Finance Assistant

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Job Description

Mission and objectives

The UNFPA, United Nations Population Fund, promotes gender equality, reproductive health, youth empowerment. The organization was created in 1969, the same year the UN General Assembly declared “parents have the exclusive right to determine freely and responsibly the number and spacing of their children”. Together with partners, UNFPA works in 150 countries, and in Ukraine since 1997. Our mission is to deliver a world where every pregnancy is wanted, every childbirth is safe and every young person’s potential is fulfilled.

UNFPA in Ukraine works for:

creating conditions in which every young person can fulfil the potential, lead a healthy lifestyle, know their reproductive rights and take an active social life;
conducting sexual and reproductive health campaigns to improve access to health and care services and improve its quality, especially for young people;
combating gender stereotypes in society (through the media, compulsory education for civil servants on gender mainstreaming, the improvement of national gender policy and anti-discrimination expertise of school textbooks);
providing information and services to gender-based violence survivors through the creation of crisis centres, supporting the work of mobile teams of psycho-social and support, providing expert support and raising general awareness in society.

Context

UNFPA is the lead UN agency for delivering a world where every pregnancy is wanted, every childbirthis safe and every young person’s potential is fulfilled. UNFPA expands choices and possibilities forwomen and young people to lead healthy and productive lives. Our work is derived from the ICPD Programme of Action; that all human beings are entitled to equal rights and protections and no one should be left behind in the fulfilment of their fundamental human rights. In a world where fundamental human rights are at risk, we need principled and ethical leaders, who embody these international norms and standards, and who will defend them courageously and with full conviction.

UNFPA’s new strategic plan (2022-2025), focuses on three transformative results: to end preventable maternal deaths; end unmet need for family planning; and end gender-based violence and harmful practices.
UNFPA is seeking candidates that transform, inspire and deliver high impact and sustained results.
We need UNV who are exceptional in how they manage the resources entrusted to them and who commit to deliver excellence in programme results.
The war in Ukraine which started on 24 February 2022 has caused civilian casualties and the destruction of vital infrastructure, forcing millions of people to flee their homes seeking safety, protection, and assistance.
They are in urgent need of protection and support. A considerable number of people – mostly elderly, women and children, and people with mobility problems – have remained in villages located very close to the frontline. Most of these people are stranded in areas where there is active fighting or which are subject to heavy daily shelling, and often have limited access to services and basic needs, relying mostly on what is being provided by the local authorities, humanitarian partners, and volunteer groups.

Task description

Under the direct supervision of the Finance Analyst, and under the overall guidance of the International Operations Manager, the Finance Assistant will deliver quality financial services in adherence to relevant policies and standards established by UNFPA and applies finance-related guidelines, processes and procedures to UNFPA CO activities. The assistant will maintain full confidentiality in all aspects of the assignment, adhere to protocol procedures, manage information flow, and follow up on deadlines and commitments made.

Assisting the Finance Team in performing financial services:

Contribute to preparation of programme and operating budgets;
Ensure swift processing of financial transactions, including payments to vendors, claims, cost recovery, etc.
Share payment advices with all vendors and conduct regular invoice reconciliation with vendors and account balances with UNDP, Bring any differences to the attention of the Finance Analyst for timely follow up actions

Liaise with UNDP to verify that financial transactions are made on time, including the refund of money deposited in UNDP account; and ensure accuracy of computation, chart of accounts and attachment of required documents.
Provide support to the FA in executing audit recommendations and enhancing office accountability and compliance. This includes evaluating and implementing measures to prevent fraud and operational risks in accordance with the enterprise risk management framework.
Act as ERP focal person, perform finance user functions, carry out capacity building activities for CO staff and work on projects. Handle finance and banking related matters for office operations, and answer related queries.
Prepare and submit monthly requests for VAT claims.
Act as custodian of petty cash with the responsibility of ensuring full compliance with UNFPA’s Petty Cash Policy.

Assisting Finance Team in providing financial support for programme implementation:

Assist in review and assessment of verifying reported amounts on FACE forms (Funding authorization and certificate of expenditures), cash advances, and follow up on aged OFA (Operating Fund Accounts), conduct necessary reconciliations.
Assist in reviewing the Implementing Partners internal controls with respect to financial management, procurement, and/or other controls required to implement the activities defined in the work plan.
Assist in strengthening the performance of administrative and financial staff of implementing partners through periodic on-site one-on-one training as well as group training.

Assisting Finance Team in efficient travel processing:

Effectively process payments to travel agency, advances and reimbursements to travelers.
Conduct monthly reconciliation of balances with the Travel agent.
Conduct travel advance and travel claim reconciliation on regular basis and ensure effective follow up with relevant parties.
Maintain accurate office travel records, compile reports and conduct trend analysis

Results/Expected Outputs:

High quality financial services in adherence to relevant policies and standards established by UNFPA and applies finance-related guidelines, processes and procedures to UNFPA CO activities are delivered
All financial transactions are managed in efficient and effective manner, properly check and archived
UNFPA premises demonstrate well-maintained conditions with timely resolution of deficiencies.
Age, Gender and Diversity (AGD) perspective is systematically applied, integrated and documented in all activities throughout the assignment

Requirements

Required experience

3 years of experience in finance
Ability to work with computer and office software packages (MS Word, Excel, etc.).
Ability to perform in a physically challenging working environment.
Familiarity with UN administrative regulations, rules and procedures would be an asset.

Languages