Finance Assistant

In this role, it is essential to project the image of a reliable and efficient financial assistant. We are looking for a profile that not only maintains high standards in the quality of financial process delivery but also brings innovation to process simplification. The work performed has a direct impact on the reputation of both the office and the team, particularly in terms of responsiveness to stakeholder needs and the accuracy and efficiency of administrative and financial process execution.

This position focuses on two main functions: cash disbursement and travel management. It involves coordinating payments across all areas, ensuring that the data entered in VISION (SAP) is accurate and validated by the Budget Owner. Additionally, bank liquidity is monitored to guarantee sufficient cash flow in the paying accounts, in line with the Headquarters’ guidelines.

Summary of key functions/accountabilities:

• Travel
• Cash Management: Bank, Petty Cash Account, Prepaid Cards
• Invoice Processing
• HACT: FACE Request & DCT Liquidation refund
• General Finance Duties

Travel

• Provides travel assistance to all staff for travel arrangements and entitlements based on the organization’s rules and policies. Liaises with relevant travel focal points to ensure that the organization obtains the best service and price for all travel.
• Briefs/de-briefs staff members on issues relating to related administrative matters such as visas, security clearance, documentation procedures.
• Extracts, inputs, maintains, and verifies correctness of travel records in the organization’s travel system to ensure accurate transactions related to travel costs and staff travel.
• Assists in the preparation of budgets on travel costs and maintain travel budgetary control records.
• Provides support to their supervisor in developing and maintaining monitoring dashboards for travel-related information to identify bottlenecks and key issues.
• Ensures timely payment of all travel costs and maintenance of the account with the travel agency.
• Monitors travel certification and report back to the team.
• Maintains the database of travel reports.
• Reviews, streamlines and updates travel SOP.

Cash Management

Bank

• Maintains financial records and monitoring systems to record and reconcile expenditures, balances, payments, statements and other data for day-to-day transactions and reports.
• Code and record receipts and payments, assures accuracy of computation and completeness of documents, and maintains continuing status of allotments against obligations.
• Updates data base system on files management.
• Retains and disposes financial records in accordance with UNICEF’s retention policy on financial documents.
• Liaises with officials of local banks to obtain day-to-day information on exchange and interest rates, changes in procedures and regulations, and matters pertaining to maintenance of office house bank accounts.

Petty Cash Custodian

• Acts as Petty Cash Custodian.
• Ensures the proper custody and administration of the Petty Cash account, complies with policy and established procedures, using funds only for authorized purposes.

Prepaid Card Alternate Cardholder

• Acts as alternate prepaid cardholder.
• Supports the proper custody and administration of the prepaid cards, complies with policy and established procedures, using funds only for authorized purposes.

Invoice Processing

• Receives the requests of payments and their support documentation according to local SOP.
• Reviews all the documentation received and ensures compliance, requests changes/corrections if needed.
• Submits payment cases to the GSSC through Service Gateway, according to policy and procedures.
• Daily monitoring of house bank GL for manual payments (Manager Checks & Others).
• Works closely with HR/People & Culture regarding the onboarding of new staff to assign the appropriate percentage contribution to LSA and manages additional payments or deduction requests through the Payroll module/VISION in accordance with financial procedures.
• Responsible for managing invoice requests for Operations, in close coordination with relevant areas to ensure the availability of supporting information/documents.
• Validates payment transactions in VISION against supporting documents and follows up on any inconsistencies or discrepancies.
• Acts as the Local Focal Point for payments request by Individual Contractors, sent directly to the GSSC.
• Responds to GSSC queries on payment transactions that have been returned or rejected as Finance Local Focal Point.
• Responds to client and vendors inquiries regarding the status of payment transactions.

HACT: FACE Request & DCT Liquidation refund

• Ensures that payments to Implementing Partners have been processed by the bank without any issues.
• Monitors all HACT transactions related to Refund Requests, ensuring that the amount to be refunded aligns with the FACE, and validates the receipt of funds from the IP into UNICEF’s bank account.
• Records the Refund Receipt in zHACT 2.0, matching it with the appropriate unapplied receipt, by attaching the supporting documents and submitting it for approval.
• Ensures that all Refund Receipt transactions are verified in zHACT 2.0.

General Finance Duties

• Maintains hard and electronic files and updates database systems ensuring timely and appropriate recording, safekeeping, and disposal of confidential information.
• Provides support in the monthly and year-end account closure and assists in the preparation of year-end reports related to accounts receivable, accounts payable, prepayment, advances, and deposits.
• Supports the preparation of all documentation required for VAT claims, acting also as alternate to the other Finance Assistant in the section.
• Supports improvement of financial processes, develops Standard Operating Procedures (SOP), and provides training to all involved parties.
• The efficiency and effectiveness of the support provided by the Finance Assistant have a direct impact on the optimal, appropriate, and effective use of resources. This includes efficient financial recording, accounting, and reporting, which in turn enhances management oversight, decision- making and quality control.

To qualify as an advocate for every child you will have…

The following requirements:

• Education: Completion of secondary education is required*, preferably supplemented by technical or university courses related to finance, accounting, business administration or other relevant academic discipline.
• A bachelor’s degree from a recognized academic institution in a field relevant to the position may replace three years of related work experience. A master’s degree may replace an additional two years.
• Work Experience: A minimum of five years of progressively responsible administrative, finance, accounting or clerical work experience is required.
• The following skills: Analyzing, learning and researching, planning and organization, and ability to follow instructions and procedures.
• Language Requirements: Fluency in Spanish is required. Knowledge of English at a proficient level is required. Knowledge of local language of the duty station (such as Quechua, Aimara, Ashaninka or Shipibo-Konibo) is highly desirable. Knowledge of another official UN language is considered an asset.

Source: https://jobs.unicef.org/cw/en-us/job/576502