Finance Assistant (GS5) – UNDP Moldova Country Office

  • Location:
  • Salary:
    negotiable / YEAR
  • Job type:
    FULL_TIME
  • Posted:
    2 months ago
  • Category:
    Budget and Accounting, Finance
  • Deadline:
    14/03/2024

JOB DESCRIPTION

Background

Under the guidance and supervision of the Finance Analyst/Head of Finance Unit, 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 projects’ staff in the Country Office (CO) and with UNDP HQs staff to exchange information and ensure consistent service delivery.

Duties and Responsibilities

1) Ensures implementation of operational strategies focusing on achievement of the following results:

  • Full compliance of financial processes and financial records with UN/UNDP rules, regulations, policies and strategies.
  • Input to the CO business processes mapping and elaboration of the content of internal Standard Operating Procedures in Finance in consultation with the direct supervisor and office management.

2) Ensures functioning of the optimal cost-recovery system focusing on achievement of the following results:

  • Provision of inputs for preparation of cost-recovery bills in Quantum for the services provided by UNDP, follow up on cost recovery.
  • Provision of inputs for preparation of cost-recovery invoices
  • Assistance in maintenance of cost-recovery control system which ensures that all costs are refunded

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

  • Proper control of the supporting documents for payments; preparation of bank payments and follow up with the bank on any issues related to the payments
  • Maintenance of internal bank card system in close collaboration with local bank and preparation of overall confirmation letters
  • Administration/Preparation of vendors’ reconciliation reports
  • Assistance in preparation of all types of vouchers for projects and on-behalf of non-Quantum Agencies; PO vouchers; payment execution.
  • Maintenance of the internal expenditures control system which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in Quantum; travel claims, and other entitlements are duly processed
  • Provide support in budget management and budget revisions for UNRCO (alternate).
  • Assistance in timely corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers.
  • Presentation of information on the status of financial resources as required.
  • Assistance in maintenance of the Accounts Receivables for UNDP projects.
  • Management of petty cash.
  • Maintenance of the proper filing system for finance records and documents.

5) Ensures proper CO cash management system functioning focusing on achievement of the following results:

  • Provision of inputs for preparation of VAT refund reports and provide assistance in settling overall issues related to local tax legislation
  • Alternate to Finance Analyst (ICS-8) for 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.
  • Alternate to Finance Analyst (ICS-8) for daily review of zero-balance account bank statements in Quantum to monitor imprest level; identification and recording of contributions.
  • Initiation of bank transfers and deals in Quantum.
  • Provision of timely and accurate information on bank reconciliations as requested.

5) Supports knowledge building and knowledge sharing in the CO focusing on achievement of the following results:

  • Participation in the trainings for the operations/ projects staff on Finance.
  • Contributions to knowledge networks and communities of practice.

Supervisory/Managerial Responsibilities: N/A

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

Finance/Accounting (General): Knowledge of accounting concepts, principles, frameworks, standards, regulations, policies and trends, and ability to apply this to strategic and/or practical situations.
Finance/Banking and cash management:   Ability to collect, handle, and manage cash, which involves assessing market liquidity, cash flow, and investment.
Finance/Contributions management:   Ability to receive, record, report and manage contributions received.
Finance/Financial reporting and analysis:   Understands changes in regulatory, legal and ethical frameworks and standards for financial reporting in the public sector. 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. Understands the benefits of integrated reporting, including non-financial resources such as human, social and intellectual capital, and environmental and governance performance.
Administration & Operations/Travel Desk:   Ability to process and approve Travel Requests, Travel Claims and Expense Report; knowledge of relevant policy and procedures.
Business Management/Change Management:  Ability to prepare, support, and help individuals and teams in designing and implementing organizational change.
Business Management/Communication:   Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience.

Required Skills and Experience
Education:
  • Secondary Education with specialized certification in Accounting and Finance.
  • University Degree in Accounting, Finance, Business or Public Administration desirable, but it is not a requirement.   Part-qualified accountants from an internationally recognized institute of accountancy will have a distinct advantage.
Experience/Language requirements:
  • Secondary education with 5 years of relevant finance experience at the national or international level is required OR
  • Bachelor’s degree with 2 years of relevant finance experience at the national or international level is required.
  • 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 desirable.
  • Fluency in Romanian and working knowledge of English are required.
  • Working knowledge of one or more additional languages relevant for Moldova, including Russian, Bulgarian, Gagauzian, Romani, Ukrainian or sign language would be an asset.
  • Long-listed candidates may be required to undergo the UNDP Accountancy & Finance Test.
Disclaimer
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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