ORGANIZATIONAL LOCATION:
The Finance Assistant position is located in the Arab States Regional Office (ASRO). Under the overall guidance of the International Operational Manager (IOM), and direct supervision of the Finance Associate. The Finance Assistant provides high quality services in areas of finance and budget with accuracy and consistency and in compliance with the relevant rules, guidelines, processes and procedures. She/He takes a client-oriented, results-focused approach to interpreting the rules, procedures and guidelines, provides support and guidance to ASRO in the area of Finance.
The Finance Assistant works in close collaboration with the Operations, Programme and Projects’ staff in the RO, and may work with UNDP staff to exchange information and ensure consistent service delivery.
JOB PURPOSE:
In support of UNFPA’s strategic direction at the regional level, contribute to building regional capacity and ensuring effective and efficient application of country offices resources within the region through support and monitoring regional resources in the following activities:
Finance
Budget
WORK RELATIONS:
Internal partners include ASRO; close collaboration within the Operations Team, COs and Division/Branches at HQs to resolve policy and procedural issues, and region specific issues.
External partners include UNDP, other UN agencies, vendors and other non-UN partners that are essential to the work of the office of the IOM.
Main Tasks & Responsibilities
MAJOR ACTIVITIES/EXPECTED RESULTS:
In coordination with the Finance Associate, assist the IOM in the efficient management of the RO’s financial and budgetary applications, adherence to financial controls and corporate financial policies, rules and regulations
Liaise with the Programme/Technical Team on finance to ensure all payments have completed supporting documents, reconcile issues related to the financial accountability dashboard
Assist in the development and monitoring of the budget for the operations and managing the Institutional Budget
Reconcile and monitor the travel expense reports submitted by travellers and keep the travel monitoring report up to date;
Review and verify account statements from suppliers and vendors and ensure timely action is taken to clear any ageing balances and control administrative expenses and payment to suppliers.
Assist monitoring of receivables (petrol advances, Staff advance)
Ensure the clearance of all suspense accounts (Petty Cash, Cash Advances, etc)
Prepare documentation and monitor the reimbursements due from staff receivables and ensure timely recovery;
Support in following up for the recurring payment request that should be received from the admin/procurement unit.
Ensure all payment requirements are compiled, including the review of the use of the general ledger account codes, and processed in a timely manner
In collaboration with the Finance Associate, assist in the review and manage the Fund Authorization and Certification of Expenditure (FACE) by ensuring complete documentation from the Implementing Partners as per established policy, in collaboration with the programme staff.
Maintenance of a proper filing system for finance records and documents
Supports on Tracking and following up with UNDP on ASRO’s pending payments. Submission of checks to Vendors and responding to their inquiries.
Provides assistance in year-end closure activities, assets and liabilities, and balance sheet statements.
Supports on the monthly and quarterly reports.
Back-stopping to Finance Associate.
Perform any other duties as may be required by the management of the RO to ensure seamless administrative support to the Regional office and its component offices
Qualifications and Experience
Education:
High School Diploma in Business and Accounting, with additional training/studies in accounting, finance, business administration or public administration. A university degree will be an asset.
Knowledge and Experience:
5 years financial and administrative experience in the public or private sector; with University degree two years’ experience in financial and administrative.
Ability to interpret financial rules, regulations and procedures and explain them clearly and concisely;
Experience of accounting framework and systems, specifically ERP systems, and proficiency in use of spreadsheets, word processing and computerized accounting systems;
Good writing and communication skills;
Languages:
Fluency in oral and written English and Arabic.
Required Competencies
Core competencies:
Demonstrate corporate knowledge and sound judgment
Self-development, initiative-taking
Acting as a team player and facilitating team work
Facilitating and encouraging open communication in the team, communicating effectively
Creating synergies through self-control
Managing conflict
Learning and sharing knowledge and encouraging the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member.
Functional competencies
Managing data;
Managing documents, correspondence and reports;
Managing information and workflow;
Planning, organizing and multi-tasking;
Managing financial processes;
Job knowledge / technical expertise;
Other Desirable Skills:
Initiative, strong conceptual abilities, sound judgment, strong interest in development work, especially the mission of the United Nations Population Fund and dedication to the principles of the United Nations.
