Operations & Finance Assistant

Volunteering Admin Finance & Economy

Overview

Support efficient financial and operational services for UNDP.

You have:

• At least 3 years of professional work experience at the national and/or international level in finance and administration.
• Intermediate knowledge of Microsoft Office including data management and working knowledge of ERP system.
• Good knowledge of spoken and written English languages.
• Ability to work inclusively and collaboratively with a range of partners.
• Self-motivated, ability to work with minimum supervision; ability to work with tight deadlines.
• Accuracy and professionalism in financial data recording, reporting and documentation.

Contract

This is a UNV contract. More about UNV contracts.

The Operations/Finance Assistant (National UN Volunteer Specialist) assignment is based within the Finance Unit of the United Nations Development Programme (UNDP) Papua New Guinea. The position supports the efficient delivery of financial and operational services that enable UNDP and other participating UN agencies to implement development programmes effectively.

UNDP works in approximately 170 countries and territories to help governments achieve the Sustainable Development Goals (SDGs). In Papua New Guinea, UNDP supports national development priorities by strengthening government institutions, building resilience, reducing poverty, promoting inclusive governance, and fostering partnerships for sustainable development. The Finance Unit plays a critical role in ensuring that these programmes are supported by sound financial management, accountability, and compliance with UN financial regulations.

Beyond finance operations, the assignment reflects the core mandate of the United Nations Volunteers (UNV) programme by promoting volunteerism as a means of advancing peace and sustainable development. The volunteer is expected to actively engage in UNV initiatives, contribute to knowledge sharing, support volunteer engagement activities, and promote community participation throughout the assignment.

The expected outcomes of the assignment include ensuring full compliance with UNDP financial regulations, improving financial business processes, delivering timely and client-focused financial services, supporting the development of finance standard operating procedures, and contributing to the overall efficiency and effectiveness of UNDP Papua New Guinea's operations.

Within the delegated authority and under the overall supervision of Head of Finance and direct supervision of Operations/Finance Assistant or her/his designated mandated representative(s), the UNV Operations Assistant will:

· Prepare and process all types of vouchers, including Purchase Order (PO), Non-PO, prepayment, adjustment, and other vouchers for UNDP and on behalf of other UN agencies in Quantum and other relevant platforms;

· • Submit service requests and upload agency requests through the Agency Service Request (ASR) Portal on behalf of other UN agencies;

· Assist in running Paycycle regularly and ensure that all payments are processed and paid with appropriate and sufficient supporting documents;

· Coordinating with UN agencies and projects for the creation of deposits of country office, projects, UN Agencies and others in UNall and Quantum;

· Collection of contribution from agencies for Common Service Budget (CSB), Locally Cost Shared Security budget (LCSSB) and other projects are collected and recorded on time;

· Assist in review and validation of invoices of projects invoices and other invoices in the Quantum;

· Assist in recovery of other cost including ITC cost, Email, Docusign, rental cost from agencies and projects on time;

· Assist in monthly reconciliation of Travel Request (TR)/Travel Claim (TC) including ticket cost in coordination with Procurement unit and create the invoice in the quantum for the payment transfer;

· Assist in review of monthly petty cash registers including verification of supporting receipts and settlement of related petty cash advance/payments;

· Monthly Petty cash expenses are recorded on monthly basis and ensure that petty cash balance is physically counted and certified at least on monthly basis;

· Assist in monitoring Project Cash Advance (PCA) and ensure that PCAs are monitored and settled within 30 days from date of issue of cash advance;

· Provide logistical support for official trainings, workshops, meetings, and other events as required;

· Assist in uploading the budget in the system and monitor the expenditure of country office management projects and take corrective action if necessary;

· Coordinate with suppliers and other stakeholders for the reconciliation and corrections of invoices, bank reconciliation, deposits and other transactions;

· Assist in recording of revenue including auction, GLOC and other income in the system;

· Coordinate with bank and Global Shared Services Centre (GSSC) for foreign exchange deals, bank transfer, cash management and other bank related transactions;

· Ensured cash is forecasted on time and maintained in local bank throughout the year. Also coordinated with treasury to obtain the approval in case if our Interest level is exceeded.

· Collecting, recording, filing and submission of GST invoices of UNDP including project to government of Papua New Guinea for GST refund. Ensure that original invoices and supporting are received from related staff/project before submitting claim to government;

· Assist in tracking expenditures for UNDP management projects and follow up with projects and UN agencies on payment requests and cost-recovery actions;

· Prepare the cost-recovery bills for the services provided by UNDP and follow up on cost recovery;

· Provide regular finance orientation and guidance to all project and CO staff on for the recording of the financial transactions;

· Contribute for compliance of Gender Equality policy of UNDP Papua New Guinea.

