Denmark: Finance Assistant, G5, FTA, UNFPA, Procurement Services Branch, Copenhagen

Organizational Location and Context

The Finance Assistant position is located in the Procurement Services Branch (PSB) Copenhagen office. The position does not entail supervision or management of other staff, and will report to the Finance Specialist in PSB. The incumbent’s role is to maintain the accounts payable function; support the financial control of Third Party Procurement and carry out bookkeeping and accounting tasks in the ERP system.

Post duration:

1 year (with the possibility of extension)

Job Purpose

The Finance Assistant is responsible for carrying out tasks in the following areas:

· Maintain Accounts Payable Function

· Support the Financial Control of Third Party Procurement

· Bookkeeping & Accounting

Major Activities/Expected Results

1.Maintain Accounts Payable Function

Follow established standards, practices and controls to ensure PSB International Procurement payments are processed accurately and on time.

A. Standard Payments

• Process all standard payment, prepayment and settlement vouchers for international vendors, ensuring adequacy of docs, accuracy of invoices and payment terms and that payments have not been made previously.
• Liaise with UNDP Treasury in NY to ensure disbursements are effected and action is taken with respect to cancelled ones
• Provide timely information to the suppliers and buyers on status of payments
• Ensure payments processed on time by checking the status of vouchers during the Pay cycle
• Respond to vendor and buyer queries on payments, amounts and timing
• Follow up with line manager, on exceptional cases
• Maintain Reconciliation Log for all Prepayments
• Follow up on any Refunds owing from Suppliers to whom UNFPA makes Advance payments
• Reconcile Prepayments account on a monthly basis

B.Credit Notes & Non PO Vouchers

• Process all credit notes for inter. vendors, ensuring adequacy of docs, accuracy of inv. and that payments have not been made previously
• Process vouchers for Transit and Warehouse Insurance in a timely manner
• Process vouchers for Inventory 3rd Party Misc. Charges and Other Costs in a Timely and Accurate Manner
• Follow up with Line Manager, MIS and FB on exceptional cases

C.Supplier Management

• Provide feedback to suppliers on the status of their request/inquiry and payments
• Respond to audit confirmation queries from Supplier
• Review Statement sent by suppliers on all UNFPA issued invoices and make necessary investigations in consultation with buyers

D. AP Procedures, Filing, Correspondence and Audit Queries

• Ensure all payment documentation are stored and filed for future retrieval
• Respond to both Internal and External audit queries in a timely and accurate manner
• Annual Review (and modification) of Accounts Payable related SOPs in PSB

2. Support the Financial Control of Third Party Procurement

This activity entails administering and monitoring of the Accounts Receivable function of UNFPA's Third party procurement function, including monitoring of Proforma Invoices, cash receipts, preparation and issuing budgetary allotments in the ERP system, ensuring compliance with Financial Rules and Regulations, as well as with established procedures for financial management of Third party procurement funds (i.e. extra-budgetary resources). In addition, this activity includes, general house-keeping, analysis of variances between approved budgets for procurement and actual expenditures recorded in the General Ledger, preparation and issuance of Customer Account balance reports and financial statements to Donors, following up with customers and donors for the settlement of accounts (i.e. recoveries, refunds).

A. Transaction Processing

• Create Customer IDs/Donor IDs in Atlas
• Track unapplied deposits and Issue Update to Buyers
• Process and monitor Proforma invoices, create Billing Items in Atlas
• Budget set up (creation of AX1 ledger and association with Rev ledger)
• Troubleshoot technical problems with AR/Billing/KK function in Atlas together with MIS
• Follow up Discussion on Exceptions handling of Proforma Invoices

B. Reporting & Control

• Draft TPP Monthly Control Report
• Review and Reconcile AR report
• Monitor and analyze and correct financial exceptions reports for TPP
• Follow up with buyers, clients and donors for the settlement of accounts (recoveries, refunds)
• Prepare and issue balance reports and financial statements to clients/donors, approve Final invoices
• Residual Gains/losses GLJE Processing
• TPP 5% Handling Fee Journals Preparation
• Reconciliations and Year End Cleaning
• Review and support ISO Business Processes updates pertaining to finance aspects of TPP

3. Book-keeping & Accounting

A. Insurance

• Follow up and Track Insurance Premiums for Payment and recharge..
• Pay Invoices and prepare GLJE to charge out Insurance to applicable CoAs.
• Investigate any budget errors.
• Prepare and submit journal for approval by 15th of the following month.

B. Ad hoc

• In communication with the Finance Specialist, prepare various GLJEs associated with PSB operations throughout the year.

Job Requirements

• Completion of secondary school education. Completion of a first level degree in a related field is desirable; an advanced relevant university degree is advantageous.
• Minimum five years of relevant work experience in the areas of Finance, Procurement and Administration.
• Understanding of international and public sector finance and procurement.
• Working knowledge of PeopleSoft or similar ERP system.
• Strong MS Office skills (particularly Excel) and other software applications required.
• Working knowledge of SuperOffice and Cognos report writer software an asset.
• Prior experience in bookkeeping required - particularly in account reconciliation and variance analysis.
• Fluency in written and oral English.

• Work experience in the private sector will be considered an asset.

  Required Competencies:

  Core Competencies:

• Communicating information and ideas

• Working in Teams

• Commitment to the Organization and Its Mandate

• Cultural Sensitivity and Valuing Diversity

• Analytical and Strategic Thinking

• Result Orientation and Commitment to Excellence

  Functional Competencies:

• Job knowledge and technical expertise

• Superior written reporting skills, oral reporting skills

• Attention to detail

• Meticulous in adhering to Donor and Procedural requirements

• Good time management skills

  Languages:

• Complete fluency in written/oral English.

  Other Desirable Skills:

• Ability to perform well under pressure and flexibility in handling unexpected work assignments as and when necessary

• Well organized and conscientious

How to Apply

UNFPA offers a work environment that reflects the values of gender equality, teamwork, respect for diversity, integrity, and a healthy work/life balance. We are committed to maintaining our balanced gender distribution and therefore encourage women to apply.

We offer an attractive salary, subsidized medical/dental insurance and pension benefits. This is a fixed-term appointment for an initial period of one year, with possible extensions subject to performance and funding.

Applications in English (letter of interest, quoting Finance Assistant) and completed Personal History Form (P11), should be sent by email to: psb.vacancies@unfpa.org.

The P11 form can be downloaded at: http://www.unfpa.org/resources/p11-un-personal-history-form

Your application should be sent by email not later than not later than10 May2017, 17:00(Copenhagen time).

Please note that the selected candidate must have a valid residence and working permit in Denmark or in any of the countries belonging to the European Union. In case of equally qualified candidates, candidates with working permits in Denmark will be given preference.

Due to the number of applications received, UNFPA will only respond to those applicants in whom UNFPA has further interest.

The UN City is a smoke-free work environment.

There is no application, processing or other fee at any stage of the application process.

UNFPA does not solicit or screen for information in respect of HIV or AIDS and does not discriminate on the basis of HIV/AIDS status.