Finance Assistant Vacancy-Job Ref: JKZAUNODC/0810/202633

Finance Assistant Vacancy-Job Ref: JKZAUNODC/0810/202633

Pretoria (South Africa)

Job Description

This position is located in the Regional Office for Southern Africa (ROSAF), Division for Operations (DO), United Nations Office on Drugs and Crime (UNODC), with duty station in Pretoria, South Africa. The incumbent will work under the overall supervision of the Regional Representative and the direct supervision of the Head of UNODC Office in Mozambique and the Crime Prevention Officer (GBV) and in close cooperation with ROSAF Finance Assistant.

Responsibilities
Within assigned authority, the incumbent will be responsible for providing financial and programme administration support to the implementation of the programme/s and grant implemented in Mozambique and broadly in the region in the area of GBV, as well as supporting ROSAF financial management and will be responsible for the following specific duties:
Perform duties in full compliance with UNODC rules, regulations, policies and standard operating procedures, including internal controls.

Coordinate the financial workflows in UNODC Regional Office for Southern Africa, including through UMOJA and other relevant operational systems of the UN Secretariat.
Advise senior management on all aspects of accounts maintenance, project & office budget planning and control, incomes, obligations and future office budgetary implications; recommend cost savings and redeployments as appropriate.
Act as Approving Officer for core funds, ensuring that payment is made against a recorded commitment.

Review, analyse and process payments to third-parties, commercial entities and individuals.
Monitor project budget implementation and provide financial oversight to MOZAD1 programme and GBV projects.
Initiate correspondence to verify data, answers queries and obtain additional information on accounts and financial transactions, as required.
Make forecasts on project income/expenditure status, provide analyses to senior management on strategic office and project reserves, keep abreast of staff costs and advise on implications of new recruitments on project and office financial status.
Create grants and WBSEs in Umoja, update project awards and status.
Create, revise and close projects in IPMR.

Provide inputs and take necessary actions to facilitate timely grant/project closure.
Provide support with respect to the review, analysis and preparation of the medium-term plan and its revisions.
Assist managers in the elaboration of resource requirements for budget submissions.
Monitor expenditures and compare with approved budget ensuring actual expenditure has been recorded against correct budget category and activity and prepare adjustments as necessary.

Review requisitions for goods and services to ensure (a) correct objects of expenditure have been charged, and (b) availability of funds.
Assist in preparation of budget performance submissions and finalization of budget performance reports, analyzing variances between approved budgets and actual expenditures.
Verify accuracy of input data, ensuring consistency of data in previous allotments to new allotments issued.
Coordinate project related issues during preparation of expenditure reports and controls with project staff.

Monitor and review project open commitments regularly.
Assist in preparation of annual financial statements by providing timely information and taking necessary actions as required
Develop project budgets and revisions and follow up on project finances related to the portfolio including expenses, expiry of funds and reporting and compliance with the donor requirements.
Prepare project staff accounts and ensure funds owed by staff/personnel members are recovered timely.

Reconcile monthly payment transactions from UNDP and ensure all project related pending queries are resolved timeously, including recovery of funds owed to UNODC by recipients.
Mainten internal expenditures control system which ensures that vouchers processed are matched and completed; transactions are correctly recorded and posted in Umoja, all relevant records are maintained.
Keep up to date on documents/reports/guidelines that have a bearing on matters related to the programme and ensure compliance with intergovernmental recommendations and decisions as well as with United Nations policies and procedures.
Prepare correspondence to respond to enquiries in respect to relevant financial and budget matters.

Maintain filing system for project related documents including supporting documents for payments processed on the finance share drive.
Assist with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.
Assist with visualizations and updating information material such as web pages or brochures.
Perform other work-related duties, as assigned by the Regional Representative, Head of Office in POMOZ and GBV Project Officer.

Competencies
Professionalism: Has knowledge of internal policies, processes and procedures generally and in particular those related to programme/project administration, implementation and evaluation, technical cooperation, programming and budgeting. Understands the functions and organization of the work unit and of the organizational structure and respective roles of related units. Is able to work well with figures and budgets, undertake basic research and gather information from standard sources. Demonstrates ability to apply good judgment in the context of assignments given.

Has ability to perform analysis, modeling and interpretation of data in support of decision-making. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations.

Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.

Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.

Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

Education
High school diploma or equivalent is required.

Specialized certification in Accounting/ Finance is desirable.

Work Experience
A minimum of seven years of work experience in finance, accounting or a related field is required. The minimum number of years of relevant experience is reduced to five (5) for candidates who possess a first-level university degree or higher. Work experience with advanced computer applications (MS Word, Excel, Powerpoint, Internet, Email, etc.) is required. Work experience with an Enterprise Resource Planning (ERP) system is required. Work experience with SAP/Umoja is desirable. Work experience in finance, accounting and/or budget within the United Nations system or similar international organization is desirable.

Languages
English and French are the working languages of the United Nations Secretariat. For this job opening, English is required.

Assessment
Evaluation of qualified candidates may include an assessment exercise and a competency-based interview.

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