· Perform any other duties and responsibilities assigned by the supervisor;

· Professionalism: demonstrated understanding of operations relevant to UNDP; technical capabilities or knowledge relevant or transferrable to UNDP procedures and rules; discretion, political sensitivity, diplomacy and tact to deal with clients; ability to apply good judgement; ability to liaise and coordinate with a range of different actors, especially in senior positions; where appropriate, high degree of autonomy, personal initiative and ability to take ownership; resourcefulness and willingness to accept wide responsibilities and ability to work independently under established procedures; ability to manage information objectively, accurately and confidentially; responsive and client-oriented;

· Integrity: demonstrate the values and ethical standards of the UN and UNDP in daily activities and behaviors while acting without consideration of personal gains; resist undue political pressure in decision-making; stand by decisions that are in the organization’s interest even if they are unpopular; take prompt action in cases of unprofessional or unethical behavior; does not abuse power or authority;

· Teamwork and respect for diversity: ability to operate effectively across organizational boundaries; excellent interpersonal skills; ability to establish and maintain effective partnerships and harmonious working relations in a multi-cultural, multi-ethnic, mixed-gender environment with sensitivity and respect for diversity; sensitivity and adaptability to culture, gender, religion, nationality and age; commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of UN operations; ability to achieve common goals and provide guidance or training to colleagues;

· Commitment to continuous learning: initiative and willingness to learn new skills and stay abreast of new developments in area of expertise; ability to adapt to changes in work environment.

· Planning and organizing effective organizational and problem-solving skills and ability to manage a large volume of work in an efficient and timely manner; ability to establish priorities and to plan, coordinate and monitor (own) work; ability to work under pressure, with conflicting deadlines, and to handle multiple concurrent projects/activities;

· Communication: proven interpersonal skills; good spoken and written communication skills, including ability to prepare clear and concise reports; ability to conduct presentations, articulate options and positions concisely; ability to make and defend recommendations; ability to communicate and empathize with staff (including national staff), military personnel, volunteers, counterparts and local interlocutors coming from very diverse backgrounds; capacity to transfer information and knowledge to a wide range of different target groups;

· Flexibility: adaptability and ability to live and work in potentially hazardous and remote conditions, involving physical hardship and little comfort; to operate independently in austere environments for

protracted periods; willingness to travel within the area of operations and to transfer to other duty stations within the area of operations as necessary;

· Genuine commitment towards the principles of voluntary engagement, which includes solidarity, compassion, reciprocity and self-reliance; and commitment towards UNDP’s mission and vision, as well as to the UN Core Values.

At least 3 years of professional work experience at the national and/or international level in finance and administration, experience working in the UN or other international/national development organization.

· Intermediate knowledge of Microsoft Office including data management and working knowledge of ERP system.

· Good knowledge of spoken and written English languages.

· Accuracy and professionalism in financial data recording, reporting and documentation.

· Excellent interpersonal skills; culturally and socially sensitive; ability to work inclusively and collaboratively with a range of partners, including grassroots community members, religious and youth organizations, and authorities at different levels; familiarity with tools and approaches of communications for development;

· Ability to work and adapt professionally and effectively in a challenging environment; ability to work effectively in a multicultural team of international and national personnel;

· Self-motivated, ability to work with minimum supervision; ability to work with tight deadlines;

· Sound security awareness;

· Have affinity with or interest in volunteerism as a mechanism for durable development, and the UN System.

The duration of your assignment is indicated above with the possibility of extension subject to availability of funding, operational necessity and satisfactory performance. However, there is no expectation of renewal of the assignment.

This position is based in the UNDP country office in Port Moresby, Papua New Guinea. Port Moresby is a city known for high criminality, and caution must be exercised during all displacements. The office provided safe working environment, transportation between the office and the residence of the staff is mainly done with shuttles that drop each staff member at his/her residence.

The applicable Volunteer Living Allowance is provided monthly to cover housing, utilities and normal cost of living expenses. Life, health and permanent disability insurance are included) and final repatriation (if applicable

To calculate allowances and benefits for duty station: https://app.unv.org/calculator

Apply now

Potential interview questions

Added 1 day ago - Updated 6 hours ago - Source: unv.org