United Nations Development Programme (Samoa)

Finance Assistant

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Last update: Apr 13, 2022 Last update: Apr 13, 2022

Details

Deadline: Apr 27, 2022 Deadline for applications has passed
Location: Samoa Samoa
Job type:Contract, 12 months +
Languages:
EnglishEnglish
Work experience: Min 2 years
Date posted:Apr 13, 2022

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Description

BACKGROUND

UNDP works in about 170 countries and territories, helping to achieve the eradication of poverty, and the reduction of inequalities and exclusion. We help countries to develop policies, leadership skills, partnering abilities, institutional capabilities and build resilience in order to sustain development results.

The UNDP Multi-Country Office (MCO) based in Samoa, which covers Cook Islands, Niue, Samoa and Tokelau, implements the UNDP Subregional Programme Document for the Pacific Island Countries and Territories (2018-22), which is aligned with the 2030 Agenda for Sustainable Development and the Sustainable Development Goals (SDGs), and country priorities as reflected in national development plans. In close partnership with the four Governments, UNDP works in collaboration with donors, the private sector, civil society organizations and local communities, academia, media and regional organizations to provide global knowledge and integrated development solutions to development challenges. UNDP promotes a whole-of-society approach to deliver on the ambition of the 2030 Agenda, with greater involvement of civil society actors, emphasis on empowering women, youth and vulnerable groups, and centered on the principle of leaving no one behind.

Under the overall guidance of the Operations Manager and direct supervision of the Finance Analyst, the Finance Assistant provides financial services ensuring high quality, accuracy and consistency of work. The Finance Assistant promotes a client-oriented approach consistent with UNDP rules and regulations.

The Finance Assistant works in close collaboration with the operations, programme and project staff in the UNDP Samoa Multi-Country Office (MCO), as well as with the UNDP Global Shared Services Center (GSSC), UNDP Regional Bureau for Asia and the Pacific (RBAP) and UNDP HQ staff, to resolve finance-related issues, exchange information and ensure consistent service delivery.

DUTIES & RESPONSIBILITIES

Summary of Key Functions:

Implementation of operational and financial management strategies
Administration of budgets and functioning of cost-recovery system
Accounting and administrative support
MCO cash management
Knowledge building and knowledge sharing

Ensures implementation of operational and financial management strategies focusing on achievement of the following results:

Full compliance of financial processes, financial records and reports with UN/UNDP rules, regulations, policies and strategies. Effective implementation of the internal control framework and follow-up on audit recommendations.
Input to MCO business processes mapping and elaboration of the content of internal Standard Operating Procedures in Finance in consultation with the direct supervisor and office management.
Provision of inputs to further strengthen MCO cash management.

Ensures administration of budgets and functioning of the optimal cost-recovery system focusing on achievement of the following results:

Support in preparation and modifications of budgets for UNDP projects, follow up with HQ on authorized spending limits (ASL) for management projects.
Provision of inputs for timely preparation of cost-recovery bills in Atlas for the services provided by UNDP, implementation of a billing and income tracking system, and follow up on cost recovery.
Liaise with other Operations Units to compile billing for services, and process bills in Atlas as and when required by the Finance Analyst.

Provides accounting and administrative support to the Finance Unit focusing on achievement of the following results:

Proper control of the supporting documents for payments and financial reports for management and other projects as required; preparation of requests for payments for UNDP and non-Atlas agencies with accurate supporting documents and submission for processing to GSSC; payment execution when required.
Timely response to HQ/GSSC requests to resolve financial data issues. Follow-up with project staff when needed.
Proper receipting of goods and services and establishment of accruals.
Support in coordination and review of accounts closure.
Ensure travel claims and other entitlements are duly processed.
Management of cash receipts and petty cash.
Maintenance of a proper filing system for finance records and documents.
Provide back up support for processing requests for payments and budget management in the absence of the Finance Analyst.
Follow up payments by clients, including reimbursements as necessary from governments on tax exemption, and any others as agreed with governments.

Ensures proper MCO cash management system functioning focusing on achievement of the following results:

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.
Daily review of zero-balance account bank statements in Atlas to monitor imprest level; identification and recording of contributions.
Preparation of monthly UN exchange rate report to Treasury.
Initiation of bank transfers and deals in Atlas.
Alternate as cashier for cash disbursements made on site.
Serve as Petty cash custodian for office and maintain proper control of cash and receipts

Supports knowledge building and knowledge sharing in the MCO focusing on achievement of the following results:

Participation in trainings for operations/project staff on Finance.
Contributions to knowledge networks and communities of practice.
Capturing and sharing of lessons learned and good practices in financial management.

COMPETENCIES

Core Competencies:

Achieve Results - LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline.
Think Innovatively - LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements
Learn Continuously - LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback
Adapt with Agility - LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible
Act with Determination - LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident
Engage and Partner- LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships
Enable Diversity and Inclusion - LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination

Cross-Functional & Technical competencies:

Business Direction & Strategy - Business Acumen: Ability to understand and deal with a business situation in a manner that is likely to lead to a good outcome.
Business Direction & Strategy - Entrepreneurial Thinking: Ability to create clarity around UNDP value proposition to beneficiaries and partners and to develop service offers responding to client needs based on UNDP’s organizational priorities and mandate
Business Development - Knowledge Generation: Ability to research and turn information into useful knowledge, relevant for context or responsive to a stated need.
Business Development - Collective Intelligence Design: Ability to bringing together diverse groups of people, data, information or ideas and technology to design services or solutions.
Business Management - Results-based Management: Ability to manage programmes and projects with a focus at improved performance and demonstrate results
Business Management - Project Management: Ability to plan, organize, prioritize and control resources, procedures and protocols to achieve specific goals
Business Management - Risk Management: Ability to identify and organize action around mitigating and proactively manage risk

REQUIREMENTS:

Education:

Secondary Education. Bachelor’s Degree in Finance or Accounting is desirable, but not a requirement;
Part-qualified accountants from an internationally recognized accountancy institution will have a distinct advantage.

Experience:

Secondary education with 5 years of relevant finance experience at the national or international level is required; OR
Bachelor’s degree with 2 years relevant finance experience at the national or international level;
Experience in the usage of computers and office software packages (MS Word, Excel, etc) and knowledge of spreadsheet and database packages, experience in handling of web based management systems;
Experience with ERP financials, preferably PeopleSoft, desirable;
Knowledge of IPSAS and/or IFRS is desirable

Language Requirements:

Fluency in written and spoken English (Required)