Administrative Finance Assistant

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Description

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In addition to the Country Office’s regular program and in view of its engagement in humanitarian response and to be able to respond to its increased operations workload, the incumbent will be expected to deliver quality services in administration and finance to internal and external clients mastering all relevant organizational rules, guidelines, processes, and procedures

You would be responsible for:

The administrative Finance assistant will assist in the overall implementation operations services in the UNFPA Country Office in Lebanon. He/She will implement UNFPA rules and regulations, adhere to policies and standards established by the HQ, and support the Operations team to ensure efficient implementation of CO activities.

1.   Program financial support 

Assist in reviewing files submitted by implementing partners and in having FACE reporting properly formulated for signature by Implementing Partners. 

Assist in the monitoring of program and project budgets, coordinate compilation of financial data, and provide accurate and up-to-date financial information to the Operations Analyst as required. 

Assist in providing guidance and training to the operations team of  the Implementing Partners on the UNFPA financial management under the national execution  modality

Ensure timely processing of advances to partners and liquidation of advances for all CO programs, including proper review and filing of signed FACE forms as well as availing signed copies to partners. Timely processing of support costs for these IPs.

Performs operational review for the work plans and ensure detailed budgets are carefully prepared with costing of detailed inputs 

Assist in the preparation of donors’ financial reports as required, and ensure submission promptly 

Assist in the coordination of the ongoing operational support related to HACT WG  activities;

Provide the needed support on  Accounts Receivables (AR), and follow up with partners and UNDP on the deposit creation, and refund

2. Program Assurance activities:

Assist in the preparation of the yearly Assurance Plan for the Country office to cover the program spot-checks, Audits, and IP Micro assessments;

Adheres to Assurance Planning by supporting, training, and one-on-one assisting sessions to ensure proper capacity building and full compliance;

Provide the needed support in following up on audit qualifications and observations, and preparation of capacity building plan 

Executes other tasks as assigned by the Operations Analyst.

3. Office financial management support

Assist in the management of the Country Office budget by controlling allotments monitoring expenditures and assisting in the preparation of budget revisions according to the needs of the office.

Assist in reviewing and monitoring charges for common services, security, and cost recovery taking into account maximum cost efficiency

Assist in the VAT reconciliation process 

Ensure that financial records and transactions are accurate and timely.

Assist in processing travel requests.

Assist in maintaining Petty Cash vouchers, by entering them into the petty cash database and ensuring all the receipt vouchers are signed and stamped; 

Take timely corrective actions on unfinalized invoices in the system, including invoices with budget check errors, match exceptions, and unapproved ones. Timely seek support to resolve financial data issues

Assist in organizing and maintaining an e-filing system and maintaining contact lists for Implementing partners and suppliers.

4.   Contribute to Knowledge sharing and capacity building in the CO

Participate and assist in the organization of training and refresher learning for the CO staff on budget and finance issues, including new financial tools and platforms;

Contribute to knowledge networks and communities of practice;

Ensure UNFPA’s issues and concerns are represented in interagency working groups/BOS Finance WG.

Assist in the exercise of sustainable management practices and reduction of GHG emissions

5. Office administrative management support

Backstop the Administrative Assistant in her absence for the following :

Travel reservation

Hotel reservation

Meeting booking 

Fleet Management 

Carry out any other duties as may be required by UNFPA Representative and/or Operations Analyst. 

Qualifications and Experience: 

Education:  

Completed Secondary Level Education is required. University Graduates in related fields are desirable (i.e. in Finance, Accounting , Public Administration, Business Management,  or any other related fields)

Knowledge and Experience: 

• At least 5  years of work experience in the related field; 
• Knowledge of the UN system and familiarity with UN procedures are desirable;
• Good knowledge in MS Office and Google  especially in MS Excel, Google Excel, MS-Access, MS-word, and Google-Word,.. etc
• Holder of Lebanese nationality 

Languages: 

•  Fluency in English and Arabic; knowledge of other official UN languages, preferably French is desirable.

Source:  https://estm.fa.em2.oraclecloud.com/hcmUI/CandidateExperience/en/sites/CX_2003/job/24040

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