Summary of Key Functions:
Administration of budgets and cost-recovery
s...
Summary of Key Functions:
- Administration of budgets and cost-recovery
system
- Accounting, Payments, Payroll
- Cash management
- Knowledge building and Knowledge sharing
1. 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
2. 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.
- 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.
3. Cash management
Ensures
proper cash management functioning focusing on achievement of the following
results:
- Alternate to the supervising 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
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
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.
4. 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.
Impact of Results
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.