Administrative Finance Assistant

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Description

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Under the guidance and primary supervision of the Operations Associate, the Administrative/ Finance Assistant will be responsible for the execution of a wide range of administrative processes for the UN SDG Action Campaign, 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 Administrative/ Finance Assistant promotes a client-oriented approach consistent with UNDP rules and regulations, standard practices, and guidelines.

The Administrative/ Finance Assistant works in close collaboration with the Project Manager and the relevant UNDP Country Offices involved in project implementation. The need for this role will be initially for 1 year with the possibility of an extension.

UNDP adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, UNDP personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration.

Duties and Responsibilities:

• Ensure effective financial support to the Global Mayors Challenge project
• Prepare financial reports for the project and management funds/budget balance. 
• Maintain a proper filing system for finance records and documents. 
• Maintain the internal expenditures control system which ensures that invoices processed are matched and completed; transactions are correctly recorded and posted in ERP with the right COA and account codes.
• Provide information on the status of financial resources and administrative processes, as required. Liaise with the local governments that are the beneficiaries of the project, to maintain them informed about their budget situation, including the monthly cost of NPSAS and monthly paid Pos. 
• Take timely corrective actions on unposted invoices, including unpaid or invoices with validation errors and/or unapproved invoices. 
• Manage the project petty cash and PCA disbursement to various project staff in country offices. 
• Identify and record contributions and create deposits for revenue application on a timely basis. 
• Work closely with the operations/ projects staff on administrative and finance operations, including project personnel in Country Offices. 
• Assist project supervisors in Country Offices in monitoring of budget versus expenditures and in timely utilization of budget and fund balances.
• Monitor monthly expenditures of budgets and follow up for corrective actions with Budget office.
• Take proper actions, follow up, and monitor all the financial items for month-end and year-end closure instructions and checklist through timely and effective coordination with the team. 
• Ensure effective administrative support to the Global Mayors Challenge project.
• Assist the Operations team in travel arrangements such the creation of Quantum profiles for DSA disbursement, issuing tickets and liaise with prospective participants.
• Support during the organization of events, presential meetings etc. including registration, liaising with providers, interpreters and supporting the main event responsible. 
• Perform any other tasks to support project implementation, if required.
• Support knowledge building and sharing 
• Help organize and participate in training for the operations/projects staff on administration.
• Provide sound contributions to knowledge networks and communities of practice.

Required Skills and Experience:

Education:

• Secondary education with specialized certification in accounting and/or finance.  university degree in Finance or Accounting is desirable. Part-qualified accountants from an internationally accredited institute of accountancy will have a distinct advantage.
• Certification in project management, and/or financial management would be an added advantage.

Experience:

• Minimum 5 years (with secondary education) or 2 years (with bachelor’s degree) of relevant work experience in providing financial and operational support to projects is required. 
• Working experience in international organizations or UN agencies is preferable.
• Demonstrated experience in working with remote team members in different time zones will be an advantage. 
• Experiences in providing financial support for project activities, financial reporting and particularly working experience with local governments will be an advantage. 
• Experience in facilitating and organizing international events; with international development partners, national and local government governments is an asset. 
• Proven track record of good understanding of the current and issues and general knowledge of sustainable development, and the UN Agenda 2030 is an added advantage. 

Language Requirement:

• Fluency in English is required for this position. 
• Knowledge of Spanish or French will be an asset.

Source: https://estm.fa.em2.oraclecloud.com/hcmUI/CandidateExperience/en/sites/CX_1/job/24022

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