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.
Functional Responsibilities
Summary of Key Functions:
Administration of budgets and cost-recovery system
Accounting. Payments, Payroll
Office cash management
Knowledge building and Knowledge sharing
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:
Preparation and modifications of budgets for projects,
Presentation of researched information for planning and status of office’s financial resources
Provision of inputs for implementation of cost-saving and reduction strategies in consultation with the office management.
Preparation of cost sharing and trust fund agreements, follow up on contributions within the office’s resource mobilization efforts
Accounting. Payments, Payroll :
Accounting, Payments, Payroll 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.
Proper receipting of goods, services, and establishment of accruals.
Approval of vendors in Enterprise system (if a senior member of the Finance team).
Global payrolls processing in Enterprise system.
Maintenance of the internal expenditures control system which ensures that vouchers processed are matched and completed, timely corrective actions on unposted voucher taken, including those with budget check errors, match exceptions and unapproved vouchers; transactions are correctly recorded and posted; payrolls are duly prepared and processed; travel claims, MPOs and other entitlements are duly processed
Review of payment requests including supporting documents against the annual work plan.
Timely accounts closure
Timely response to HQ requests to resolve financial data issues.
Timely corrective actions on erroneous data in Enterprise system. Preparation of financial reports as required.
Maintenance of the Accounts Receivables for projects and follow-up with partners on contributions, deposits creation in Enterprise system and their application to pending items.
Timely reimbursements, payments of costs by the Government
Preparation of vouchers for projects.
For Roving Positions outside ERP systems:
Administer project advances, reconciliations, and replenishments, under authorized approvals as follows
Liaise with programme officers and conduct necessary project visits to obtain all certified documents evidencing the completion of an activity, incurring of expenditure and identity of the party/vendor;
Verify and monitor the accuracy of the statements and work plan compliance to provide replenishment of seed funds
Collect all certified supporting documents, signatures, names and other particulars of the beneficiaries in receipt claims / reimbursements;
Undertake required recording of transactions
Reconcile the available balance of funds with the balance shown in the register;
Where authorized, replenish funds upon receipt of relevant original documents and other evidence, and performing a reconciliation of the figures, beneficiaries, work plan and budget;
Ensure settlement of the balance of cash in hand.
Office cash management:
Alternate to the supervising Finance Associate/Senior Finance Associate for timely review of cash position for local accounts to ensure sufficient funds on hand for disbursements. Timely identification and recording of receipts for income application.
Alternate to the supervising Finance Associate/Senior Finance Associate for daily review of zero-balance account bank statements in Enterprise system to monitor imprest level; identification and recording of contributions.
Timely and accurate preparation of bank reconciliations.
Alternate to the supervising Finance Associate/Senior Finance Associate for timely preparation of monthly cash flow forecast for use by Operations Manager/ Finance Analyst. Liaison with clients to obtain estimate of their cash requirement.
Initiation of bank transfers and deals in Enterprise system.
Creation of bank transfers (replenishment), deals and bank reconciliation processing.
Effecting of operational Advances after submission of the reconciliation and settlement of the previous advances
Knowledge building and knowledge sharing:
Organize, 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 synthesizing of lessons learnt and dissemination of best practices in human resources.
Contribute feedback, ideas, and internal knowledge about processes and best practices and utilize productively.
As Key Business User provide financial management support in the financial management module of Enterprise system to internal clients.
The effective and successful achievement of results by the Finance Associate directly impacts the efficient and effective management of financial resources in projects and programmes, demonstrating UNOPS’ effective stewardship of donor and partner funds. These promote the credibility of the organization as an effective service provider in project services and management.
Education/Experience/Language requirements:
Education:
Completion of secondary school is required.
CPA, first University Degree in Business Administration, Public Administration, or equivalent disciplines is desirable but not required.
Relevant certification in financial management or accounting a distinct advantage.
Experience:
Minimum of 6 years of relevant working experience within the areas of finance, accounting, business administration or related field is required.
Knowledge of UNOPS financial rules and regulations; working knowledge of ERP is desirable.
Experience with MS Office 2003/or newer versions, and financial management, using electronic systems, environment and are desired.
Some experience in UN system organizations is desirable.
Language:
Fluency in French is required;
Fluency in Arabic is required;
English is an asset;
Working knowledge of another, official UN language is desirable.
