Operation Finance Associate, Suva, Fiji At UNDP – United Nations Development Programme


Closing date: Tuesday, 26 September 2023

Job Identification : 13624

Locations : Suva, Fiji

Posting Date : 09/13/2023, 12:52 AM

Apply Before : 09/26/2023, 10:59 AM

Job Schedule : Full time

Agency : UNDP

Grade : NPSA-6

Vacancy Type : National Personnel Service Agreement

Practice Area : Management

Bureau : Regional Bureau for Asia and the Pacific

Contract Duration : 1 Year with Possibility for extension

Education & Work Experience : Bachelor’s Degree – 3 year(s) experience OR High School certificate- 6 year(s) experience

Other Criteria : CPA is desirable

Required Languages : Fluency in written and spoken English is required.

Vacancy Timeline

2 Weeks

Job Description

Background

Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

The UNDP Pacific Office in Fiji serves 10 countries (Federated States of Micronesia – FSM, Fiji, Kiribati, Republic of Marshall Islands – RMI, Nauru, Palau, Solomon Islands, Tonga, Tuvalu and Vanuatu). Focusing on implementing solutions to global and national development challenges under the leadership of the Resident Representative, the country office has three focus areas namely Effective Governance, Inclusive Growth and Resilience and Sustainable Development.

UNDP Joint Operations Centre provides daily operations support to all UNDP Programmes and Projects including the Resident Coordinators Office and other UN agencies. These supports include but are not limited to Administrative, Finance, Procurement and Human Resources. UNDP Pacific Office based in Suva regularly requires operations support to assist the office in operational and transactional tasks.

Therefore, UNDP is seeking qualified individuals to provide operational support to the UNDP Operations teams based in Suva. Under the overall guidance and supervision of the respective Operations Team Leaders, the operations finance Associate are expected to provide high-quality, accurate, and consistent operations support.

Duties and Responsibilities

a). Work with Global Shared Services Centre (GSSC) and process pay cycle for the office:-

  •  Compile EFT files after the pay-cycle is completed to be sent to Bank
  •  Print cheques and transfer to the bank for Telegraphic Transfer or disbursement to vendors.
  •  Correction of payment/EFTs if required to ensure correct transfer of funds.
  •  Liaison with Bank on any payment-related queries.
  •  Admin support including Bank run as required
  •  Work with Travel team to ensure DSAs are paid in time

b). Vendor Reconciliation and timely payment:-

  •  Liaising with GSSU on any queries and ensuring that payments, APJVs, and GLJEs are made on time.
  •  Resolve any exceptions on the IFD relating to the finance area.
  •  Assist in clearing outstanding Local Purchase Orders

c). Continue on the operational team to :-

  •  GLJEs, APJVs, and corrections
  •  Support to RCO and other non-Quantum agencies in payment processing
  •  Reconcile VAT open item account
  •  Assist in preparing/scanning finance files and documentation for audit
  •  Work closely on the Data cleaning and transition to Quantum ERP

d). Vat reconciliation

  •  Compile monthly VAT returns
  •  Follow up on queries (VAT) with FRCS and knowledge transfer

e)Reporting and Budgeting

  •  Prepare financial analysis and reports as required
  •  Support with Budget revision in Quantum Assist in Institutional Budgeting and reconciliation

f). Invoicing

  •  assist in preparing invoices for projects
  •  assist in reconciliation of outstanding invoices

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

Thematic Area

Name

Definition

Business Direction & 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

Operations: Administration, Finance, HR, Procurement, IT and Security (Finance)

Audit risk

management

  •  Ability to address audit issues raised in the course of an audit and propose solutions in order to ensure a true and fair audit opinion is achieved

Operations: Administration, Finance, HR, Procurement, IT and Security (Finance)

Audit (General)

  •  Understands how regulations and professional standards in internal and external audit underpin audit work in the public services.
  •  Understands the key stages of audit work, including planning, documentation, testing and reporting.
  •  Ability to examine and verify accounts and records.
  •  Understands wider mechanisms for assurance and scrutiny.
  •  Understands the law and best practice relating to antibribery and corruption controls and the fraud risks faced by public bodies

Operations: Administration, Finance, HR, Procurement, IT and Security (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

Operations: Administration, Finance, HR, Procurement, IT and Security (Finance)

Budget

management

  •  Ability to support budgetary aspects of work planning process, drawing and management of team budgets.

Required Skills and Experience

Education:

  •  High School completion OR University Degree in Finance, Business/ Accounting or Public Administration.
  •  Certified accountants from an internationally recognized institute of accountancy will have a distinct advantage

Experience:

  •  Highschool completion with 6 years progressively responsible finance and accounting experience
  •  OR Bachelors with 3 years of progressively responsible finance and accounting experience is required.
  •  Experience in working with and maintaining good relations with government counterparts and programme beneficiaries (e.g.Government, development partners, CSOs and private sector representatives).
  •  Applicants who have more than 3 years of progressively responsible finance and accounting experience will have an added advantage.
  •  Experience of working with UN or other regional/international organisations that involves donor funded setting will be an asset

Disclaimer

Important information for US Permanent Residents (‘Green Card’ holders)

Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment.

UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.

Applicant information about UNDP rosters

Note: UNDP reserves the right to select one or more candidates from this vacancy announcement. 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.

Non-discrimination

UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.

UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.

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