Job Title: Finance Assistant
Organization: United Nations Regional Service Centre Entebbe (UNRSCE)
Duty Station: Entebbe, Uganda
Job Opening Number: RSCE/GJO/LL/002/08-2016
Reports to: Service Line Manager
The Regional Service Centre Steering Committee is the decision-making body for RSCE, in compliance with General Assembly resolutions, United Nations Secretariat rules and regulations, strategic guidance from United Nations Headquarters and oversight bodies. The Steering Committee consults with the Global Field Support Strategy Implementation Coordination Team, as required.
The Regional Service Centre, as approved by the Member States, is owned, managed and staffed by the regional missions it serves. This framework reinforces the existing missions’ chain of command structures and lines of authority in a manner that does not create an additional layer between Headquarters and the regional missions. It also ensures that staffing for RSC.
Key Duties and Responsibilities:
- In charge of processing of non-travel related commercial vendors’ invoices and payments to vendors providing goods or services to all RSCE Client Missions (processing invoices resulting from commitments such as purchase orders, fund commitments, direct expenditures, medical clinic invoices and replenishment of imprest / petty cash;
- Offer support in the development of the Service Line’s annual budget development programme, particularly with respect to the establishment of major resourcing priorities, and prepare cost estimates and budget proposals, in line with the Service Line’s resourcing requirements;
- Responsible for the preparation of staff members’ entitlements including claims, danger pay, daily subsistence allowance, mission subsistence allowance for Government Provided Personnel, Civilian Police and Staff Officers, volunteer living allowance and any other allowances for payments in conformity and adherence to applicable United Nations policies e.g., staff rules, financial regulations and rules, ST/AI issuances or practices, IPSAS policy framework etc;
- Review and scrutinize completeness of documentation supporting invoices and payment requests for accuracy and consistency with Purchase Order and Goods Receipt/Service Certification;
- Guide Vendors, Procurement, and other related Units of any missing documentation or anomalies that may delay payment within one business day and follow up to obtain missing documentation; maintain record of pending issues, update case files weekly; respond to queries from Vendors, Procurement, and other related units; measure performance against established key performance indicators and vendor open items on a monthly basis;
- The Finance Assistant will process payroll related payments and electronic bank transfers for non-payroll payments, cheque payments as well as maintaining business partner records for new staff and amendment of bank details for existing staff as required;
- In charge of processing local transfer payments to 5 house banks (payroll, vendors, claims, and entitlements);
- Responsible for verifying and checking all transfers to other house banks depending on currency and location;
- Assisting with the preparation of remittance requests to UNHQ and projection of off-cycle payments to UNMISS. Liaising with local/international banks. Answering queries from staff
- members, vendors, missions, other house banks; Keeping accurate records for the purpose of auditing, and performance reports.
- Process payments of personnel entitlements such as assignment Grants, monthly payment orders, danger pay, assignment grants, relocation grants, Daily Subsistence Allowance payments, etc;
- Create profile in PROGEN for payroll, and release payment by cheque or via electronic funds transfer;
- Process lump sum during check-out; Process SIG plus and monthly VLA; process final payment; process withheld payments; release payments
- Prepare advance payment request; Initiate BP requests; process daily allowances for TCCs / PCCs (Troop Contributing Countries and Police Contributing Countries); process MSA ; process final and withheld payments (as well as recoveries); payment of DHL invoices; release payroll; release payments for entitlements; release final payment.
- Perform any other duties as maybe assigned.
Qualifications, Skills and Experience:
- The ideal candidate for the United Nations Regional Service Centre Entebbe (RSCE) Finance Assistant job opportunity should have completed a High School Diploma.
- Possession of a technical or vocational certificate in the field of finance, accounting or business administration is highly desirable.
- At least four years’ experience in accounting, financial management, administrative services or related area is required.
- Solid knowledge of SAP and UMOJA is desirable.
- Previous experience in application of UN Financial Rules and Regulations in an operational environment is desirable, including administration of a broad range of Allowances and Payments using SAP or Umoja.
- Working experience in an International Organization in a travel-related function is desirable.
- Ability to assimilate and understand technical human resources-related terms;
- Proficiency in the use of MS Office
- Ability to transcribe data in an accurate and speedy manner;
- Ability to identify issues, formulate opinions, draw conclusions and recommendations.
- Languages: Fluency in oral and written English is required.
- Professionalism: Good knowledge of all forms of finance-related activities; thorough knowledge of finance and accounting systems; ability to work independently in managing difficult situations; proven analytical and evaluative skills; shows pride in work and in achievements; observing deadlines and achieving results; and ability to remain calm in stressful situations.
- Teamwork: Work collaboratively with colleagues to achieve organizational goals; willingness to learn from others, ability to develop and maintain effective work relationships with supervisors and colleagues, shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
- Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.
NB: The United Nations does not charge a fee at any stage of the recruitment process (application, interview meeting, processing, or training). The United Nations does not concern itself with information on applicants’ bank accounts. Women are strongly encouraged to apply.
How to Apply:
All suitably qualified and interested Ugandan candidates should send their applications the following documents:
- The United Nations Personal History form (P-11), Download Here; This should be signed
- Proof of required academic certificates i.e. Academic Certificate(s) and/or High School/Secondary Diplomas
- Latest performance evaluation reports / appraisals
The applicants with the completed documents are strongly encouraged to apply via e-mail and must include the Vacancy Announcement Number (check beginning of this advert) and Job Title to: firstname.lastname@example.org
Deadline: 14th August 2016
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