As a team member, the incumbent provides professional services for the administration and delivery of a range of financial services for the Office. The incumbent acts as Certifying Officer and ensures the effective and transparent utilization of financial resources and integrity of financial services. Services are delivered in an efficient, effective and client oriented manner and include the use of the enterprise resource planning (ERP) system. The incumbent ensures timely budget preparation and effective monitoring and control and analyses and interprets established finance-related rules, regulations, policies, procedures and guidelines to provide solutions to a wide spectrum of financial issues.
The position works under the supervision of the Country Office Director. Day-to-day work requires minimal supervision. Detailed instructions and guidance are provided for special assignments or the handling of unusual or complex matters.
Working Relationships
Internal contacts are with staff and managers in field offices, project locations and headquarters to maintain effective working relationships, exchange information on issues related to service delivery, to analyse information and to follow up on outstanding clearance and pending administrative matters.
External contacts are primarily with banks, service providers, National/Programme Coordinators, implementing agencies, United Nations (UN) agencies and other international organizations to exchange information and obtain assistance to ensure successful delivery of financial services.
Key Duties and Responsibilities
Provide professional services for the effective delivery of the Office’s financial services. Administer day-to-day financial operations ensuring full compliance with financial rules and regulations, policies, procedures and applicable standards and integrity and consistency of data in all financial transactions, recording and reporting. Oversee the work of and provide guidance to staff performing finance-related work. Supervise staff as applicable.
Provide substantive support in the continuous analysis and monitoring of the financial situation of the Office. Provide regular management reports to support informed financial decision-making.
Assist in the management of financial operations and accounting services covering responsibilities for accounts payable, accounts receivable, approval of payments, external payment authorizations (EPAs) and office financial clearances (OFCs), accounts reconciliation, billing, monthly closing of accounts, forecasting, year-end closing of accounts.
Coordinate preparation of operating and project budgets, review budget submissions, review and process requests for budget revisions, analyse and report on budget approvals, monitor expenditures against allocations and analyse variances. Liaise with concerned managers to strengthen budget management and take corrective actions, when required.
Act as certifying officer and certify financial documents and transactions or escalate to supervisor as appropriate, providing explanations and suggesting remedial or alternative actions.
Assist in monitoring the implementation of activities in accordance with project documents, donor agreements and costed workplans. Identify bottlenecks and propose corrective action. Prepare, analyse and evaluate information from financial records and provide data and information for the preparation of financial reports in accordance with the terms and conditions of donors and financial rules and regulations of the Office.
Review bank accounts and imprest accounts. Perform timely review of cash position for local accounts to ensure sufficient funds are available for disbursements. Ensure efficient local banking arrangements in compliance with local financial and banking regulations. Initiate and coordinate bank transfers for effective approval and settlement of relevant transactions. Prepare monthly cash flow forecasts.
Follow-up on internal and external audit recommendations and draft responses to audit inquiries and observations for consideration of supervisor.
Keep abreast of changes to applicable standards and best practices. Share knowledge and provide guidance to staff. Organize and conduct training for staff on finance issues. Draft lessons learned and best practices in finance, as well as guidelines and standard operating procedures, as required.
Monitor the efficiency and effectiveness of work methods and processes and make recommendations for improvements. Liaise closely with staff and managers to ensure effective and smooth service design and delivery, recommending improvements on interrelated processes.
Perform other relevant duties as assigned.
optional section (only if needed)
Minimum Requirements
Education
University degree (Bachelor’s or equivalent) in business management, finances or in any field relevant to the job.
Experience
Minimum of two years of professional work experience in finance or accounting. Experience within the United Nations System is an advantage.
Languages
Excellent command of English and Ukrainian languages. Working knowledge of another official language of the Organization or an official national language of the duty station.
