Key Functions:
1. Administration of budgets and cost-recovery system
2. Accounting. Payments, Payroll
3. Office cash management
4. 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 Cost recovery budgets, for the portfolio,
• Preparation of Budget to actual cost variance reports of cost recovery projects
• Presentation of researched information for planning and effective management of office’s financial resources
• Provision of inputs for implementation of cost-saving and reduction strategies, in consultation with the management.
• Preparation of cost drivers for allocation of pooled resources, resource sharing and follow up on contributions within the office’s resource mobilization efforts
• Distribution of UN common costs to various cost centers, based on agreed cost drivers
2. Accounting. Payments and financial reporting Accounting, Payments, functions focusing on achievement of the following results:
• Prepare Interim Financial reports as required, in prescribed format
• Review and pre-clear payment requests when duly supported by legit supporting documents, in line with UNOPS FRR.
• Prepare and process GLJE’s, as applicable
• Prepare and share quarterly exceptions reports over timely receipting.
• Monthly reconciliation of all pooled accounts
• Timely preparation and submissions of all IPAS Finance and FG driven reports.
• Timely response to requests to resolve financial data issues.
• Timely corrective actions on erroneous data in Enterprise Resource planning system.
• Monthly Reconciliation of all Accounts Receivables and payables, for projects
• Review OA requests and ensure proposed OA custodian has no pending OA
• Review OA accountability supporting documents and process accountability GL
• Exception reporting on OA in excess of 70 Days
• Provide monthly OA aged analysis
• Provide finance support with Asset verification exercise
• Provide support during IAIG, UNBOA and project specific Audits
• Perform any other tasks as requested
3. Office cash management
• Review weekly cash position for local UNOPS Bank accounts to ensure sufficient funds against cash requirement for disbursements.
• Timely identification and AR recording of receipts in the Bank account.
• Receipting of miscellaneous income that includes payment for private use of official phone, re-banked OA balance.
• Timely and accurate preparation of bank reconciliations.
• Timely preparation of monthly cash flow forecast and submission to UNOPS treasury.
• Provide proof of payment as requested
• Conduct surprise petty cash count
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 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 a Key Business User provides financial management support in the financial management module of the 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.