G6 - Finance Associate

With offices in Copenhagen, Kuala Lumpur, Dakar, Amman, Panama City and Istanbul, the UNDP Global Shared Services Centre (GSSC) services over 180 countries, 40,000 personnel and more than 40 other UN Agencies and Organizations. Through its functional service lines, BMS/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 BMS/GSSC is led by the Director, who reports to the Director of Bureau for Management Services (BMS). Reporting to the Finance Specialist/Analyst, the Finance Associate works collaboratively within the BMS/GSSC Finance Service Delivery Teams with a client-oriented approach.

The Finance Associate will be responsible for the following duties and accountabilities:

1. Ensuring the administration and implementation of operational finance strategies, processes and procedures, focusing on the achievement of the following results:

• Full compliance with UN/UNDP rules,regulations, and policies of financial activities, financial recording/reporting system and follow-up on audit recommendations; implementation of effective internal controls, proper functioning of a client-oriented financial resources management system.
• Finance business processes mapping and elaboration of the content of internal Standard Operating Procedures in Finance in consultation with office management.
• Elaboration of proposals and implementation of cost saving and reduction strategies in consultations with office management.
• Review, analyse and recommend improved work processes

2. Providing accounting and administrative support to the Finance Unit focusing on the achievement of the following results:

• Proper control of the supporting documents for payments, review of financial reports for NEX projects.
• Approval of vendors in ERP (as a senior member of the Finance team).
• Maintenance of the internal expenditures control system which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in ERP; payrolls are duly prepared; travel claims, MPOs and other entitlements are duly processed.
• Coordination and review of accounts closure and project closure.
• Timely corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers. Timely response to HQ requests to resolve financial data issues.
• Maintenance of the Accounts Receivables for UNDP projects and follow up with partners on contributions.
• Timely and accurate recording of General Ledger transactions (assets, cash, investment, and others).
• Support the Team Lead in the preparation of investment financial schedules, internal reports production of working papers and variance analysis reports and support to the preparation of annual financial statements.
• Defines relevant data, processes, systems to be performed and relevant analysis by recording its activities, analysing discrepancies, and participating in continuous improvement exercises.
• Timely and accurate recording of accounting and financial records. Ensures completeness of Revenue and Treasury operations for UNDP and other organizations served by UNDP.
• Conducts accounts analysis between sub-system and GL in ERP,to prepare accounts reconciliations, identify differences and take corrective actions.

3. Ensuring proper cash management focusing on the 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 ERP to monitor imprest level; identification and recording of contributions.
• Alternate to Finance Analyst (or Operations Manager) as primary contact with bank management on routine operational matters including negotiation of exchange rate on replenishment.
• Approval and submission of monthly UN exchange rate report to Treasury.
• Timely and accurate preparation of bank reconciliations.
• Selecting bank transfers and deals for approval and settlements.
• Performing pay cycle manager role in ERP.
• Timely preparation of monthly cashflow forecast for use by Operations Manager/Finance Analyst. Liaison with UN Agencies to obtain estimate of their cash requirements.
• Alternate as cashier for cash disbursements made on site.

4.Ensuring quality assurance and compliance with regulations and rules, best practice and guidance:

• Performs post facto reviews of transactions and works with relevant offices to address any impediments/improve service.
• Completes reports on spot/check findings and provide recommendations for remedial action.
• Monitors and updates the BMS/GSSC risk register in consultation with BMS/GSSC Service Teams Leads.
• Supports development and training in respect of service lines, workflows, and standard operating procedures to be amended or optimized.
• Supports standardization through developing and establishing quality assurance mechanisms and assists in the development of the training and onboarding process for new BMS/GSSC staff.