UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

• Assistance in proper control of the supporting documents for payments and financial reports for NEX projects; payment execution.
• Follow up with banks to ensure all deposit made to the UNDP bank accounts are timely identified and check payments withdrawal from banks.
• Process and follow up VAT claim made to Tax authorities; communicate the concerned program and agencies for those rejected VAT claim on time basis.
• Support in the timely preparation of cost-recovery bills for the services provided by UNDP, implementation of the income tracking system and follow up on cost recovery.
• Proper receipting of goods and services and establishment of accruals if delegated to the S/M.
• Provision of information for reports on financial status, procedures, exchange rates, costs and expenditures (incl. MIP) and potential funding problems.
• Follow-up with other United Nations agencies for information relating to payments.
• Preparation of routine correspondence, faxes, memoranda and reports in accordance with the Country Office (CO) SOP.
• Ensure proper adherence to Service Level Agreement (SLAs) and contribute to the establishment of a continuous improvement environment.
• Extracting, inputting, copying and filing data from various sources.
• Maintenance of the proper filing system for financial records and documents.

3.) Ensures maintenance of Filing System focusing on achievement of the following results:

• Maintenance   of the office filing and backup system in accordance with the UNDP Global Document Management and Filing System.
• Opening of new subject files as required and disposal of old files in accordance with the established retention schedule.
• Maintenance of archives, making sure files are properly stored and accessible, safe keeping of documents.
• Provision of photocopies of material from filed files, as requested by staff.
• Assistance   in the collection of reference and background material from filed files
• Establishment and maintenance of records system of file movements within the office.
• Cost recovery for the services rendered to agencies for the provision of digital finance documents on demand
• Preparation of correspondence and reports related to filing activities.
• disposing off of old documents in line with the pertinent guidelines.
• regular maintenance of the various shared folders of the Finance Unit.
• Assist in managing document filling structure to ensure easy finding and retrieval when required.
• Support digitizing all necessary documentation and store in electronic systems.
• Retrieve files as necessary and provide the required data to the authorized personnel on time and with high level of accuracy.
• Keep the confidentiality of Finance records and design a system to keep its confidentiality i.e.  not to be accessed by unauthorized personnel.
• Design a mechanism to keep back up for the Finance records of the CO in electronic copy/ soft copy to avoid complete loss of files in case of any unexpected problems.
• Work on the continuous improvement of the management of document systems of the CO.

4.) Ensures all checks and BTRs for signature and Voucher approval are done on timely manner by focusing on achievement of the following results:

• All checks and BTRs sent for signature and vouchers for approval should be attended at all times and collected on daily basis from signatories.
• sending daily notification of payments that have passed the Country office pay cycle to all concerned
• Ensures Bank Advice and Bank Statements   are collected timely from bank and filed on a daily basis.

5.) VAT Claim

• Compile VAT supporting documents on monthly basis and forward to Finance Assistant   for further processing   (Refunding   VAT) on time.
• File VAT claim with the Inland Revenue Authority of the country, document the claim and collection of VAT refund checks from the authority.
• Ensure that the pending vouchers (not collected payments) are claimed at the time of collection.
• Making sure that reclaims are made from the rejected list in close collaboration with the Finance Assistant(G5)
• Assist in identifying claims of other UN Agencies from the rejected list.
• Report on follow up actions to the Finance assistant and the Finance Analyst.
• Make sure claims are filed in two months interval.
• Considering the dynamics in the practice at the Inland Revenue Authority, propose discussion points to the Finance Analyst that may require arranging meetings with the concerned officials for resolution.

6.) To support knowledge building and knowledge sharing in the CO and the RSC focusing on achievement of the following results:

• Participation in the training for the operations/projects staff on Finance.
• Contributions to knowledge networks and communities of practice.

Core Competencies.

• Ability to make new and useful ideas work: Level 1: Assesses work with critical eye.
• Ability to make new and useful ideas work: Level 1: Assesses work with critical eye.
• Ability to persuade others to follow: Level 1: Takes responsibility for and ensures high quality of own work.
• Ability to improve performance and satisfaction: Level 1: Understands personal and team roles, responsibilities and objectives.
• Ability to listen, adapt, persuade and transform: Level 1: Reliably and consistently listens and interprets information and instruction correctly.
• Ability to get things done while exercising good judgement: Level 1: Meets goals and timelines for team deliverables.

Cross-Functional & Technical competencies.

• Business Direction & Strategy: Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience, Ability to manage communications internally and externally, through media, social media and other appropriate channels.
• Business Direction & Strategy: Ability and inclination to rapidly adopt net technologies, either through skillfully grasping their usage or through understanding their impact and empowering others to use them as needed.
• Business Direction & Strategy: Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers’ needs, provide inputs to the development of customer service strategy, look for ways to add value beyond clients’ immediate requests, and Ability to anticipate client’s upcoming needs and concerns.
• Business Direction & Strategy, Ability to effectively plan, organized, and oversee the organization business processes in order to convert its assets into the best results in the most efficient manner, Knowledge of relevant concepts and mechanisms
• Finance: Knowledge of accounting concepts, principles, frameworks, standards, regulations, policies and trends, and ability to apply this to strategic and/or practical situations.
• Administration & Operations: Overall document (hard or electronic) management; registry and retention policy including storing and archiving.

• 3 years of relevant administrative experience. Experience in the usage of computers and office software packages (MS Word, Excel, etc.).
• Experience in handling of web-based management systems.
• Experience in document Management system, digitizing records, administrations of organization records, etc.
• Demonstrated a practical experience in the area of record filling and data management, electronic management of organization documents/records;
• Knowledge in navigating and retrieving information from internal records of the organizations and uses the information for preparations of various reports.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and knowledge of spreadsheet and database packages.
• Experiences in Designing a mechanism to keep back up for the procurement records of the CO in electronic copy/ soft copy to avoid complete loss of files in case of any unexpected problems
• Fluency in the UN and national language of the duty station.

Language requirements (Required / Desired)

• Fluency in the UN and national language of the duty station.