Under the guidance and supervision of the Operations Manager, the Finance Associate ensures effective execution of financial services and processes in the North Pacific Office and transparent utilization of financial resources. The Finance Associate promotes a client-oriented approach consistent with UNDP rules and regulations.
The Finance Associate works in close collaboration with the operations, programme and projects’ staff in the UNDP Pacific Office in Suva and with UNDP HQs staff for resolving finance-related issues and information exchange.
Duties and Responsibilities
Summary of Key Functions:
- Implementation of operational strategies
- Administration of budgets and cost-recovery system
- Accounting and administrative support
- Global payroll
- CO cash management
- Facilitation of knowledge building and knowledge sharing
Ensures implementation of operational strategies, adapts processes and procedures focusing on achievement of the following results:
- Full compliance with UN/UNDP rules and regulations of financial processes, financial records and reports and audit follow up; implementation of the effective internal control framework.
- CO Finance business processes mapping and elaboration of the content of internal Standard Operating Procedures in Finance in consultation with the direct supervisor and office management.
- Preparation of cost sharing and trust fund agreements, follow up on contributions within the CO resource mobilization efforts.
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 UNDP management projects, follow-up with HQs on ASL for management projects.
- Presentation of researched information for planning and status of financial resources of the CO.
- Sending project budget to KK if authorized by the Senior Management (can be done only on the basis of signed prodocs and project budgets).
- Timely preparation of cost-recovery bills in Atlas for the services provided by UNDP, implementation of the income tracking system and follow up on cost recovery.
Provides accounting and administrative support to the Finance Unit and performs Global payroll functions focusing on achievement of the following results:
- Proper control of the supporting documents for payments and financial reports for NEX projects; preparation of all types of vouchers; Pay Cycle and payments execution.
- Approval of vendors in Atlas (if a senior member of the Finance team).
- Global payrolls processing in Atlas.
- Maintenance of the internal expenditures control system which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in Atlas; payrolls are duly prepared and processed; travel claims, MPOs and other entitlements are duly processed
- Timely accounts closure
- Timely corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers. Timely response to HQ requests to resolve financial data issues.
- Maintenance of the Accounts Receivables for UNDP projects and follow-up with partners on contributions, deposits creation in Atlas and their application to AR pending items.
- Timely VAT reimbursements, payment of GLOC by the Government.
Ensures proper CO cash management functioning focusing on achievement of the following results:
- 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.
- Daily review of zero-balance account bank statements in Atlas to monitor imprest level; identification and recording of contributions.
- Transaction and stop payment initiation on internet banking systems.
- Preparation of monthly UN exchange rate report to Treasury.
- Timely and accurate preparation of bank reconciliations.
- Timely preparation of monthly cashflow forecast for use by Operations Manager/ Finance Analyst. Liaison with UN Agencies to obtain estimate of their cash requirement.
- Initiation of bank transfers and deals in Atlas.
Required Skills and Experience
- Secondary Education with specialized certification in Accounting and Finance. University Degree in Business or Public Administration would be desirable, but it is not a requirement.
- 6 years of progressively responsible finance experience is required at the national or international level. Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of spreadsheet and database packages, experience in handling of web based management systems.
- Proficiency in English. Working knowledge of other UN language desirable