Finance Assistant

Contract

This is a UNV National Youth contract. This kind of contract is known as National UN Volunteer. It is normally only for nationals. More about UNV National Youth contracts.

Under the overall guidance of the Operations Manager and direct supervision of the Finance Analyst, 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 project staff in the UNDP Samoa Multi-Country Office (MCO), as well as with the UNDP Global Shared Services Center (GSSC), UNDP Regional Bureau for Asia and the Pacific (RBAP) and UNDP HQ staff, to resolve finance-related issues, exchange information and ensure consistent service delivery.

1. Ensures implementation of operational and financial management strategies focusing on achievement of the following results:

 Full compliance of financial processes, financial records and reports with UN/UNDP rules, regulations, policies and strategies. Effective implementation of the internal control framework and follow-up on audit recommendations.  Input to MCO business processes mapping and elaboration of the content of internal Standard Operating Procedures in Finance in consultation with the direct supervisor and office management.  Provision of inputs to further strengthen MCO cash management.

2. Ensures administration of budgets and functioning of the optimal cost-recovery system focusing on achievement of the following results:

 Support in preparation and modifications of budgets for UNDP projects, follow up with HQ on authorized spending limits (ASL) for management projects.  Provision of inputs for timely preparation of cost-recovery bills in Atlas for the services provided by UNDP, implementation of a billing and income tracking system, and follow up on cost recovery.  Liaise with other Operations Units to compile billing for services, and process bills in Atlas as and when required by the Finance Analyst.

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 and financial reports for management and other projects as required; preparation of requests for payments for UNDP and non-Atlas agencies with accurate supporting documents and submission for processing to GSSC; payment execution when required.  Timely response to HQ/GSSC requests to resolve financial data issues. Follow-up with project staff when needed.  Proper receipting of goods and services and establishment of accruals.  Support in coordination and review of accounts closure.  Ensure travel claims and other entitlements are duly processed.  Management of cash receipts and petty cash.  Maintenance of a proper filing system for finance records and documents.  Provide back up support for processing requests for payments and budget management in the absence of the Finance Analyst.  Follow up payments by clients, including reimbursements as necessary from governments on tax exemption, and any others as agreed with governments.

4. Ensures proper MCO cash management system functioning focusing on 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 Atlas to monitor imprest level; identification and recording of contributions.  Preparation of monthly UN exchange rate report to Treasury.  Initiation of bank transfers and deals in Atlas.  Alternate as cashier for cash disbursements made on site.  Serve as Petty cash custodian for office and maintain proper control of cash and receipts

5. Supports knowledge building and knowledge sharing in the MCO focusing on achievement of the following results:

 Participation in trainings for operations/project staff on Finance.  Contributions to knowledge networks and communities of practice.  Capturing and sharing of lessons learned and good practices in financial management.

Innovation Ability to make new and useful ideas work - Level 2: Analyzes complex technical materials (including data) and makes concise, relevant recommendations

Leadership Ability to persuade others to follow - Level 2: Proactively identifies new opportunities and challenges

People Management Ability to improve performance and satisfaction - Level 2: Takes ownership of responsibilities

Communication Ability to listen, adapt, persuade and transform - Level 2: Understands, explains and shares information on assigned tasks with accuracy and clarity

Delivery Ability to get things done while exercising good judgment - Level 2: Meets goals and timelines for delivery of products or services;

Audit Ability to examine and verify accounts and reports - Level 2: Technical Assistance: Performs defined tasks efficiently and deepens knowledge of area of work

Budget Management Ability to support budgetary aspects of work planning process, drawing and management of team budgets - Level 2: Execute & Learn: Performs defined tasks efficiently and deepens knowledge of area of work

Financial Reporting and Analysis Ability to evaluate financial data, derive relevant findings, and present them in a meaningful manner - Level 2: Execute & Learn: Performs defined tasks efficiently and deepens knowledge of the area of work

Quality Assurance Ability to perform administrative and procedural activities to ensure that quality requirements and goals are fulfilled - Level 2: Execute & Learn: Performs defined tasks efficiently and deepens knowledge of the area of work

relevant finance at the national or international level or Secondary education with 5 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 is desirable

Samoa is in the central South Pacific Ocean. It is made up of an archipelago of 9 islands, 4 of which are inhabited. The 2 largest islands are Savai’i and Upolu. Samoa sits about halfway between New Zealand and Hawaii. The country originated from volcanic activity. It is mountainous, with many lakes and rivers.