Finance Clerk

II. Background and Organizational Context

Within the Country Office, the Operations Team provides the programme with core support and services related to finance, procurement, human resources, digital services, travel, and logistics, as well as common services and transaction support.

III. Position Purpose

Under the guidance and supervision of the Finance Analyst, the Finance Clerk provides financial services ensuring high quality, accuracy and consistency of work. The Finance Clerk promotes a client-oriented approach consistent with UNDP rules and regulations.

The Finance Clerk works in close collaboration with the Operations, Management Support and Business Development, Programme and other teams in the CO and with UNDP HQs staff to exchange information and ensure consistent service delivery.

The key results have an impact on the execution of the CO financial services. Accurate data entry and presentation of financial information and a client-oriented approach enhances UNDP’s capability to effectively and efficiently manage financial resources and keep records.

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.

IV. Key Duties and Accountabilities

 -Support to operational and financial management strategies.

-Support to administration and functioning of the optimal cost-recovery system.
 -Accounting and administrative support.
-CO cash management.

-Facilitation of knowledge building and knowledge sharing

1. Provides support to Operational and Financial management strategies focusing on achievement of the following results: 

Full compliance with UN/UNDP rules and regulations and other relevant policies on financial recording/reporting system and follow-up on audit recommendations; implementation of effective internal controls, proper functioning of a client-oriented financial resources management system. Input to the CO business processes mapping and elaboration of the content of Internal Standard Operating Procedures in Finance, in consultation with the direct supervisor and office management.

2. Provides effective support to administration and functioning of the optimal cost recovery system focusing on achievement of the following results: 

Processing of cost-recovery bills in Quantum for the services provided by elaboration and implementation of the income tracking system and follow up on cost recovery. Extraction of data from various sources. Maintenance of the filing system Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to head of unit.

3. Provides accounting and administrative support focusing on achievement of the following results: 

Proper control of the supporting documents for payments, preparation of the supporting documents for direct payments, VAT certificates and cash transfer (OFA). Processing of PO and non-PO vouchers, VAT certificates for development and management projects, and on behalf of Quantum Agencies and non-Quantum agencies. Revision and confirmation of validity of charges by verifying authorized amounts and ensuring availability of budgets and funds. Processing of transactions, ensuring that they are correctly recorded and posted in Quantum in conformity with the internal expenditures control system. Timely corrective actions on erroneous data in Quantum. Compilation of data for internal/external audit. Provision of inputs to reports including donor reports. Maintenance of the proper filling system for finance records and documents. Extracting, inputting, copying and filing data from various sources. Provides customer services for deliverance of check payments and VAT certificates as required.

4. Ensures proper CO cash management focusing on achievement of the following results: 

Follow up and maintenance of schedule payments and income. Makes pertinent adjustments to project contributions schedule. Follow up with projects cash position to ensure sufficient funds on hand for disbursements and timely recovery of funds.

5. Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results: 

Participation in the organization of training for the office staff on programme/operations related issues. Synthesis of lessons learned and best practices in programme finance. Sound contributions to knowledge networks and communities of practice

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Supervisory/Managerial Responsibilities: None

V. Requirements:

Education

Secondary Education, with specialized certification in Accounting and Finance. A university degree in Finance or Accounting is desirable. Part-qualified accountants from an internationally accredited institute of accountancy will have a distinct advantage.

Experience, Knowledge, and Skills

Minimum 4 years (with Secondary education) or 1 year (with Bachelor´s degree) of relevant accounting and financial experience at national level is required. Experience in the usage of computers and office software packages (MS Word, Excel, Power Bi, and knowledge of spreadsheet and database packages, experience in handling of web-based management systems.  Knowledge of IPSAS and/or IFRS desirable. Fluency in Spanish and English.

Expected Demonstration of Competencies

Core:

Achieve Results:
LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline 
Think Innovatively:
LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements
Learn Continuously
LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback 
Adapt with Agility 
LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible
Act with Determination LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident 
Engage and Partner
LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships 
Enable Diversity and Inclusion
LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination
 

Cross-Functional & Technical competencies 

-Business development; Human-centred Design; Ability to develop solutions to problems by involving the human perspective in all steps of the problem-solving process.
 

-Business direction and strategy; Effective Decision Making; Ability to take decisions in a timely and efficient manner in line with one’s authority, area of expertise and resources.
 

-Business management; Communication; Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience. Ability to manage communications internally and externally, through media, social media and other appropriate channels.

-Business development; Knowledge Generation; Ability to research and turn information into useful knowledge, relevant for context, or responsive to a stated need.

-Finance; Accounting (General); Knowledge of accounting concepts, principles, frameworks, standards, regulations, policies and trends, and ability to apply this to strategic and/or practical situations.

VI. Keywords

Hard working person Discretion Team building Client Satisfaction Diversity and inclusion Knowledge building and sharing 
 

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