Under the direct
supervision of the functional supervisor(s) who report to the P...
Under the direct
supervision of the functional supervisor(s) who report to the Project Manger
and Finance Associate, the Admin &
Finance Associate will provide financial and administrative support to
the timely processing, recording, monitoring, and maintaining if financial
transactions and accounts relating to payments and receipts in accordance with
UNOPS’ financial rules, regulations, policies, and processes.
III. Functions/Key Results
Expected
Summary of Key
Functions:
- Administration
of budgets and cost-recovery system
- Accounting.
Payments
- Cash
management
- Knowledge
building and Knowledge sharing
- Management
Support Administrative and financial task
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
Accounting,
Payments 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.
- Approval
of vendors in Enterprise system (if a senior member of the Finance team).
- 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 CO 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.
4.Knowledge building and knowledge sharing
- finance-related
topics.
- human resources.
- Contribute
feedback, ideas, and internal knowledge about processes and best practices and
utilize productively.
5. Management Support Administrative and
financial task
- Prepare petty
cash and operational advance and review supporting documents to ensure
completeness, accuracy and correctness of account codes.
- Ensure accurate
and timely management of operational advances and petty cash.
- Assist the Project Manager in the management
of all aspects of project admin and finance.,
- Prepare
documents for and providing of request and communication with HR section for
booking flights and other traveling documents such DSA, Travel Authorization
for the related projects staff.
- Resolve
- Maintain
accurate records (hard and soft copies) of all project documents such as
contracts, invoices, timesheets and other projects financial documents for easy
reference and retrieval.
- Perform other
related duties as required.
IV. Impact of
Results
The effective and successful achievement of
results by the Admin & 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.