/Agency liquidation; prepare all types of invoices.
Pay Cycle and payments execution as per the internal workload distribution system jointly with Finance Associate (Treasury).
Ensure timely corrective actions on invoices, including invalid budget check errors, match exceptions, pending invoices. Timely response to UNDP HQ requests to resolve payment related data issues.
Ensure internal expenditures control system which validates that transactions are correctly recorded and posted in Quantum; pay cycle is duly prepared and processed; MPOs and other entitlements are duly processed.
Provide timely responses and documentation to GSSC to facilitate preparation of bank to book reconciliation, according to service level agreement.
Ensure timely initiation of bank transfers and deals in Quantum.
Prepare information on the status of financial resources as required and on procedures, exchange rates, costs and expenditures and potential funding problems.
Liaise with bank focal point, as required.
Manage cash receipts and petty cash.
Identify and record receipts and create miscellaneous deposits/credit notes.
Ensure that relevant documents are classified and stored in institutional systems.
Ensures audit checks and balances for due diligence and financial accountability within the Financial Rules and Regulations of UNDP.
Facilitation of knowledge building and knowledge sharing in UNV and guidance to all stakeholders on financial matters
Contribute to knowledge building and sharing with regards to payroll and treasury management.
Provide information to management and staff on payroll related financial rules and regulations.
Synthesis of lessons learnt and best practices in finance function and specifically on UNV payroll.
Sound contributions to knowledge networks and communities of practice.
Required Skills and Experience
Education:
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.
Experience:
6 years (with high school diploma) or 3 years (with bachelor’s degree) of progressively responsible finance and accounting experience at the national or international level is required.
Prior experience in UNDP payroll, treasury management, payment processing, and GL creation is a distinct advantage.
Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and advanced knowledge of spreadsheet and database packages is required.
Experience in handling of web-based management systems.
Experience with ERP ORACLE financials is desirable.
Knowledge of IPSAS and/or IFRS is required.
Compliance with UNDP Accounting and Finance Test is required.
