Finance Associate at UNOPS
Background Information – Kenya Multi-Country Office (KEMCO)
Kenya Multi Country Office manages a growing portfolio of engagements, including associated strategic and operational risks. The KEMCO sub-region currently consists of an established Operation Centre in Nairobi/Kenya which manages a portfolio of engagements in multiple countries in East and South Africa. This includes primarily transactional projects in partnership with the Nairobi based UN Agencies, UN-Habitat and UNEP, and multiple ‘operational’ projects in Kenya, Uganda, Tanzania and several island states.
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Background Information – Project
The Ministry of Foreign Affairs of the Sultanate of Oman (FM) has approached UNOPS, based on its mandate and expertise, to support, among other initiatives, the design and construction of 100 water wells on the mainland and the island, a philanthropic project funded by the Sultanate of Oman.
The Ministry of Foreign Affairs of the Sultanate of Oman (FM) has approached UNOPS, based on its mandate and expertise, to support, among other initiatives, the design and construction of 100 water wells on the mainland and the island, a philanthropic project funded by the Sultanate of Oman. The intention of the Water Wells Projects is to provide access to water in the selected schools in Tanzania mainland and Zanzibar.
Reporting to the Project Manager, the Finance Associate will take responsibility for the financial controls of a couple of projects implemented by the Tanzania office. The personnel will regularly provide guidance and advice on the project’s financial status and health to the Project Manager. They will also be coordinating the KEMCO Project Management Office regularly.
Summary of Key Functions:
- Administration of budgets and cost-recovery system
- Accounting. Payments, Payroll
- Office cash management
- Knowledge building and Knowledge sharing
1. Administration of budgets and cost-recovery system
Ensures administration of budgets and functioning of the optimal cost-recovery system focusing on achievement of the following results:
- Preparation and modifications of budgets for projects;
- Presentation of researched information for planning and status of office’s financial resources;
- Provision of inputs for implementation of cost-saving and reduction strategies in consultation with the office management;
- Preparation of cost sharing and trust fund agreements, follow up on contributions within the office’s resource mobilization efforts.
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2. Accounting, Payments, Payroll
Accounting, Payments, Payroll functions focusing on achievement of the following results:
- Proper control of the supporting documents for payments and financial reports for projects; preparation of all types of vouchers; Pay Cycle and payments execution;
- Proper receipt of goods, services, and establishment of accruals;
- Approval of vendors in the Enterprise system (if a senior member of the Finance team);
- Global payrolls processing in the Enterprise system;
- Maintenance of the internal expenditures control system which ensures that vouchers processed are matched and completed, timely corrective actions on unposted voucher taken, including those with budget check errors, match exceptions and unapproved vouchers; transactions are correctly recorded and posted; payrolls are duly prepared and processed; travel claims, MPOs and other entitlements are duly processed;
- Review of payment requests including supporting documents against the annual work plan;
- Timely accounts closure;
- Timely response to HQ requests to resolve financial data issues;
- Timely corrective actions on erroneous data in the Enterprise system. Preparation of financial reports as required;
- Maintenance of the Accounts Receivables for projects and follow-up with partners on contributions, deposits creation in Enterprise systems and their application to pending items;
- Timely reimbursements, payments of costs by the Government;
- Preparation of vouchers for projects;
- Administer project advances, reconciliations, and replenishments, under authorized approvals as follows;
- Liaise with programme officers and conduct necessary project visits to obtain all certified documents evidencing the completion of an activity, incurring of expenditure and identity of the party/vendor;
- Verify and monitor the accuracy of the statements and work plan compliance to provide replenishment of seed funds;
- Collect all certified supporting documents, signatures, names and other particulars of the beneficiaries in receipt claims / reimbursements;
- Undertake required recording of transactions;
- Reconcile the available balance of funds with the balance shown in the register;
- Where authorized, replenish funds upon receipt of relevant original documents and other evidence, and performing a reconciliation of the figures, beneficiaries, work plan and budget;
- Ensure settlement of the balance of cash in hand.
3. Office cash management
- Alternate to the supervising Finance Associate/Senior 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 the supervising Finance Associate/Senior Finance Associate for daily review of zero-balance account bank statements in Enterprise system to monitor imprest level; identification and recording of contributions;
- Timely and accurate preparation of bank reconciliations;
- Alternate to the supervising Finance Associate/Senior Finance Associate for timely preparation of monthly cash flow forecast for use by Operations Manager/ Finance Analyst. Liaison with clients to obtain estimate of their cash requirement;
- Initiation of bank transfers and deals in Enterprise system;
- Creation of bank transfers (replenishment), deals and bank reconciliation processing;
- Effecting of operational Advances after submission of the reconciliation and settlement of the previous advances.
4. Knowledge building and knowledge sharing
- Organize, facilitate and/or deliver training and learning initiatives for personnel on finance-related topics;
- Provide sound contributions to knowledge networks and communities of practice by synthesizing of lessons learnt and dissemination of best practices in human resources;
- Contribute feedback, ideas, and internal knowledge about processes and best practices and utilize productively;
- As Key Business User provide financial management support in the financial management module of Enterprise system to internal clients.
Impact of Results
The effective and successful achievement of results by the Finance Associate directly impacts the efficient and effective management of financial resources in projects and programmes, demonstrating UNOPS’ effective stewardship of donor and partner funds. These promote the credibility of the organization as an effective service provider in project services and management.
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Education:
- Completion of secondary school is required.
- CPA, first University Degree in Business Administration, Public Administration, or equivalent disciplines is an asset.
- Relevant certification in financial management or accounting a distinct advantage.
Experience:
- Minimum of 6 years of relevant accounting and financial experience is required.
- Knowledge of UNOPS financial rules and regulations; working knowledge of ERP is desirable.
- Experience in the usage of computers and office software packages (G Suite), knowledge of spreadsheet and database packages, and experience in handling web-based management systems is desirable.
Language Requirements:
- Fluency in English Language is required, Swahili is an asset.
- Knowledge of a second UN working language is desirable.
