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Under the guidance and supervision of the Operations Manager and direct supervisor, the Finance Assistant provides financial services ensuring high quality, accuracy and consistency of work. The Finance Assistant promotes a client-oriented approach consistent with UNDP rules and regulations.
The Finance Assistant works in close collaboration with the operations, programme and projects’ staff in the Country Office (CO) and with UNDP Regional /HQs staff to exchange information and ensure consistent service delivery.
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Duties and Responsibilities
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1. Ensure implementation of operational strategies and procedures, focusing on achievement of the following results:
- Full compliance with UN/UNDP rules and regulations of financial processes, financial records and reports.
- Provision of inputs to elaboration of work plans.
- Assistance in preparation of financial analyses and related reports.
2. Assistance in Finance Unit to monitor IPSAS Dashboard/ Finance Dashboard, focusing on achievement of the following results:
- Assist head of finance to conduct analysis on the indicator and details of IPSAS Dashboard/ Finance Dashboard.
- Follow up with related unit to clear the outstanding items.
- Improve integrity of data and work flow for Dashboard related.
3. Assistance on office HACT/Audit arrangement, focusing on achievement of the following results:
- Assist head of finance to prepare HACT/Audit plan and facilitate assurance activities.
- Follow up with programme team to update the status of HACT assurance progress.
- Assist head of finance to monitor HACT Dashboard, consolidate and upload reports to HQ website.
4. Provide accounting and administrative support, focusing on achievement of the following results:
- Processing of financial documentation (vouchers, supporting documents, telephone invoices, etc.) and maintaining internal expenditures control system by ensuring that vouchers processed are matched and completed, transactions are correctly submitted in system; travel claims, and other entitlements are duly processed.
- Provision of information for reports on financial status, procedures, exchange rates, expenditure and potential funding problems.
- Financial support to country office programme teams (as assigned by the supervisor).
- Proper control of the supporting documents for payments and financial reports for NEX projects; vouchers for management projects; Pay Cycle and Deposit/GLJE.
- Timely corrective actions on vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers.
- Extracting, inputting, copying and filing data from various sources.
- Maintenance of the proper filing system for financial records and documents.
5. Support knowledge building and sharing in the CO, focusing on achievement of the following results:
- Participation in the trainings for the operations/projects staff on Finance.
- Contributions to knowledge networks and communities of practice.
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Competencies
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- Ability to perform a variety of repetitive and routine tasks and duties related to finance screening, collecting and preparation of documentation, data input, transactions tracking, filing, provision of information.Ability to review data, identify and adjust discrepancies.
- Ability to produce accurate and well documented records conforming to the required standard.
- Good knowledge of financial rules and regulations.
- Strong Excel skills
- Ability to provide input to business processes re-engineering, implementation of new system.
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Required Skills and Experience
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Education:
Master Degree in Business or Public Administration and majored in Accounting/Finance would be desirable, but it is not a requirement. Part-qualified accountants from an internationally recognized institute of accountancy will have a distinct advantage.
Experience:
1 year of accounting experience 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 and ERP financials, preferably PeopleSoft.
Language Requirements:
Fluency in English and Chinese.
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