Organizational Setting
This
Finance Associate position is located within the PSB Finance Team of
UNFPA’s Procurement Services Branch (PSB) and will directly report to
the Finance Specialist who leads the Finance Team.
The
PSB Finance Team – working closely with the UNFPA Finance Branch, New
York – supports PSB procurement operations by providing expertise,
financial management and financial controllership of procurement
activities.
Specifically,
the PSB Finance Team ensures that PSB Third Party Procurement (TPP) and
Inventory operations are supported and controlled from a financial
perspective. It manages PSB Accounts Payable (AP) function and the
Internal Financial Control systems of PSB. It manages PSB Financial
Reporting (Internal & External) and facilitates PSB Financial
Planning so it is effective and fit for purposes by ensuring funding
systems and recharge mechanisms are in place for core cost control. It
is responsible coordination of PSB annual accounts closure activities
and deadlines and liaising with auditors on finance related queries.
Job Purpose
Under
the overall supervision of the Finance Specialist, this post is
responsible for all the day to day financial aspects of Third Party
Procurement (TPP). The post also provides backstop support for the AP
function. Additionally, the post also provides input to other financial
management tasks including financial analysis, reconciliations, systems
development, bookkeeping & accounting, business process management
and key accounts closure activities.
Main Tasks and Responsibilities
1. TPP – Transaction Monitoring and Processing
Administering
and monitoring of the Accounts Receivable (AR) function of UNFPA’s
Third Party Procurement function, including monitoring of Proforma
Invoices, cash receipts, preparation and issuing budgetary allotments in
the ERP system, ensuring compliance with Financial Regulations and
Rules and established procedures for the financial management of TPP
revenue.
· Create Customer IDs/Donor IDs in Atlas.
· Track unapplied deposits and Issue update to Buyers on Status of PIs (Sales).
· Process and monitor Proforma invoices, create Billing Items in Atlas.
· Budget set up in ERP (creation of AX1 ledger and association with Rev ledger).
· Troubleshoot technical problems with AR/Billing/KK function in Atlas together with MIS.
· Follow up/Resolution on Exceptions handling of Proforma Invoices.
· Maintain OMS (Order Management System) for all things finance related.
2. TPP –Financial Reconciliations & Reporting
Monitoring
all TPP client accounts ensuring they are reconciled and accurate. This
includes reporting and analysis of receivables and payables and
processing all accounting entries required to control TPP.
· Draft TPP Management Monthly Control Reports on Revenue, Receivables, Pipeline and Exceptions.
· Review and Reconcile AR report in ERP.
· Monitor and analyse and correct financial exceptions reports for TPP.
· Follow up with Buyers, clients and donors for the settlement of accounts (recoveries, refunds).
· Prepare and issue balance reports and financial statements to clients/donors,
· Review and Approve Final invoices to be issued to TPP clients.
· Residual Gains/losses calculation and processing in ERP.
· TPP Handling Fee calculation and processing in ERP.
3. TPP –System Development and Business Processes
Ensuring
the Financial Systems and Business Processes associated with TPP are
accurate, up to date and clear. Participate in cross-functional working
groups to optimize TPP operations.
· Maintain, support and Implement financial aspects of Order Management Module (in ERP).
· Recommend and maintain Improvements to Finance TPP SOPs/Manual.
· Review and support Procurement ISO Business Processes updates pertaining to finance aspects of TPP.
·
Support PSB Management Team in developing systems and processes that
support more efficient TPP processes while maintaining compliance with
procedures and adequate financial controllership.
4. Support Other Finance Team tasks
Perform other key tasks as needed to support the AP function, Inventory Management, Year End and Budgetary/recharge processes.
·
Provide backstop role for Finance Team Lead and other team members in
their absence from office. – Including AP function and Bookkeeping.
· Recommend and maintain Improvements to Other Finance SOP/ Manuals
· Support PSB annual Accounts Closure Instructions
· Support PSB Audit queries and any audit requirements upon request.
· Support Reconciliations of Inventory Revolving Fund Financial Data.
· Support Recharging of PSB incurred costs to other Business Units.
· Perform any other related duties as assigned by the Finance Specialist.
Qualifications and Experience
Education
- Completion of a secondary education.
- Completion of a first level degree in Finance/Business or a related field will be a strong advantage.
- Completion of an advanced relevant university degree or professional accounting designation (e.g. CPA, CA) will be an advantage.
Knowledge and Experience
- 6 years of prior experience in accounting / finance or related role
- Understanding of international and public sector finance and procurement including IPSAS.
- Previous experience with major ERP system, (preferably Peoplesoft / Oracle)
- Working knowledge of SuperOffice and Cognos report writer software an asset.
- Demonstrated prior experience in accounting reconciliations and variance analysis.
- Previous finance related experience with the UN system organizations (particularly UNFPA) is an advantage;
- Excellent writing and communication skills;
- Very Strong Proficiency in the use of spreadsheets, word processing and computerized accounting systems.
Languages
- Fluency in Oral and Written English.
Required Competencies
i) Values: Exemplifying integrity, Demonstrating commitment to UNFPA and the UN system, Embracing cultural diversity, Embracing change
ii) Core Competencies:
Achieving results, Being accountable, Developing and applying
professional expertise/business acumen, Thinking analytically and
strategically, Working in teams/managing ourselves and our
relationships, Communicating for impact
iii) Required Skillset: Ensuring
operational effectiveness and accountability for results, Managing the
organizations financial resources, Providing a technical /functional
support system.
HOW TO APPLY:
UNFPA
offers a work environment that reflects the values of gender equality,
teamwork, respect for diversity, integrity, and a healthy work/life
balance. We are committed to maintaining our balanced gender
distribution and therefore encourage women to apply.
We offer an attractive salary, subsidized medical/dental insurance and pension benefits.
Applications in English (letter of interest, quoting Finance Associate) and completed
Personal History Form (P11), should be sent by email to: psb.vacancies@unfpa.org.
The P11 form can be downloaded from UNFPA’s website:
Your application should be sent by email not later than 27 June 2016 (at 17.00 – Copenhagen local time).
UNFPA will only be able to respond to those applicants in whom UNFPA has a further interest.
Notice: There is no application, processing or other fee at any stage of the application process.
UNFPA
does not solicit or screen for information in respect of HIV or AIDS
and does not discriminate on the basis of HIV/AIDS status. “
PLEASE NOTE THAT APPLICANTS MUST HAVE VALID WORKING PERMIT AND RESIDENCY IN DENMARK
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