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****The Islamabad-based position is for an upcoming project and the joining of the candidate will be based on the signing of the project and funds availability. The duration of the contract may be from 6 to 9 months***
Functional Responsibilities
Under the direct supervision of the Finance Officer, who reports to the Head of Support Services, the Finance Senior Assistant will provide financial and administrative support to the timely processing, recording, monitoring, and maintaining of financial transactions and accounts relating to payments and receipts in accordance with UNOPS’ financial rules, regulations, policies, and processes.
Accounting support
- Provides accounting, payments, and support, focusing on the achievement of the following results:
- Proper control of the supporting documents for payments and financial reports for projects; preparation of vouchers for projects; PO vouchers; Pay Cycle and payment execution.
- Proper receipting of goods and services and establishment of accruals.
- Maintenance of the internal expenditures control system which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in Enterprise system; travel claims, MPOs and other entitlements are duly processed
- Timely corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers.
- Presentation of information on the status of financial resources as required.
- Maintenance of the Accounts Receivables for projects and recording of deposits in Enterprise system.
- Preparation of accounts-payable and PO vouchers for management projects.
- Review of payment requests including supporting documents against the annual work plan and UNOPS FRRs.
- Ensuring that vouchers processed are matched and completed, and transactions are correctly recorded and posted in ERP/electronic or paper-based systems.
- Running of remittance cycle and Creation of Remittance advice to be sent to the bank.
Office cash management
- Alternate to Finance Associate for timely review of cash position for local accounts to ensure sufficient funds on hand for disbursements. Timely identification and recording of receipts for income application.
- Alternate to Finance Associate for daily review of zero-balance account bank statements in Enterprise system to monitor imprest level; identification and recording of contributions.
- Management of cash receipts and petty cash.
- Timely and accurate preparation of bank reconciliations.
- Initiation of bank transfers and deals in Enterprise system.
Administration
- Support in compliance of the project team to all UNOPS administrative and financial policies, procedures and guidelines (in particular the Financial Regulations and Rules);
- Assist to Document any exception to the provisions of the administrative or financial policies, procedures and guidelines, record it in a Note to File (NTF) and submit it for approval to the relevant Manager;
- Assist in managing fleet and supervise rental car Drivers and Office Clerk (assign yearly objectives, assign weekly tasks, coach and mentor, manage leaves, manage issues, review performance, etc.);
- Organize meetings and follow up on guests attendance, access to the premises, etc. and support in drafting highly accurate minutes of meetings, synthesize discussions and decisions taken and submit drafts to supervisors within 48 hours of the meeting; ,
- Draft correspondence, short reports, plans, schedules, executive summaries, talking points, etc. as required (including on matters of confidential nature);
- Assist to manage premises (manage buildings’ lease contracts, manage utilities contracts, organize cleaning and maintenance, ensure supply of stationery items and cleaning products, plan and supervise minor works, coordinate resolution of IT and other issues with the Support Services Department and external services providers, etc.);
- Manage project’s assets (purchase, recording, tagging, repairs, depreciation calculation, recovery, disposal, etc.) and ensure the safety of equipment and property;
Knowledge building and Knowledge sharing
- Support the organization and delivery of training and learning initiatives for personnel on finance-related topics.
- Provide sound contributions to knowledge networks and communities of practice by synthesizing lessons learned and dissemination of best practices in finance management support services
- Contribute feedback, ideas, and internal knowledge about processes and best practices and utilize them productively.
Minimum Education:
Matriculation/O-Level
Minimum Experience:
5 Years(Minimum of 5 years of relevant working experience within the areas of finance, accounting, business administration or related field is required. Financial management, using electronic systems, environment and are desired Good experience in working wi)
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