Country: Denmark
Closing date: 29 Aug 2018
1. 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 Team Lead in PSB. The incumbent’s role is to maintain the accounts payable function and carry out bookkepping and accounting tasks in the ERP System (ATLAS).
2. Job Purpose
The Finance Assistant is responsible for carrying out tasks in the following areas:
· Maintain Accounts Payable Function
· Bookkeeping & Accounting
3. 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 in ERP System (ATLAS), 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 PSB Procurement Focal Points on status of payments
- Ensure payments processed on time by checking the status of vouchers during the Pay cycle
- Respond to vendor and PSB Procurement Focal Points 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 invoices and that payments have not been made previously
- Process vouchers in ERP System (ATLAS) for Inventory 3rd Party Misc. Charges and Other Costs in a timely and accurate manner
- Process correction Journal Vouchers in ERP System (ATLAS)
- Follow up with Line Manager 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 PSB Procurement Focal Points
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
2. Book-keeping & Accounting
A. Insurance
- Follow up and Track Insurance Premiums for Payment and recharge
- Prepare General Ledger Journal Entries (GLJEs) to charge out Insurance to applicable CoAs
- Investigate any budget errors
- Prepare and submit journals for approval by 15th of the following month
B. Ad hoc
In communication with the Finance Team Lead, prepare various GLJEs associated with UNFPA PSB operations throughout the year.
In the absence of other Finance Team Staff, provide necessary back up on administering and monitoring the Accounts Receivable function of UNFPA's Third Party Procurement (Creation of Billing Items in ERP System (ATLAS), budget set up - creation of AX1 ledger and association with Revenue ledger, creation of Customer IDs, processing and monitoring of Proforma Invoices, tracking unapplied deposits and issuing TPP Daily Reports, and etc.)
5. Job Requirements
- Completion of secondary school education required. Completion of a first level degree in a related field is desirable; an advanced relevant university degree is advantageous.
- Minimum (5) five years of work experience in the areas of Finance (e.g. Accounts Receivable and Payable, General ledger Maintenance and etc.) or relevant field required.
- Note that an Advanced University degree (or equivalent: i.e CPA, ACCA, Jurist Doctor etc) in Finance, Accounting, Economics, Public Administration, Business Administration or related field in combination with (3) three years of relevant work experience may be accepted in lieu of (5) five years of experience.
- Working knowledge of PeopleSoft or similar ERP System an asset.
- Strong MS Office skills (particularly Excel) and other software applications is advantageous.
- Working knowledge of SuperOffice and Cognos report writer software an asset.
- 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:
- Fluency in written/oral English required
Other Skills:
- Ability to perform well under pressure and flexibility in handling unexpected work assignments as and when necessary with attention to detail, precision and accuracy
- Well organized and conscientious
- Dedication to UN principles and demonstrated ability to work harmoniously with persons of different background
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.
This is a consultancy - till 31 December 2018.
Applications in English (including letter of interest and completed/signed UN Personal History Form (P11)should be submitted not later than 29 August, 2018 at 24:00 (Copenhagen time) via email to:psb.vacancies@unfpa.org
The Personal history form can be downloaded from: http://www.unfpa.org/resources/p11-un-personal-history-form
Evaluation of qualified candidates for this position may include a written test or other assessment methodologies followed by a competency-based interview.
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.
UNFPA will only be able to respond to those applicants in whom UNFPA has a 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.