Administrative Finance Assistant
| Organization: | UNDP |
|---|---|
| Duty Station: | Astana - Kazakhstan |
| Deadline: | 19 Aug 2011 (20 days left) |
| Level: | SB-2 |
| Duration: | 12 months |
* Bears responsibility for general administration services such as international and local travels, transportation, equipment, communication systems, all logistical arrangements, payments, procurement in compliance with the established rules and procedures;
* Prepares general correspondences, memorandums, reports, schedules and other materials from rough draft, copy or verbal instruction;
* Maintains close contact with the Foreign Ministry State Protocol Office to ensure that privileges and immunities and being applied to all national and international staff;
* Arranges periodic maintenance of office equipment/vehicle, utilities services and ensures their normal operations;
* Performs the duties of updating and maintaining the inventory records, of receiving goods and monitors the inventory records;
* Processes and monitors all issues related to office driver (Daily Logs, CTOs, overtime, travel, fuel provision/consumption, etc.) Financial functions:
* Bears responsibility of all financial matters of the programmes, including proper utilization of funds against approved budgetary categories, integrity of financial transactions, budget revisions, availability of funds, reconciliation of accounts, maintaining accounting ledgers and records, preparing periodic budget revisions and monitoring programmes expenses in Euro as well as in USD;
* Prepares financial progress and final reports of the programmes implementation to the EC and UNDP; Provides dual financial updates in the monthly and final reports through the Country Manager to the Regional Programme Management Support Unit;
* Provides support to Country Management Office to comply project activities with EC-UNDP rules and regulations (acceptance of requests for and organization of financial management support, preparation of direct payment requests with appropriate supporting documents and Atlas requisitions, provide timely feedback on the status of requests);
* Verifies data and check appropriateness of supporting documents to requests/ invoices submitted for payment; Submits vouchers/purchase orders together with all supporting documents for certification;
* Follows up on the status of payments; Files originals and copies accordingly;
* Assists Country and Deputy Country Manager in preparing and compiling the Programme Quarterly Financial Forecast, Procurement Plan, and Financial Reports;
* Keeps budget control and provides timely advice to Country and Deputy Country Manager on fund limitations and obtains approval of budget revision(s) from UNDP;
* Ensures timely report for advances submission and follow-up on recovery of advances;
* Maintains Petty Cash;
* Assists the Audit and prepare necessary documents;
* Initiates, undertakes and monitors the procurement of office equipment/services in line with EC and UNDP rules. Verifies receipt of goods and services and passes invoices to Finance Unit. Prepares supporting documents for purchase orders, contractual arrangements for works and services for certification and approval;
* Assists in filling F10s in and verifies data on pre-filled F10s (Travel Claims);
* Handles correspondence related to financial matters;
* Keeps a filing system on financial documents and reports;
* Performs any other functions as assigned by supervisor;
Competencies
Corporate Competencies: Demonstrates integrity by modeling the UN’s values and ethical standards Promotes the vision, mission, and strategic goals of UNDP Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability Treats all people fairly without favoritism Functional Competencies: Knowledge Management and Learning Knowledge and experience of payment processing in UN/UNDP system Be attentive to details and accurately make mathematical calculation Development and Operational Effectiveness Report writing skills/experience; Computer operation skills; Proficiency in relevant software applications Management and Leadership Personal motivation in work, being a good team member, having commitment, sense of responsibility, being pro-active, accuracy with figures and documents, friendly personality and positive attitude.
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