Deadline: 10 September 2015
The United Nations Development Programme (UNDP) is currently accepting applications from the eligible applicants for the post of Finance/Administrative Assistant, based in Tokyo, Japan.
UNDP works in more than 170 countries and territories, helping to achieve the eradication of poverty, and the reduction of inequalities and exclusion.
Key Job Responsibilities
The Finance/Administrative Assistant will perform the following functions-
- Full compliance of financial processes and financial records with UNDP rules, regulations, policies and strategies, and IPSAS;
- Provision of input to the office business processes and elaboration of work plans;
- Preparation of all types of vouchers for projects including PO vouchers and payment execution;
- Maintenance of the internal expense control system which ensures that vouchers processed are matched and completed and that transactions are correctly recorded and posted in Atlas;
- Timely corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, or unapproved vouchers;
- Maintenance of account receivables for office management projects and recording of deposits in Atlas;
- Maintenance of General Ledgers for the office management projects and takes corrective actions as required;
- Provision of inputs for preparation of bills in Atlas for the services provided by UNDP and follow-up on cost recovery;
- Ensuring inventory records in Atlas are up to date and accurate;
- Proper control of the supporting documents for payment and financial reports for office management projects;
- Completion of financial closures;
- Daily review of bank account statements in Atlas to monitor the imprest level;
- Timely and accurate preparation of bank reconciliation;
- Review and monitoring of the budget status for the office operations;
- Preparation of monthly, quarterly, or yearly budget reports as required;
- Preparation of budget requests and creation, revision and extension of management projects;
- Provision of budget clearance, budget set-up and budget revision;
- Provision of the forecast of the extra budgetary and the expenses related to activities as required;
- Maintenance of the Integrated Work Plan;
- Maintenance of the procurement related documents;
- Support to CAP (Contract, Assets and Procurement Committee) processes;
- Support to consultant hiring;
- Support to contracting with vendors;
- Assistance to inventory and asset management exercise;
- Provision of administrative services to other UN agencies;
- Settlement of travel expenses, including the estimate preparation and the calculation of the daily substance allowances and terminal expenses;
- Various document verifications;
- Back-up for the Operations Associate;
- Provision of assistance to the project managements, utilizing Atlas;
- Participation in the training for the operations/projects staff on Finance/Administration;
- Contributions to knowledge networks and communities of practice;
- Contributions to knowledge sharing in the office.
Eligibility Criteria
Applicants must have-
- Secondary Education;
- Certification in Finance and Administration is desirable;
- University Degree or equivalent in Business of Public Administration would be desirable, but it is not a requirement;
- 5 years of relevant experience in finance and administration at the national or international level required;
- Experience in the usage of computers and office software packages (MS Word, Excel, etc), knowledge of spreadsheet and database packages, and experience in handling of web based management systems;
- Experience in international organizations would be an asset;
- Fluency in English and Japanese.
How to Apply
Applications must be submitted through online process.
For more information, please visit UNDP.
