Administrative & Finance Associate (Invoice Processing), G-6, Port-au-Prince, Haiti #118871 (FTA)

Contract

This is a G-6 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 6 years of experience, depending on education.

Salary

The salary for this job should be more than 1,187 USD.

Please keep in mind that the salary displayed here is an estimation by UN Talent based on the location and the type of contract. It may vary depending on the organization. The recruiter should be able to inform you about the exact salary range. In case the job description contains another salary information, please refer to this one.

UNICEF works in some of the world’s toughest places, to reach the world’s most disadvantaged children. To save their lives. To defend their rights. To help them fulfill their potential.

Across 190 countries and territories, we work for every child, everywhere, every day, to build a better world for everyone.

And we never give up.

For every child,

Having effective teams in place will ensure solid coordination and monitoring of programme implementation, generation of data, and provision of timely responses at departmental level in the short- and longer-term, in a context of increasingly complex and protracted crisis. Scale-up programmes require ensuring that there is a strengthened operational capacity to manage the increased operational accountabilities related to the emergencies response with expanded budget, financial and risk management, complex in-country/regional and global Supply and Logistics Operations.

How can you make a difference?

The incumbent will provide administrative and financial management support to the operations of the newly established Cash-On-Hand (COHA) modality with post factor invoices processing flexibilities enacted by DFAM, and re-organize the offices invoices recording, processing and timely payments of suppliers to improve quality of service and relationships of the office with its partners, suppliers and service providers.

Under the supervision and guidance of the Finance Specialist, the Administrative & Finance Associate is responsible for executing a broad variety of procedural and specialized administrative and finance tasks for the respective section requiring a good knowledge of administrative, procurement and financial procedures, processes and policies of payments, bookkeeping and recording in accounting systems/software.

• Responsible for collecting invoices, checking their compliance with UNICEF policies, ensuring certification and filing the documents for approval and, thereafter processing in VISION.
• Uploads all electronic files related to invoice processing while ensuring they are correct, complete and in line with UNICEF policies and standards.
• Maintain a closer collaboration between Operations units and Programmes in ensuring timely payment of invoices; and responds to clients’ queries (e.g. transaction status, certification, procedure, etc.) .
• Analyze and monitor the payment of all purchase and service invoices related to all UNICEF Haiti offices
• Facilitate the invoice payment process by maintaining efficient administrative and financial tracker and systematic follow-up methods, taking into account all recommendations aimed at constant improvement of the process.
• Establish a simplified and efficient communication system with suppliers for better monitoring and execution of tasks.
• Initiate, timely monitor, amend and follow-up on all invoice payments in VISION, and support the Finance unit in the process of reconciliation of invoices payments on a monthly basis.
• Ensure each payment has a valid accounting documents such as contracts, Purchase Orders, Goods Receipt Notes, etc. Timely follow up with the administration on contract extensions for recurring services, requisitioning of funds for payments, making necessary corrections after required approvals are obtained, and process such corrections in VISION/system .
• Coordinate with the different sections of the office and liaise with suppliers to plan, update and monitor the invoices payment cycle, and ensure funding is available in the system for timely payments once the material is delivered or the service is provided.
• Gather and organize information from various relevant sources in order to address any issues related to payments (GSSC queries, returned payments, rejected cases, uncashed checks, bank queries, etc.)
• Prepare periodic reports pertaining to the invoices payment, lessons learned and propose systematic improvements.
• Keep statistical reports up to date in order to analyze the improvement of the payment process cycle.
• Analyze and reconcile information from different control systems to provide clear and up-to-date information on invoices payments forecast, and ensure relevant parties are timely alerted to take action (expiring contracts, POs, FCs, etc).
• Ensure the regularity of payments to partners (including UN agencies), and recovery/receipts of payments from them on UNICEF provided services and/or commitments (payments/costs recovery related to OMT, UNCT, common services, etc.).
• Process and/or review the accuracy and timely submission of assigned payments, journal entries and other financial transactions within scope to the Global Shared Services Center (GSSC), ensuring compliance with budgetary limits.
• Ensure correct payment parameters are assigned to all cases submitted to the GSSC.
• Manage financial archives and ensure prior approvals are obtained for accessing financial documents by external party.
• Perform all other tasks required by the supervisor

To qualify as an advocate for every child you will have…

• Completion of secondary education is required, with a preference of supplementary technical or university courses related to the Operations functional areaof the organization (Finance, Administration, Human Resources, ICT, Supply and Logistics).

• A minimum of 6 years of relevant administrative and/or financial work experience is required.

  * A Master degree with at least one year experience will be considered in lieu of the six years required experience. Likewise, a Bachelor degree (License) with one year experience will be considered in lieu of the 6 years required experience.

• Fluency in French and Creole is required. Knowledge of English is considered an asset.

For every Child, you demonstrate…

UNICEF's values of Care, Respect, Integrity, Trust, and Accountability (CRITA), and core competencies are: Demonstrates Self Awareness and Ethical Awareness (1); Works Collaboratively with others (1); Builds and Maintains Partnerships (1); Innovates and Embraces Change (1); Thinks and Acts Strategically (1); Drive to achieve impactful results (1); Manages ambiguity and complexity (1)

To view our competency framework, please visit here.

UNICEF is committed to diversity and inclusion within its workforce, and encourages all candidates, irrespective of gender, nationality, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of the organization.

UNICEF has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UNICEF, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. UNICEF also adheres to strict child safeguarding principles. All selected candidates will be expected to adhere to these standards and principles and will therefore undergo rigorous reference and background checks. Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.

Remarks:

General Service Staff are recruited locally. Candidates must be in possession of an existing work permit or resident/citizen of Haiti to be considered eligible for this post. Please note that General Service (GS) staff are locally recruited staff and therefore, candidates are personally responsible for any travel and accommodation arrangements.

Only shortlisted candidates will be contacted and advance to the next stage of the selection process.