Under the direct
supervision of Project Manager, and overall direction of Head o...
Under the direct
supervision of Project Manager, and overall direction of Head of Office, the
Finance Associate will provide financial and administrative support to the
timely processing, recording, monitoring, and maintaining of financial
transactions and accounts relating to payments and receipts in accordance with
UNOPS’ financial rules, regulations, policies, and processes.
Summary of key
functions:
- Administration of budgets and cost-recovery
system
- Accounting. Payments, Payroll
- Office 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
3. Office cash management
- Ensures
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.
- Ensures
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.
- Ensures
timely preparation of monthly cash flow forecast for use by Project
Manager. 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.