Finance and Accounting Associate

at  United Nations High Commissioner for Refugees UNHCR

Hardship Level
H (no hardship)
Family Type
Family
Family Type
Family
Residential location (if applicable)
Grade
GS6
Staff Member / Affiliate Type
General Service
Reason
Regular > Regular Assignment
Remote work accepted
No
Target Start Date
2024-09-02
Deadline for Applications
October 2, 2024
Standard Job Description
Finance and Accounting Associate
Organizational Setting and Work Relationships
The Finance and Accounting Associate processes financial transactions and provides technical support to the Field with the processing of financial transactions, and monitors compliance with applicable financial rules and regulations. The incumbent therefore keeps frequent contact with staff at various levels, including Country/Field Offices, Regional Bureaux and HQ divisions.
The Finance and Accounting Associate is normally supervised by a more senior colleague who defines work objectives and provides regular advice and guidance. The incumbent may also supervise less senior team member(s) if requested.
The duties of the Finance and Accounting Associate may have different focus depending on the specific area of responsibility, including the followings.
General Ledger (GL) coordinates the drafting of the annual account closing instructions, complies with annual financial statements, and coordinates audit for the areas under its responsibility.
Accounts Payable (AP) processes AP vouchers and central payments for UNHCR, provides related technical support to the Field and coordinates the accounts closure and audit for AP and Expenses and handles requests related to the appropriate segregation of duties through the Delegation of Authority Plan (DOAP).
Accounts Receivable and Donor Reporting (ARDR) processes incoming deposits and provides related technical support to the Field, accounts for revenue adjustments, raises bills for miscellaneous income, and coordinates the accounts closure and audit for AR and Revenue, compiles financial reports to UNHCR’s donors, which requires active liaison with colleagues from the Division of External Relations (DER) and the respective Field Offices.
All UNHCR staff members are accountable to perform their duties as reflected in their job description. They do so within their delegated authorities, in line with the regulatory framework of UNHCR which includes the UN Charter, UN Staff Regulations and Rules, UNHCR Policies and Administrative Instructions as well as relevant accountability frameworks. In addition, staff members are required to discharge their responsibilities in a manner consistent with the core, functional, cross-functional and managerial competencies and UNHCR’s core values of professionalism, integrity and respect for diversity.

Duties

• Process assigned transactions and maintain financial records accurately, completely and duly for accounts for which responsibility is assigned.
• Provide technical support to Field Offices, Regional Bureaux and HQ divisions, and provide answers and guidelines to accounting and finance related matters.
• Monitor compliance by users in different entities with the relevant financial rules, regulations and procedures. Bring issues related to non-compliance to the attention of supervisors, and actively pursue such cases.
• Escalate to supervisors any indication of breach in the internal control system, including suspected fraud.
• Prepare ad-hoc and recurring reports, analyses and reconciliations on assigned accounts/areas of responsibility. Verify that the financial transactions are correct and in accordance with UNHCR rules and procedures. Monitor and follow-up on open items, variances, errors and other issues identified.
• Liaise with relevant counterparts to obtain information and verify data on accounts and financial transactions including more complex cases, as required.
• Carry out month-end and year-end closing activities and propose additional instructions for such activities..
• Gather information and documentation requested by auditors and propose responses to audit queries.
• Identify possibilities for improving processes and recommend ways to improve cooperation between key stakeholders at different geographic locations. Implement agreed improvements.
• Actively participate in the testing related to the implementation of new systems and tools.

• Contribute to the drafting and update standard operating procedures, guidance notes and training materials.

• Guide, support and - if requested - formally supervise assigned team member(s).

• Brief and assist new team members on requirements relating to accounts and finance.

• Support the identification and management of risks and seek to seize opportunities impacting objectives in the area of responsibility. Ensure decision making in risk based in the functional area of work. Raise risks, issues and concerns to a supervisor or to relevant functional colleague(s).
• Perform other related duties as required.

Minimum Qualifications
Years of Experience / Degree Level
For G6 - 3 years relevant experience with High School Diploma; or 2 years relevant work experience with Bachelor or equivalent or higher
Field(s) of Education
Not applicable.
Certificates and/or Licenses
Accounting; Business Administration; Finance;
(Certificates and Licenses marked with an asterisk* are essential)
Relevant Job Experience
Essential
Experience with ERP financial modules (PeopleSoft, Oracle or SAP).
Desirable
Experience with MSRP Finance applications. Experience with accrual accounting (IPSAS, IFRS or similar). Experience with UN/UNHCR financial rules, regulations and procedures.

