Finance Assistant

New Delhi

Organization: UNDP - United Nations Development Programme
Location: New Delhi
Grade: Administrative support - Administrative Services and Support - Generally no need for Higher Education
Occupational Groups:
- Operations and Administrations
- Administrative support
- Banking and Finance
- Capacity Development
- RESOURCE & PLANNING UNIT
Closing Date: Closed

Background

Please note that the person selected for this position will be offered a contract with UNDP under its National Personnel Services Agreement (N-PSA) modality. More information about the N-PSA is available here [link to the N-PSA POPP https://bit.ly/3gaGFud).

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

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 Resource & Planning Unit is a part of UNDP India CO Operations. The unit is responsible for effective delivery of financial services, transparent utilization of financial resources and facilitate effective management of the Country Office (CO) programme and project budgets. The unit in close collaboration with the operations, programme and project teams in the CO and with UNDP HQs staff and Government officials ensures highest level delivery of functions while adherence to UNDP financial rules and regulations. It provides solutions to a wide spectrum of complex financial issues following a client-oriented approach consistent with UNDP rules and regulations.

The Finance Assistant will support the Head of RPU and the team in ensuring timely and efficient financial management and administrative processes.

S/he will be based at UNDP, New Delhi and shall work under the guidance and supervision of the Head of Resource & Planning Unit. As this is a full-time position, s/he cannot hold any other job/assignments during this assignment.

Duties and Responsibilities

Summary of Key Functions:

Under the overall guidance and supervision of the Head of Resource & Planning Unit, provide support to office operations performing a variety of standard financial and administrative processes ensuring high quality and accuracy of work. She/he will be expected to promote a client-oriented approach consistent with UNDP rules and regulations. The incumbent will work in close collaboration with the UNDP Operations, Programme, UN agencies and UNRCO for resolving administration and finance related issues and

information exchange, statutory compliances, filing of documents.

Duties and Responsibilities:

The candidate will be responsible for executing work related to financial management and providing administrative support for RPU:

•Facilitate submission of GST and VAT claims of all CO projects and operating expenditure and respond after collating data from relevant teams.

•Preparation of taxation reconciliations and collate documents for submission of response to deficiency memos issued by the Govt. tax department.

•Support the unit in documentation management and uploading information in the data base/ CO repository.

•Ensure prompt use of CO tools and upload certified delivery reports of all projects.

•Facilitate prompt follow up with Programme and Operations teams to maintain CO dashboard on various financial management indicators.

•Coordinate with vendors for receipt of proper invoices as per the statutory requirements.

•Prepare salary certificates to be issued to all UNDP staff and staff of UN agencies administered by UNDP.

•Process timely payments of vendors, review and certify travel and other claims of CO, UN agencies and UNRCO.

•Support the unit head and CO Operations Manager in management of IRIS tool for provision of support to UNRCO as per the SLA. Follow up with each Operations team to resolve pending items.

•Prepare expenditure reports, budgets, e-reqs, revisions and keep track of overall fund status of UNRCO projects handled by CO.

•Facilitate assurance mechanism by keeping database of reports and liaison with external clients.

•Responsible for unit support work/ administrative and operations support by preparing reports, MIS sheets for regular use.

•Organization of relevant meetings and support the unit in client service delivery and responding to routine queries. Arrange logistics for meetings/workshops/ training sessions held by the unit.

•Review accounts payable and receivable reports and prepare summary sheets.

•Support the unit in cost recovery reconciliations and adjustments.

Competencies

Functional Competencies:

Communication Skills

•Good facilitation and communication skills

•Excellent writing skills (should be able to independently draft official communications)

Fundamental knowledge of processes, methods and procedures

•Understands the main processes and methods of work regarding to the position

•Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks

•Strives to keep job knowledge up to date through self-directed study and other means of learning

•Demonstrates good knowledge of information technology and applies it in work assignments

Promoting Organizational Learning and Knowledge Sharing

•Researches best practices and poses new, more effective ways of doing things

•Documents innovative strategies and new approaches

•Develops awareness of the various internal/external learning and knowledge-sharing resources

Promoting Accountability and Results-Based Management

•Gathers and disseminates information on best practice in accountability and results-based management systems

•Prepares timely inputs to reports and certifications

•Demonstrating/safeguarding ethics and integrity

Data gathering and implementation of management systems

•Uses information/databases/other management systems

•Provides inputs to the development of simple system components

•Excellent working knowledge of MS Office-Word, Excel, Access, Power Point, Intra-Internet, e-mail applications etc. Knowledge of other applications such as Front Page, Publisher and some multimedia tools would be useful.

Maintains effective client relationships

•Reports to internal and external clients in a timely and appropriate fashion

•Organizes and prioritizes work schedule to meet client needs and deadlines

•Responds to client needs promptly

•Ability to liaise and work with people of different backgrounds

•Acting as a team player and facilitating teamwork

•Ability to work well under pressure.

Required Skills and Experience

Education:

A minimum of bachelor’s degree in Accounting, Finance, Business Administration or related field.

Experience:

Essential: Minimum 3-5 years of relevant experience in financial management and general administration.

Desirable:

Experience of working with international organizations, financial institutions, NGOs/ INGOs including the UN.

Language Competencies: Excellent oral and writing skills in English and Hindi.

Disclaimer

Important applicant information

All posts in the SC categories are subject to local recruitment.

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.

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