Finance Assistant

Contract

This is a SB-3 contract. This kind of contract is known as Service Board / Service Contract. It is normally only for nationals. More about SB-3 contracts.

Background

UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security.

The 2018-2022 Strategic Note (SN) for UN Women PNG Country Office (PNG CO) builds on results achieved from previous programming cycles; contributes to priorities identified in UN Women’s Global Strategic Plan (2018-2021); is aligned to UN Development Assistance Framework (UNDAF 2018-2022); to Government of PNG’s Vision 2050’s (on Human Capital Development, Gender, Youth and People Empowerment); and to UN Agenda 2030 promise to “leave no one behind”. The SN supports localization of SDGs 1, 5, 10 11 and 16 and is focused on the following thematic priorities:

1. Strengthening and implementation of a comprehensive and dynamic set of global norms, policies and standards on gender equality and the empowerment of all women and girls;
2. Women’s leadership, participation in and equal benefit from governance systems;
3. Women and girls live a life free from all forms of violence; and
4. Women and girls contribution to and greater influence in building sustainable peace and resilience, and equally benefitting from the prevention of natural disasters and conflicts and from humanitarian action.

Under the overall guidance of Operations Manager and the daily supervision of the Programme Finance Associate, the Finance Assistant is responsible for the execution of a wide range of financial services and administrative processes in the Country Office (CO), ensuring timeliness, efficiency and transparent use of financial resources and delivery of services in accordance with organizational financial rules, regulations, policies, procedures and approved allocations. The Finance Assistant promotes a client-oriented approach consistent with UN Women rules and regulations, standard practices and guidelines.

The Finance Assistant works in close collaboration with the Programme and Operations Team as well as with the Operations teams in UN Women HQ and ROAP for solving complex finance-related issues and information delivery.

Duties and Responsibilities

Implement financial strategies, in full compliance of UN Women rules, regulations, policies, and recording and reporting systems

• Perform duties in full compliance with UN Women financial regulations and rules, policies and standard operating procedures, including internal controls;
• Review and verify financial transactions, activities, and documentation; taking corrective actions as needed and reporting any unusual activities;
• Monitor financial exceptions reports for unusual activities or transaction, investigate anomalies and report to the supervisor conclusions and/or present recommendations for actions/decisions;
• Draft reports on financial status, procedures, exchange rates, costs and expenditures;
• Follow-up on audit recommendations to monitor implementation of corrective actions;
• Collect, verify and present information and data for use in the planning of financial resources and the formulation of the Country Office (CO) programme work plans, budgets, proposals on implementation arrangements and execution modalities;
• Provide assistance in Annual Work Plan entry in Results Management System (RMS) as required.
• Provide advice and recommend solutions to a wide range of financial issues;
• Monitor the proper functioning of the financial resources management system for office and programmatic budgets and resources;
• Implement cost saving and reduction strategies;

Prepare and administer CO budgets in full compliance of UN Women rules, regulations, policies, and recording and reporting systems

• Formulate the budget, control allotments, monitor expenditures, and prepare revisions according to the needs of the CO;
• Track the appropriate and timely use of financial resources;
• Prepare cost recovery documents or bills for the services provided by UN Women to other programmes or organizations;
• Create projects in Atlas, prepare budget revisions, revise project awards and status; and determine unutilized funds;
• Implement and maintain control mechanism for development projects through monitoring budgets preparation and modifications and budgetary status;
• Maintain internal expenditure control system;
• Undertake corrective actions on un-posted vouchers, including vouchers with budget check errors, match exceptions and unapproved vouchers. Respond to RO /HQ requests to resolve financial data issues;
• Prepare VAT reimbursements with adequate documentation support;
• Input data in Atlas and monitor status. Keep stakeholders and clients informed for timely action and/or decisions;
• Manage petty cash fund, cash impress level.

Provide finance support to the Programme and Operations team

• Review accounts receivables for UN Women projects and follow-up with project managers and finance section at regional office and/or headquarters on contributions, deposits creation in Atlas and their application to AR pending items;
• Prepare PO and non-PO vouchers for development projects;
• Record and post transactions in Atlas, process payroll, travel claims, MPOs, and other entitlements;
• Monitor the setup of budgets in ATLAS to ensure they are in accordance with budgets agreed with donors and are input into ATLAS at the detailed Activity ID level;
• Monitor each month over-expenditure of budgets and follow up with Budget Owner;
• Monitor regularly transactions posted to projects ensuring actual expenditure has been recorded against correct budget category and activity, take timely corrective actions as required;
• Monitor proper follow up of advances to implementing partners, review their financial reports together with project managers;
• Monitor the financial status and under the guidance of the Programme Finance Associate implement control mechanisms for management/development projects;
• Monitor and proper follow up of all the financial items in Month-end and Year-end closure instructions status and under the guidance of the Operations Manager, take correction actions as required
• Keep stakeholders and clients informed for timely actions/decisions and review status reports for quality control;
• Provide information inputs to financial reports for Regional Office, HQ Finance and stakeholders
• Associate revenue and expenditure in commitment control for non-core projects.
• Provide inputs and take necessary actions to facilitate timely financial project closure;
• Support financial donor reporting by providing timely information and taking necessary actions as required by UN Women Virtual Global Service Centre for financial donor reporting;

Provide administrative support to Resource Mobilization

• Compile and process information from donors, CO, and programme team, as inputs to various databases and documents.
• Prepare drafts for cost sharing agreements including conditions of contributions within resource mobilization efforts, adhering to standard agreements where possible. Follow up on contributions within the CO resource mobilization efforts.

Facilitate knowledge building and knowledge sharing

• Conduct training and/or helping organize training events and activities; as well as participate in trainings;
• Collect and compile lessons learned and best practices in financial management and services. Disseminate to clients and stakeholders as appropriate to build capacity and knowledge.
• Contribute to financial business operational practices and management innovations.

Competencies

Key Performance Indicators:

• Timely, complete and accurate financial transactions/activities/documentation
• Timely and accurate advice on UN Women financial rules and regulations
• Timely and regular monitoring of financial resources management system and timely expenditure of financial resources
• Timely and accurate support to budget formulation and controlling allotments
• Timely and accurate monitoring of internal expenditures control systems
• Timely and accurate drafting of management financial reports

Core Values:

• Respect for Diversity
• Integrity
• Professionalism

Core Competencies:

• Awareness and Sensitivity Regarding Gender Issues
• Accountability
• Creative Problem Solving
• Effective Communication
• Inclusive Collaboration
• Stakeholder Engagement
• Leading by Example

Functional Competencies

• Strong knowledge of financial rules and regulations and accounting principles;
• Strong knowledge and application skills of IT tools and understanding of management systems;
• Strong knowledge of spreadsheet and database packages;
• Ability to provide input to business processes re-engineering, implementation of new systems;
• Ability to administer and execute financial and accounting processes and transactions.

Required Skills and Experience

Education and Certification:

• Bachelor’s degree in management/ accounting/ finance is required.
• Specialized national or international certification in accounting and finance is an asset
• Master's degree in Finance or Accounting is an asset.

Experience:

• At least 3 years of progressively responsible experience in finance/ accountancy.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc) and spreadsheet and database packages, experience in handling of web-based management systems.
• Experience in the use of ATLAS is an asset.
• Experience working with UN system will be an added value.

Language Requirements:

• Fluency in English is required.
• Knowledge of the other UN official working language is an asset.
• Fluency in PNG local language, e.g. Tok Pisin