Finance Associate, UNOCHA

Under the guidance and supervision of the Admin and Finance Officer, the Finance Associate ensures effective execution of financial services and processes and transparent utilization of financial resources. The Finance Associate promotes a client-oriented approach consistent with UNOCHA rules and regulations. The Finance Associate works in close collaboration with the operations, programme and projects’ staff in the country office, with UNDP and OCHA Administration office in Geneva for resolving finance-related issues and information exchange. The Finance Associate promotes a client, quality and results-oriented approach.

Duties and Responsibilities

Summary of Key Functions: I. Ensures implementation of operational strategies, adapts processes and procedures focusing on achievement of the following results: Full compliance with OCHA/UNDP rules and regulations of financial processes, financial records and reports and audit follow up; implementation of the effective internal control framework. 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, follow up on contributions within the OCHA Somalia resource mobilization efforts. Follow up HQ authorization(s) for delivery of financial activities. II. Ensures administration of budgets and functioning of the optimal cost-recovery system focusing on achievement of the following results: Preparation and modifications of OBLA report for the OCHA Somalia. Presentation of researched information for planning and status of financial resources of the OCHA Somalia. Expenditure analysis and cost estimation for annual budget preparation. Timely preparation of cost-recovery report for private use of the official services by staff member, implementation of the income tracking system and follow up on cost recovery. III. Provides accounting and administrative support to the Admin and Finance Unit and performs payroll management together with UNDP Finance Team focusing on achievement of the following results: Prepare payment requests to UNDP and payment execution. Proper control of the supporting documents for payments. Calculate travel entitlements and F10 claims in accordance with approved travel schedules. Monitor ARL ledger and follow up with ARL users for finalization. Timely petty cash accounts closure at the end of the year and new opening. Monitor 11 petty cash accounts, and replenish accordingly. Management of vendor profiles ensuring correct bank information are updated, dealing with vendor on invoicing, and sharing information of successful payments. Follow up with UNDP to ensure that payroll functions are done well from HR and accounting aspects. Maintenance of the internal expenditures control system which ensures that payment process is completed without errors, transactions are correctly recorded and budget lines are charged accordingly; Work closely with UNDP Finance Team ensuring payrolls are duly prepared and processed as authorized by HQ; and other entitlements are duly processed. Timely and accurate reconciliation of IOVs and verification of transactions with UNDP, including getting voucher details. Timely response to HQ on monthly IOV reconciliation. Follow up timely VAT reimbursements, and approval of VAT exemptions. IV. Ensures proper cash management functioning focusing on achievement of the following results: Regular updates of Cash Book. Timely preparation of monthly cashflow forecast for use by Admin and Finance Officer. Timely reviews of expenditure to ensure sufficient funds are available under quarterly authorization for disbursements. Acceptance of user fees on cost recovery and issue of cash receipt voucher to the staff member Regular preparation of credits and checks of credit flow into the account of the OCHA Somalia under cost sharing and cost recovery modalities. Transaction and stop payment initiation on internet banking systems. Reflection of monthly UN exchange rate into payments and receipts. V. Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results: Organization of trainings for the operations/ projects staff on Finance. Synthesis of lessons learnt and best practices in Finance. Sound contributions to knowledge networks and communities of practice. Impact of Results The key results have an impact on the overall execution of the CO financial services and success in implementation of operational strategies. Accurate analysis and presentation of financial information ensures proper financial processes in the CO.

Competencies

Corporate Competencies: Demonstrates commitment to UNDP’s mission, vision and values. Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability Functional Competencies Knowledge Management and Learning Shares knowledge and experience Encourages office staff to share knowledge and contribute to UNDP Practice Areas Actively works towards continuing personal learning and development in one or more Practice Areas, acts on learning plan and applies newly acquired skills Development and Operational Effectiveness Ability to perform a variety of specialized activities related to financial resources management, including formulating budgets, maintaining Accounts Receivables and Accounts Payables, making transactions, reporting. Sound knowledge of financial rules and regulations, accounting Strong IT skills Ability to provide input to business processes re-engineering, implementation of new system. Leadership and Self-Management Focuses on result for the client Consistently approaches work with energy and a positive, constructive attitude Remains calm, in control and good humored even under pressure Demonstrates openness to change Responds positively to feedback and differing points of view

Required Skills and Experience

Education: 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. Experience: 5 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. Language: Fluency in spoken and written English

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

Finance Associate, UNOCHA