Finance Assistant Vacancy-Job Ref: ACKWUNAMI/2508/202366

Finance Assistant Vacancy-Job Ref: ACKWUNAMI/2508/202366
Kuwait City(Kuwait)
JOB DESCRIPTION
Org. Setting and Reporting
The Department of Operational Support (DOS) was established to provide end-to-end operational support, advisory services and other solutions to operating entities across the Secretariat, including departments, offices away from headquarters, peace operations, and regional commissions. Under the strategic guidance of the Department of Operational Support (DOS), the Kuwait Joint Support Office provides efficient and client-oriented services with the goal of moving transactional, non-location dependent administrative functions from its client entities. These include transactional elements of human resources, finance, travel and payroll.
This position is located in the United Nations Kuwait Joint Support Office (KJSO). The incumbent will report to the Head of Unit under the general guidance of the Chief Finance Officer.
Responsibilities
Within delegated authority, the Finance Assistant is responsible for the following functions:
Accounts:
• Review and reconcile all open-item-managed (OIM) accounts and investigate erroneous/invalid entries to take appropriate corrective accounting action.
• Extract details on income, expenditure, assets, and liability from accounting system to analyze and verify accuracy and validity and further to process various adjustments in the accounts.
• Generate reports, prepare worksheets, and assists with the preparation of financial statements.
• Perform the closure of monthly accounts and take actions on year-end financial closure as per guidelines and instructions from Finance Division.
• Review cost recovery transactions and process the billing documents for UN Agencies and liaise with counterparts on cost-recovery matters with UN entities, funds, programmes.
• Follow up on accounts receivables from UN agencies and various other UN entities on monthly basis.
• Scrutinize source documents for completeness, accuracy, and validity of charges.
• Review requests and record adjusting entries in ERP.
• Generate commitment reports. Review outstanding commitments and take necessary action to inform the concerned units/sections for appropriate action.
Payments:
• Complete accurate and timely processing of invoices according to instructions and established financial rules upon receipt of required and complete documentation.
• Verify accuracy of invoices and supporting documentation submitted for payment, ensure goods and services have been received, verify mathematical computations, and create payment document in ERP for approval.
• Process Petty Cash and Imprest replenishments for client missions.
• Follow up with petty cash custodians for submission of the correct documents for replenishment in line with financial rules and regulations.
• Follow up with SAUs, R&I and Procurement Section for additional clarification about service entry sheet, R&I, liquidated damages, retention, prompt payment discount.
• Extract report for outstanding commitments (POs, LVAs and Fund Commitments) and follow up with SAUs on the status of open balances and liquidation.
• Process payment for travel tickets and ensure conformity adherence to relevant financial regulations and rules, ST/AI issuances or practices and SOPs.
• Responds to queries from Vendors and third parties on outstanding issues such as missing invoices, delivery discrepancies, liquidated damages, prompt payment discount etc.;
Treasury:
• Reviews incoming payment instructions with regard to banking details and sources of funds.
• Notifies payees of status of payments.
• Release staff-related and vendor payments from a House Bank in the Umoja ERP.
• Prepare and disburse wire payments/cheques.
• Carry out other related duties as may be assigned.
• Files and archives documentation as required.
General:
• Keeps up-to-date on documents/reports/guidelines that have a bearing on matters related to programme budgets, ensuring compliance with intergovernmental recommendations and decisions as well as with United Nations policies and procedures.
• Drafts routine correspondence with respect to enquiries related to relevant financial and budget matters.
• Maintains and keep up-to-date files.
• Provides administrative support to the Head of the organizational unit and/or Finance/Budget Officer(s), as required.
• Performs other related duties, as assigned.
Competencies
Professionalism: Knowledge of, and ability to apply financial rules, regulations and procedures in the UN environment. Ability to maintain accurate records, review and interpret a wide variety of data. Ability to identify and resolve data discrepancies and operational problems. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.
Planning & Organizing: Develops clear goals that are consistent with agreed strategies; Identifies priority activities and assignments; adjusts priorities as required; Allocates appropriate amount of time and resources for completing work; Foresees risks and allows for contingencies when planning; Monitors and adjusts plans and actions as necessary; Uses time efficiently.
Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
Education
High School Diploma or equivalent is required.
Job – Specific Qualification
A technical or vocational certificate in accounting, finance or related fields is desirable.
A certification or Training in Systems Applications and Products (SAP) or Enterprise Resource Planning (ERP) software is desirable.
Work Experience
A minimum of five (5) years of experience in finance, budget, accounting, administrative services, or related area is required. The minimum years of relevant experience is reduced by two (2) years for candidates who possess a first-level university degree or higher.
A minimum of three (3) years of experience in carrying out finance and accounting related tasks in compliance with International Public Sector Accounting Standards (IPSAS) and financial rules and regulations of international organizations is required.
A minimum of three (3) years of experience in advanced Microsoft Excel, Word, PowerPoint, Power BI and workflow tracker is desirable.
Experience in data analysis and management is desirable
Languages
English and French are the working languages of the United Nations Secretariat.
For this position, fluency in English is required.
Knowledge of Arabic is desirable.
Note: “Fluency” equals a rating of ‘fluent’ in all four areas (speak, read, write, and understand) and “Knowledge of” equals a rating of ‘confident’ in two of the four areas.
Assessment
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
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