The Admin/Finance Assistant delivers quality services in Financial Management to internal and external clients mastering all relevant rules, guidelines, processes and procedures. S/he takes a client-oriented results-focused approach to interpreting the rules, procedures and guidelines in service of the Country Programme, providing support and guidance to colleagues and UNFPA Somalia project offices in the provinces. S/he works closely with Programme and Project staff providing financial monitoring and analysis of projects and advising managers on expenditure trends and implementation rates.
Responsibilities:
Assisting the Senior Admin/Finance Associate and International Operations Manager in the control of operational expenditure of the CO, performing evaluation of expenditure versus budget and assisting in securing proper cost sharing and allocation within available source of funding.
Responsible for the control of Accounts Payables of the Country Office, securing timely payment to suppliers, checking the integrity of payment process and having periodic reconciliations of balances with suppliers, for this, required in having proactive communication with Finance Areas for suppliers.
Supporting the monitoring of programme financial performance for all core and non-core resources by providing necessary financial information and analysis, including implementation rate against indicators/results. Detecting potential over-under expenditure problems and suggests remedial action.
Facilitating all payment requests, financial record-keeping and preparation of financial reports required in line with NEX and HACT financial rules and procedures.
Assisting in developing tools and mechanisms for effective monitoring of programme and project budgets, assist in the compilation of financial data and in providing accurate and up-dated financial information to UNFPA Somalia project offices in the provinces.
Integrating financial policies and procedures, particularly relating to National Execution (NEX), into standard operational procedures, and providing guidance and training to staff and project managers accordingly.
Assisting in the control of Accounts Receivables derived from UNFPA administering offices for other agencies, recoveries from partners sponsoring surge positions and staff accommodation.
Ensuring the effective financial recording and reporting system, internal control and audit follow-up and processes financial transactions in an accurate and timely way.
Providing logistical and technical support to UNFPA programme staff and Implementing Partners (IPs) in Programme Financial Management.
Review and monitoring charges for common services and cost recovery, taking into account maximum cost efficiency and represents UNFPA’s interest in related negotiations and agreements.
Assisting in the formulation of programme/project budgets.
Providing quality services in administration, procurement, communication and management of office equipment and infrastructure to internal and external clients, mastering all relevant rules, guidelines, processes and procedures.
Establishing and maintaining contacts with Government counterparts and Implementing Partners to ensure an effective and efficient collaboration.
Facilitating the conduct of NEX audits and ensures the development and implementation of follow-up actions;
Assisting in the organization of training activities, ensuring logistical and, where applicable, financial arrangements.
As needed, supporting in the preparation and submission of the monthly VAT (Value Added Tax) claim requests to local VAT Authority. Undertaking proper follow-up and preparing monthly VAT reconciliations.
Supporting in the revision and processing of payments and claims for reimbursements.
Undertaking any other duties as assigned by the International Operations Manager or Admin/Finance Associate.
Education:
Completed secondary level education (high school or equivalent) is required.
A first-level or advanced degree in Public Administration, Accounting, Business, Economics, or related field is an asset.
Certifications in Accounting such as CPA or ACCA will also be considered an added advantage.
Work Experience:
Minimum of 5 years of relevant work experience, including at least 3 years in the same functional area.
Familiarity with UN Operational Rules and Regulations; direct working experience applying and handling UN Operational Rules and Regulations, an advantage and familiarity with ERP systems such as Quantum will be an asset.
Proficiency in the current Microsoft Office Suite and other accounting software is essential.
In particular, this role requires an intermediate to advanced level of expertise in Excel, which will be assessed through testing.
Languages:
Solid command of spoken and written English and Somali languages.
