Job Description - Finance Assistant

a. Basic purpose

On matters of financial internal control in their capacity as certifying officer, the incumbent will have
a functional reporting line to the Chief Financial Officer. He/ She will receive policy
guidance/instructions from relevant sectors within the organization on the areas of Financial Management,
Human Resources Management, Security and Office Administration. He/She will be assisted in the
discharge of his/her duties by the Bureau of Financial Management. In the Field Office, he/she
supports the Senior Administrative Assistant and Head of Office in financial & budget management,
premises-related and security matters within the Office.

The support of the incumbent to the Administrative Unit is essential for the accurate and timely
response of the Lima Administration in various tasks as Financial Management, payments, security
& General Administration.

The Finance Assistant role is located within the Payments Team, Finance Section of the Lima Office
and will directly report to the Senior Administrative Assistant under the overall supervision of the
Head of Office.

b. Major Activities

FINANCE: Support the Lima Office financial management of the projects and running cost: providing
assistance in compliance with the organization financial rules ; guiding staff on basic financial procedures
related to payments, and ensuring timely currency provisions.Assist to ensure adequate processing
of accounting transactions within the limits of project approved budgets and funds allocated
through the Organization Regular Programme budget. Maintains contact with local banks for verifying
account status, obtaining approval for cheque clearances, verifying currency exchange rates, and
similar direct transactions. Ensures the effective recording and reporting system, internal control
and audit follow-up and processes administrative and financial transactions in an accurate and
timely way. Support to AO preparing expense reports to facilitate decision making.

Verify transactions and check data/figures; identify and correct errors/anomalies and assist to input
corrective action in IRIS, SISTER etc. Assist in preparation of budget, check completeness, accuracy
and compliance of documentation; Calculate costs estimates and anticipate expenditures for
budgetary purposes. Upon request of the Head of Office or the AO, enter commitments and funds
reservations within delegated authority. Monitor open commitments and follow up on their
liquidation according to Organization’s rules and regulations. Extract data and information from the
automated financial and programmatic systems (IRIS; SISTER etc.) and prepare standard reports.

PAYMENTS: Responsible for processing payments and monitor request's status taking follow up
actions when needed. Provide support services to sectors in the areas of payments, accounting and
financial management. Monitor and control commitments and expenditures. Assist in monitoring
of expenses through obligations of project budgets in coordination with the SSA, and ensure proper
documentation of all projects and Programme accounting administrative and financial files.Assist
the SAA in preparating/drafting, and analyzing monthly imprests,monitoring suspense accounts in
order to ensure nil balance at all times and reconcile accounts receivable/payable. Prepare
administration monthly office imprest accounts for Lima office within the time limit prescribed by
HQ. He/She will be in charge of regularly monitoring the bank and petty cash accounts, to ensure
that the funds are available and disbursed appropriately and in a timely manner

GENERAL ADMINISTRATION/FINANCE: Drafts routine correspondence related to financial and

administrative matters.
When required, assist in the organization of personnel missions. Follow up on air tickets
purchase and payments, prepare travel authorizations and assemble information pertinent to the
purpose of travel; track security certificates.

HUMAN RESOURCES: Responsible for entering all payroll related transactions in IRIS. Contract:
Create SC contracts in IRIS, including extensions and separations. Update contracts’ files when
needed. Assists newly arriving or departing staff members with opening or closing bank accounts,
exchanging currency, and other related financial issues.

SAFETY & RELATED: Act as alternate Security Focal Point prevailing UN Common Security policies,
procedures and standards, assisting to meetings when requested and keeping file records of them.
Monitor Security Budget reporting to the SAA.
Additional activities that may be required to ensure the success of the work team.

c. Factor descriptions

1) Knowledge of the Organization’s Administrative Rules and Regulations, as well as the role of
counterparts in Headquarters and good knowledge (written and oral) of the Organization’s working
languages would facilitate the work of the Administrative Unit and the Lima Office in general

2) Good/pertinent communication with the Bank, Suppliers, Security Officers and eventually with
colleagues at Headquarters, to ensure timely and accurate responses and inputs.

d. Organizational Environment

• Ability to work independently and take initiative, establish priorities, coordinate and monitor
own work plan, anticipate problems and develop alternative solutions, exercises excellent
judgment, discretion and maturity of judgment are required;
• Knowledge of general office and administrative policies, processes and procedures; familiarity
with procedures and systems of United Nations or comparable institutions; ability to interpret rules
and administrative guidelines and to solve routine and non-routine issues in the field of Finance,
budget and security.
• Internal and external service orientation and ability to work under pressure when required;
. Analitycal capacity for finance situations
• Good interpersonal skills and ability to work in a multicultural environment with sensitivity to
and respect for diversity; proven ability to develop and maintain effective working relationships
with officials and partners at all levels;
• Good organizational and planning skills and ability to use time efficiently;
• Excellent communication skills both spoken and written;
• Ability to work collaboratively with colleagues to achieve organizational goals;
e. Teamwork and working relationships

Teamwork: Work effectively with colleagues in a way that allows them to achieve common goals.
Create teams within and outside existing organizational structures. Create team spirit and unity of
purpose throughout the Organization.
Indicators
- Accepts the role of a team member and actively and constructively contributes to the team's
work
- Collaborate with other team members by sharing information openly and showing sensitivity
and comprehension of cultural differences.
- Actively seeks solutions to problems facing the team and calls for help when needed.
- Supports team decisions for the benefit of the organization.

f. Results

Orientation towards results / Commitment to excellence:

Strive to achieve results in accordance with the highest quality standards. Make the best possible
use of resources.
Indicators
- Strive to improve performance and achieve high levels of personal standards of excellence
- Demonstrates initiative, establishes expected personal products that constitute a challenge and
is willing to accept new tasks
- Assumes responsibility for obtaining the agreed products within the established deadlines and
persists until successful products are reached

g. Additional Information regarding the post

Values & Competences

Integrity ;
High capacity of financial analysis & Analysing Communication; Following instructions and
procedures;
Planning and organising
Commitment Working with people;
Diversity and Inclusion;
Drive for Results;
Learning and Researching;

h. Standard Minimun Qualifications

 Desirable, university studies in finance, business administration and / or accounting.

 Languages: Mother tongue: Spanish and advanced command of the spoken and written
English language
 Five or more years of experience in accounting / financial work; in monitoring financial
information of projects and / or programs, evaluating the status and consistency of the same.
 Desirable experience in the United Nations System and in the SAP platform.