Under the overall guidance of the Deputy Resident Representative and the direct supervision of the Operations Manager, the Finance Associate provides leadership in execution of financial services in the CO ensuring effective and transparent utilization of financial resources and integrity of financial services. The Finance Associate promotes a client-oriented approach consistent with UNDP rules and regulations.
The incumbent supervises and leads the members of the Finance Unit. He/She works in close collaboration with the operations, programme and project teams in the CO and UNDP HQs staff for resolving complex finance-related issues and information delivery.
Duties and Responsibilities
Summary of Key Functions:
Administration and implementation of operational strategies and management of the Finance Unit
Administration of management budgets
Management of cost-recovery system
Accounting and administrative support
CO cash management
Facilitation of knowledge building and knowledge sharing
1. Ensures administration and implementation of operational strategies, adapts processes and procedures, and leads the Finance Unit focusing on achievement of the following results:
Full compliance with UN/UNDP rules, regulations, and policies of financial processes, financial records and reports and follow-up on audit recommendations; implementation of effective internal controls, proper functioning of a client-oriented financial resources management system.
CO Finance business processes mapping and elaboration of the content of internal Standard Operating Procedures and internal controls in Finance, in consultation with office management, providing solutions to complex issues in Finance management;
Overall management of the Finance Unit, including regular work planning for the Unit, allocation of tasks and responsibilities among Unit members, overall monitoring and reporting on Unit's activity.
Daily supervision and performance management of the Unit members, elaboration and introduction of measurement indicators for staff performance and for the Unit’s results.
Elaboration of proposals and implementation of cost-saving and reduction strategies in consultations with office management, including development of concepts for e-tools to be applied in the management of finance processes.
Continuous analysis and monitoring of the financial situation for management projects, and presentation of forecasts.
Routinely monitors financial exception reports for unusual activities, transactions, and investigates anomalies or unusual transactions. Informs supervisors and other UNDP staff at Headquarters of the results of the investigation when satisfactory answers are not obtained, manages Service Clearing Account rejects.
Provision of advice to management and inputs related to finance management at the project formulation and budget writing stage
2. Ensures efficient administration of CO project budgets (Management, UN Development, Security, UNDSS and UN RCO) focusing on achievement of the following results:
Preparation and modifications of budgets for UNDP management projects, follow-up with HQs on ASL for management projects.
Periodic systematic review, including budget revisions, analysis and presentation of CO management projects budget and current expenditure status.
Presentation of thoroughly researched information for strategic planning of financial resources of the CO, reports containing analysis of the financial situation and development of financial forecasts.
3. Ensures management of the efficient cost-recovery system focusing on achievement of the following results:
Elaboration and implementation of the services (income) tracking system and follow up on cost recovery. Monitoring of the timely preparation of cost-recovery bills in Atlas for the services provided by UNDP
Periodic LPL (Local Price List) review and update
Coordination and review of Direct Project Costs collecting mechanisms, including regular update of DPC Dashboard
Monitor service delivery performance and establish a feedback mechanism
Provide standard set of reports such as transaction volume and cost-recovery for specific period.
Oversight and control of existing cost-recovery services and identify uncovered operational/administrative services provided by UNDP CO
4. Provides accounting and administrative support to the Finance Unit focusing on achievement of the following results:
Maintenance of the internal expenditures control system which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in Atlas; payrolls are duly prepared; travel claims, and other entitlements are duly processed.
Proper control of the supporting documents for payments and financial reports
Coordination and review of accounts closure
Timely corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers. Timely response to HQ requests to resolve financial data issues.
Overall monitoring of Account Receivables, creation and application of deposits, follow up with concerned projects and Agencies.
Timely submission of corporately required quarterly and year-end reports, including Assertion Checklist.
Administration and monitoring of VAT payments and refunds and GLOC paid by the Government.
Overall monitoring of Dashboards (IPSAS, Finance Data Quality and Travel); follow up with concerned project and CO units;
Verifying and validating vendor’s reconciliation reports
Conducting periodic DSA review; contribution to other corporate exercise, as required;
Coordination of provision of travel arrangements, through Travel & Expenses module
Performing Assets and Non-Assets periodic inventory verifications
Coordination and monitoring of e-archiving implementation, including destruction and disposal of files according to retention schedule
5. Ensures proper CO cash management functioning focusing on achievement of the following results:
Performing the functions of the Finance/Treasury in Atlas. Creation of GLJE.
