Finance Assistant (G5, FTA) - Roster Recruitment

Dakar

Organization: UNDP - United Nations Development Programme
Location: Dakar
Grade: Administrative support - Administrative Services and Support - Generally no need for Higher Education
Occupational Groups:
- Operations and Administrations
- Administrative support
- Banking and Finance
Closing Date: 2023-11-28

Background

Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

With offices in Copenhagen, Kuala Lumpur, Addis Ababa, Amman, Bangkok, Dakar, Istanbul and Panama City, the Global Shared Services Centre (GSSC) services over 130 country offices, 40,000 personnel and more than 70 other UN Agencies and Organizations. Through its functional service lines, GSSC ensures high quality and timely delivery of human resources, financial and procurement services as well as information and innovative tools to its various clients and stakeholders. The GSSC is led by the Director, who reports to the Director of Bureau for Management Services (BMS).

Reporting to the Finance Analyst/Associate, the Finance Assistant in Dakar, works collaboratively within the GSSC Finance Service Delivery Teams with a client-oriented approach.

The Finance Assistant is responsible for supporting the work assigned to the Finance sub-unit and applies the Standard Operating Procedures (SOPs) to provide the required services. Under the guidance and direct supervision of the Finance Analyst/Associate, the Finance Assistant is responsible to perform any of the financial functions listed below, including but not limited to:

Payable Services
Revenue Services & Contribution Management Services
General Accounting Services
Project Accounting Services

UNDP adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, UNDP personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration.

Duties and Responsibilities

1.) Ensure administration and implementation of operational and financial management strategies, adapt processes and procedures focusing on achievement of the following results:

A) Ensure implementation of operational and financial management strategies, adapts processes and procedures focusing on achievement of the following results:

Fully comply with UN/UNDP rules and regulations of financial processes, financial records and reports and audit follow up; implement the effective internal control framework.
Map finance business processes and elaborate the content of internal Standard Operating Procedures (SOPs) in Finance in consultation with the direct supervisor and office management.
Ensure financial records are compliance with SOPs, IPSAS and other UNDP Financial Rules and Regulations.

B) Provide accounting and finance support to Country Offices (COs) or performs Global Payroll functions focusing on achievement of the following results:

Properly review/validate the supporting documents for payments and financial reports for NEX projects, prepare all types of invoices, pay cycle and payments execution.
Timely execute pay cycle run and validation of payment data.
Approve supplier records in Quantum.
Maintain the internal expenditures control system which ensures that invoices processed are matched and completed, transactions are correctly recorded and posted in Quantum.
Timely follow up with COs on unposted invoices, including the invoices with budget check errors, match exceptions, unapproved invoices.
Maintain the Accounts Receivables for COs and ensure that deposits are created and applied in a timely manner, and in accordance with guidelines, rules and regulations.
Timely and accurately prepare bank reconciliations in accordance with guidelines, rules and regulations.
Perform Payroll Administrator functions, which includes the recording of one time/recurring earnings and deductions, proper validation of payroll results for a timely disbursement of salaries as per the monthly payroll calendar.
Perform timely travel and expense reconciliation.
Ensure proper adherence to Service Level Agreement (SLAs) contribute to the evolution of services proposed by GSSC and the establishment of a continuous improvement environment.
Analyze discrepancies, report and bring to Management’s attention on deviation from Service Agreements.
Assist in functions relating Procure-to-Pay lifecycle.
Perform accounting tasks such as record invoice, analyze account payable and monitor late payments, managing payment batches.
Analyze payable accounts and monitor aging of invoices, payment on hold and unpaid invoices.
Ensure proper record of Value Added Tax (VAT).
Assist in the recording of general accounting transactions which include fixed assets, inventory, investment accounting, Inter-UN Agency transactions, common shared services adjustments, B2B and cash management.
Assist with analyzing of accounts and preparation of reconciliations against sub-ledgers with correct Chart of Account (COA) combinations, report aging balances, taking appropriate actions and tracking pending items.
Assist with attending assets transactions related to basic additions, asset transfer or disposal, leasehold improvement, intangibles or reclassification of fixed assets transactions.
Assist in the implementation of accounting, closing calendars, audit requirements and quarterly, bi-annual and year-end certifications.
Assist in performing relevant GL accounts reconciliation.
Process revenue accounting and treasury transactions.
Examine and record transactions received in bank accounts.
Analyze queries relating to revenue and treasury and provide support to UNDP offices worldwide in these areas.
Assist in performing relevant revenue and balance sheet GL accounts reconciliation.

2.) Ensure facilitation of knowledge building and knowledge sharing in the Finance Unit focusing on the achievement of the following results:

Support the organization of training for staff in the Finance Stream.
Synthesize lessons learned and best practices in Finance.
Make sound contributions to knowledge networks and communities of practice.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

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 Management / Customer Satisfaction/Client Management:

Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers' needs. Provide inputs to the development of customer service strategy. Look for ways to add value beyond clients' immediate requests.
Ability to anticipate client's upcoming needs and concerns

Business Development / Knowledge Generation:

Ability to research and turn information into useful knowledge, relevant for context, or responsive to a stated need

Business Management / Working with Evidence and Data:

Ability to inspect, cleanse, transform and model data with the goal of discovering useful information, informing conclusions and supporting decision-making

Administration & Operations / Documents and Records Management:

Overall document (hard or electronic) management; registry and retention policy including storing and archiving

Finance / Accounting (General):

Knowledge of accounting concepts, principles, regulations, policies and ability to apply this to strategic and/or practical situations.

Finance / Financial Reporting and Analysis:

Ability to extract, evaluate financial data, derive relevant findings and present them in a meaningful and coherent manner to facilitate effective decision making and performance monitoring.

Finance / Audit:

Ability to examine and verify accounts and records

Required Skills and Experience

Education:

Secondary education with specialized certification in accounting and/or finance. A university degree in finance or accounting is desirable. Part-qualified accountants from an internationally accredited institute of accountancy will have a distinct advantage.
Candidates with accountancy certification from an internationally accredited institute of accountancy will have a distinct advantage. Candidates without certification but with relevant experience must complete the UNDP Finance Training and Certification Programme (FTCP), if recruited.

Experience:

5 years (with high school diploma) or 2 years (with bachelor’s degree) of progressively responsible finance and accounting experience at the national or international level is required.
Experience in the use of computers and office software packages (MS Word, Excel, etc.) and advanced knowledge of spreadsheets and web-based management systems such as ERP financials, preferably Oracle Cloud, and database packages.
Knowledge of IPSAS and/or IFRS is desired.

Language Requirements:

Fluency in the UN language of the duty station is required.
Fluency in the national language of the duty station is required for local staff.

Please note that continuance of appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.

Disclaimer

Important applicant information

Candidates selected pursuant to this vacancy may be subject to UNDP’s policy on Probation upon assignment.

All posts in the GS categories are subject to local recruitment.

Only short-listed candidates will be notified.

Applicant information about UNDP rosters

Note: UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

Non-discrimination

UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.

UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.

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Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.

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