National post

NATIONAL POST: Finance/Administrative Associate, Ha Noi, Viet Nam Country Office, G6

6 June 2018

Ha Noi, Viet Nam

Level: G6

Contract Type: Fixed Term Appointment
Closing date: 6 June 2018 (5:00 PM Ha Noi time, GMT+7)
Duty station: Ha Noi, Viet Nam
Job ID: 16412


Positions summary:

The Finance/Administrative Associate will be located in the UNFPA Country Office in Ha Noi, Viet Nam. He/She will be under the overall supervision of and reports directly to the Operations Manager.

Job Purpose

  • Deliver quality financial services to internal and external clients mastering all relevant rules, guidelines, processes and procedures. S/he takes a client-oriented results-focused approach to interpreting the rules, procedures and guidelines, providing support and guidance to the CO and UNFPA-supported projects.
  • Contribute to ensuring a smooth functioning, well-run and results oriented office and facilitate efficient programme delivery by managing the operational needs of the UNFPA Country Programme and country office.

Main Tasks & Responsibilities

Financial Management of assigned Projects including financial monitoring and coordination with respective Implementing Partners (IPs) and  liaison with relevant Programme Officers

  1. Process all payments related to the programme funds and ensures that funds are disbursed in compliance with UNFPA's rules and procedures
  2. Complete financial procedures related to travels for project-funded participants/fellows who attended overseas conferences/training courses supported from UNFPA funds.
  3. Maintain and keep Operating Fund Accounts and provides inputs to the Head of the Finance Team for reconciliation with HQ's records. Enter necessary data for preparing comprehensive and consolidated financial reports for UNFPA core resources and external source of funds, when required.
  4. Assist Programme Officers (POs) in screening and checking the fund disbursements in accordance with the budget allocation and financial procedures for assigned projects. Assist POs in monitoring and controlling the expenditures and allocation of the programme funds.
  5. Review the project Annual Non-expandable Property Reports, check the Annual Disbursement Report, Annual Status of Funds Report of projects in charge to ensure that funds released to the projects are accurately reported. Monitor and follow up on VAT reimbursement by the implementing partners.
  6. Prepare necessary financial reports for submission to donors and/or managers and drafts correspondence on any financial issues.
  7. Provide regular guidance to and trains project accountants in the management of project funds, use of cost norms, HACT and HPPMG.
  8. Contribute to the implementation of the HACT Assurance Plan. Conduct financial spot checks; support project staff during the audit exercise; review audit reports and make recommendations, if any. Follow up on mission findings and audit recommendations. Follow up audit findings of the previous years.
  9. Brief/assist international experts and consultants on procedures and requirements regarding payments and entitlements. Guide programme officers in other aspect of accounts.
  10. Keep in close touch with the UNDP office to reconcile the financial transactions made, time of payment, exchange rates, DSA rates and other procedures.
  11. Liaise with banks in terms of bank-related issues.
  12. To the extent possible, bring to the attention of the Supervisor/Unit Head potential funding problems. Identify errors/discrepancies and take measures to rectify them.

Provision of administrative support to programme and office operations (30%)

  1. Receive, register and dispatch incoming and outgoing correspondence including pouch; maintain the office filing system.
  2. Provide logistic and administrative support for the organsiation of workshops, celebrations and other events organised by the office and the programme.
  3. Liaise and follow up on visa requests and other protocol matters as required.
  4. Assist in preparation and submission of quarterly VAT claims.
  5. Assist the Admin/Finance Associate in procurement, in matters related to transportation and drivers supervision, and when needed in recruitment process.

In addition to the above core duties the incumbent will:

  • Demonstrate and promote gender sensitive behavior and gender equality within UNFPA and with partners. Actively contribute to the One UN Initiative, as appropriate.
  • Back up Finance Associate and the Admin/Finance Associate when required and as relevant.
  • Undertake other assignments as required.

Qualifications and Experience
Education:  Bachelor’s degree in business administration and/or finance.

Knowledge and Experience:

  • Six years of relevant experience in administration, finance or office management.
  • Proficiency in current office software applications and corporate IT financial systems.

Languages: Fluency in oral and written English.

Required Competencies

  • Exemplifying integrity
  • Demonstrating commitment to UNFPA and the UN system
  • Embracing cultural diversity
  • Embracing change

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

Functional Skill Set:

  • Providing logistical support
  • Managing data
  • Managing documents, correspondence and reports
  • Managing information and work flow
  • Planning, organizing and multitasking
  • Supporting financial data analysis

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