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.
Primary contact with local bank management on routine operational matters including negotiation of exchange rate on replenishment. Member of bank signatory panel.
Management of cash receipts and petty cash.
Overall management of bank accounts, including application of internet banking systems.
Management of Bank cards issued to CO and projects’ personnel
Updating Bank Signatory Panel and ensure compliance with the segregation of duties and Internal Control Framework
Coordination and monitoring of the timely and accurate preparation of bank reconciliations.
Initiating and selecting bank transfers and deals for approval and settlements.
Performing Pay cycle manager role in Atlas. Timely update of bank signatory panel for local and ZBA accounts. Timely preparation of monthly cashflow forecast.
6. Perform Global Payroll administrator functions focusing on the achievement of the following results:
Verifying and validate the payroll results for local staff and Service Contract holders, timely payment of salaries, MIP/ASHI contributions.
Processing of staff’s earnings and deductions, retroactivity and recoveries.
Monitoring of positions' COAs for the office staff and Service Contract holders and ensure correct use of sources of funding.
Generate and analyze payroll expenditure reports for management review.
7. Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results:
Organization of trainings for the operations/ projects staff on Finance, including induction for newly recruited staff.
Regular update of the finance section of the CO intranet.
Synthesis and application of lessons learnt and best practices into CO financial processes.
Sound contributions to knowledge networks and communities of practice.
Ability to make new and useful ideas work
Level: Adapts deliverables to meet client needs
Interprets policies and guidance within context and applies with judgement
Anticipates obstacles and applies practical solutions
Continually seeks improvements and agility in service delivery
Collaborates to improve methods and delivery
Ability to persuade others to follow
Level: Proactively seeks and recognizes contributions of others
Determines appropriate resources, methods, partners, information and solutions
Actively engages teams and encourages dialogue within and across teams
Ability to improve performance and satisfaction
Level: Appropriately involves team in different stages of work and decision-making
Seeks and values other’s initiatives and expertise
Supervises teams with consistent direction and drives team engagement
Ability to listen, adapt, persuade and transform
Level: Expresses information and views with adaptive reasoning and appreciation for complexity and variation
Proactively expresses insights and/or questions in order to contribute to clarity, accuracy, and focus in one’s work
Ability to get things done while exercising good judgement
Level: Takes responsibility for addressing critical situations and delivering core value
Demonstrate commitments to client and quality
Works to agreed goals dealing with challenges constructively
Responsible for project implementation and/or team deliverables
Ability to exercise sound judgement in delivering services and supervising teams
Maintaining information and database
Promoting Organizational Learning and Knowledge Sharing
Basic research and analysis
Job Knowledge/Technical Expertise
Fundamental knowledge of own discipline
Design and Implementation of Management Systems
Research and analysis and making recommendations on management systems
Establishing effective client relationships
Promoting Accountability and Results-Based Management
Gathering and disseminating information
Required Skills and Experience
Secondary Education, with specialized certification in Accounting and Finance.
University Degree in Finance, Accounting, Business or Public Administration, or a professional accounting qualification from an internationally recognized institute of accountancy.
Professionally qualified accountants from an internationally recognized institute of accountancy will have advantage.
UNDP Accountancy & Finance Test is required (to be tested if shortlisted)
Minimum 4 years (with bachelor’s degree) to 7 years (with high school) of progressively responsible experience in financial management or accounting is required, with knowledge of programme /projects finance desirable.
Experience of IPSAS and/or IFRS is required.
Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of spreadsheet and database packages, experience in handling of web-based management systems, experience in handling of web-based management systems and ERP financials, preferably PeopleSoft.
Fluency in English and Romanian.
Working knowledge of one or more additional languages relevant for Moldova, including Russian, Bulgarian, Gagauzian, Romani, Ukrainian or sign language would be an asset.
Other: Describe any additional qualifications:
To learn more and apply for this and other job vacancies please visit https://www.md.undp.org/content/moldova/en/home/jobs.html
Important applicant information
All posts in the GS categories are subject to local recruitment.
Only citizens of the Republic of Moldova or others legally authorized to work in the country are eligible to apply.
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