Background
Under the overall guidance and supervision of the Deputy Resident Representative and direct supervisor, the Finance/HR Assistant provides Finance/HR services ensuring high quality, accuracy, and consistency of work. The Finance/HR Assistant promotes client-oriented and consistent rules and regulations in the two Units.
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The Finance/HR Assistant works in close collaboration with the operations, programme, and projects staff in the CO and UNDP HQs staff to exchange information and ensure consistent service delivery.
Duties and Responsibilities
โข ย ย ย ย Reviews and ensures the authenticity and accuracy of cash receipts and requests for payments, prioritizes vendor payments and ensures the payment of bills on time. Prepares Disbursement Vouchers, Cash receipt vouchers, Journal vouchers other vouchers as required and ensures that they are properly prepared in accordance with UNDP Financial Rules and Regulations. Examines supporting documentation is complete and verifies the propriety of charges and availability of funds. ย Ensures that the financial transactions are properly coded and are in accordance with UNDP Account Code Handbook,
โข ย ย ย ย Assist in preparing monthly Earning and Deduction submission of payrolls for UNDP, UNFPA, WFP, UNDSS, OCHA and UNV staff (fixed term or temporary) on time.
โข ย ย ย ย Assists in drafting reply for all correspondences related to HR Management and Finance. ย Liaises with bank officials to facilitate smooth financial/banking operations,
โข ย ย ย ย Assists the Finance in reviewing NEX financial statements for purpose of disbursing quarterly advances,
โข ย ย ย ย Prepares detailed cost estimates and participates in the officeโs annual budget analysis and projections as required. ย Controls the utilization of approved budgets through monthly budget status reports
โข ย ย ย ย Helps in the preparation of UNDP Dispensary beneficiaries list ย on,qarterly to UN Clinic.
โข ย ย ย ย Assists newly arriving or departing staff members and consultants on opening or closing bank accounts, rate of exchange and other financial matters and personnel issues. Makes sure that travel claims of staff/consultants are processed on time and ensures proper DSA rates are used and all advances are recovered,
โข ย ย ย ย Assist in recruitment process mainly on scheduling technical test and interview, taking interview minutes, CRP submission, reference checks, preparation of documents for hiring managerโs final approval
โข ย ย ย ย Maintenance of proper filing system for Finance/HR records and documents.
โข ย ย ย ย Assist in staff recruitment processes, induction and onbarding of new staff, assisting new staff on UN all hiring process (scanning and completing new hire forms and assist uploading in UNAll), nd updates the Personal File pursuant to each action taken
โข ย ย ย ย Creation/update of positions in Unall Quantum association of positions to chart fields (COAs), update of COA information, setting up vendor performing the functions of Admin.HR, Position Administrator and Absence Processor in Quantum. Preparation of contracts,
โข ย ย ย ย Processes separation formalities and pension entitlements on time,
โข ย ย ย ย Participates in the preparation of the Finance/HR work plan and COMP, assists the supervisors in monitoring and implementing the PMD cycle,
โข ย ย ย ย Provide support to the conduct of UN ย and UNDP related surveys focusing on collection of information for comprehensive and interim local salary, support to LSSC, hardship and place-to-place surveys
โข ย ย ย ย Support and follows-up on annual leave record card, home leave travel and education grant travel records and processes all leave requests,
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Competencies
Core
Achieve Results:ย ย ย ย LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline
Think Innovatively:ย ย ย ย LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements
Learn Continuously:ย ย ย ย LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback
Adapt with Agility:ย ย ย ย LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible
Act with Determination: ย ย ย ย LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident
Engage and Partner:ย ย ย ย LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships
Enable Diversity and Inclusion:ย ย ย ย LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination
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Cross -functional Competenciesย ย ย
-ย UN Policy Knowledge ethicsย ย ย
Knowledge and understanding of the UN Staff Regulations and Rules and Other policies relating to ethics and integrityย ย - Customer Satisfaction/Client Managementย ย ย ย
Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers' needs. Provide inputs to the development of customer service strategy. Look for ways to add value beyond clients' immediate requests. Abilit to anticipate client's upcoming needs and concerns.ย
- Core Behavioral Competenciesย ย ย ย - Engage and Partnerย ย
ย ย Act in a way that demonstrates empathy and emotional intelligence, showing consideration for the needs and feelings of othersยย
-Cross Functional Competenciesย ย ย - ย Effective Decision Makingย ย ย ย
Ability to take decisions in a timely and efficient manner in line with oneโs authority, area of expertise and resourcesย
Required Skills and Experience
Education:ย
Secondary Education with specialized certification in accounting and Finance or related areas. ย University Diploma in Finance, Business or Public Administration would be desirable, but it is not a requirement.
Experience:
5 years of relevant Finance and/or HR experience is required at the national or international level with secondary education degree (2 years with Bachelorโs degree). Experience in the usage of computers and office software packages (MS Word, Excel, etc) and experience in handling of web-based management systems.
Required ย skillsย
Good communication and interpersonal skills are essential.ย
Good knowledge of budget control and financial management.
Good negotiation and problem-solving skills.
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Desired skills in addition to the competenciesย
Experience in using of Peoplesoft Oracle ERP System will be a strong asset
Previous working experience with a UN agency an asset.
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Equal opportunity
As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination.ย
UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.
Sexual harassment, exploitation, and abuse of authority
UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles.ย
Right to select multiple candidates
UNDP reserves the right to select one or more candidates from this vacancy announcement.ย We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.
Scam alert
UNDP does not charge a fee at any stage of its recruitment process. For further information, please see www.undp.org/scam-alert.
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