Functional Skills

• FI-Financial Accrual Accounting under internationally accepted standards (IFRS,IPSAS,etc)
• IT-Computer Literacy
• FI-ERP Financial Management (SAP, Oracle, PeopleSoft, Workday and other)
• IT-Microsoft Office Productivity Software

(Functional Skills marked with an asterisk* are essential)
Language Requirements
For International Professional and Field Service jobs: Knowledge of English and UN working language of the duty station if not English.
For National Professional jobs: Knowledge of English and UN working language of the duty station if not English and local language.
For General Service jobs: Knowledge of English and/or UN working language of the duty station if not English.
All UNHCR workforce members must individually and collectively, contribute towards a working environment where each person feels safe, and empowered to perform their duties. This includes by demonstrating no tolerance for sexual exploitation and abuse, harassment including sexual harassment, sexism, gender inequality, discrimination and abuse of power.
As individuals and as managers, all must be proactive in preventing and responding to inappropriate conduct, support ongoing dialogue on these matters and speaking up and seeking guidance and support from relevant UNHCR resources when these issues arise.
This is a Standard Job Description for all UNHCR jobs with this job title and grade level. The Operational Context may contain additional essential and/or desirable qualifications relating to the specific operation and/or position. Any such requirements are incorporated by reference in this Job Description and will be considered for the screening, shortlisting and selection of candidates.
Desired Candidate Profile
Education in financial management, accounting, or a related field.
Practical experience in invoice and payment and processing is essential.
Strong organizational and communication skills, with the ability to work effectively in a team-oriented environment.
Working experience with accrual accounting (such as IPSAS or IFRS) is an advantage.
Experience with financial modules of a major Enterprise Resource Planning system (such as Oracle or SAP) is an advantage.
Additional information:
Candidates must be legally present in Hungary at the time of application, recruitment and hire.
For G6 - 3 years relevant experience with High School Diploma; or 2 years relevant work experience with Bachelor or equivalent or higher.
NOTE: A completed and relevant minimum first level university degree (equivalent to BA or higher) shall count in full (100%) towards the required years of work experience. Priority will be given to eligible applicants meeting the full requirements
Remuneration:
In case of appointment, a competitive compensation and benefits package is offered.
G6 - Salary range: NET 719,243 HUF - NET 842,669 HUF.
Benefits:
Annual leave: UNHCR staff members holding a fixed-term appointment will accrue annual leave at the rate of 2.5 working days for each full calendar months of service (i.e. 30 working days per year).
Pension system: Staff members holding a fixed-term appointment will become participants in the United Nations Joint Staff Pension Fund (UNJSPF).
Health insurance plan: locally recruited staff members in Budapest will be enrolled in the Medical Insurance Plan (MIP). The coverage is also optionally available for eligible family members.
Shortlisted candidates may be required to sit for a test. No late applications will be accepted. UNHCR is committed to diversity and welcomes applications from qualified candidates regardless of disability, gender identity, marital or civil partnership status, race, colour or ethnic and national origins, religion or belief, or sexual orientation. UNHCR does not charge a fee at any stage of the recruitment process (application, interview meeting, processing, training or any other fees).
Required languages (expected Overall ability is at least B2 level):
English
,
,
Desired languages
,
,
Operational context
Occupational Safety and Health Considerations:
To view occupational safety and health considerations for this duty station, please visit this link:
https://wwwnc.cdc.gov/travel
Nature of Position:
The Accounts Payable Unit (APU) is an integral part of the Financial Shared Services Section (FSSS) within the Global Finance Service (GFS) of the Division of Financial and Administrative Management at UNHCR. The Unit is responsible for timely and accurate recording of payable transactions and payment processing ensuring conformity with UNHCR Financial Rules and Regulations. The incumbent frequently interacts with functional specialists in Procurement and Contract Management Services (PCMS), Supply Management and Logistics Service (SMLS) and with field offices to provide technical guidance and support on all aspects of invoice processing.
Role Overview
The Finance and Accounting Associate within the APU will focus on processing invoices and credit card payments, including document collection, validation, online purchases, ERP payment processing, and transaction reconciliation. Additionally, the role involves coordinating junior staff responsible for VAT refund claims, monitoring invoicing operations, and resolving complex invoicing scenarios to support efficient processes within a centralized operating model. This position requires meticulous attention to detail, a solid understanding of invoice-to-payment operations, and the ability to collaborate effectively within the team to achieve the unit’s goals.

Key Responsibilities

• Verify and process credit card transactions, ensuring the collection and validity of necessary documents and compliance with financial rules and policies.
• Perform online purchases using the company credit card and accurately process these payments in the ERP system.
• Regularly reconcile credit card transactions recorded in the ERP system, ensuring accuracy and timely resolution of discrepancies.
• Coordinate and oversee the work of junior staff responsible for processing VAT refund claims, providing guidance and support as needed. Regularly monitor invoicing exceptions and holds, identifying and resolving issues promptly to ensure seamless finalization of transactions.
• Assist in design and preparation of comprehensive reports and data necessary for Accounts Payable account segment reconciliation.,
• Communicate effectively with peers and counterparts in Supply Management and Field Operations to resolve transactional discrepancies, ensuring smooth operational processes.
• Draft and review Standard Operating Procedures (SOPs) and related process documents to maintain up-to-date and clear guidance for credit card and other AP support processes.
• Identify areas for improvement within current processes, propose actionable changes to management and implement approved enhancements to increase efficiency and effectiveness of invoice processing operations.
• Participate in the testing of CERP system changes and updates within development environments, ensuring that implementations are smooth and operations remain undisrupted.
• Conduct training sessions for new colleagues on invoice and credit card processing workflow, compliance requirements, and effective use of the ERP system.
• Mentor junior staff to enhance their skills and knowledge.

Living and Working Conditions:
n/a
Additional Qualifications
Skills
FI-ERP Financial Management (SAP, Oracle, PeopleSoft, Workday and other), FI-Financial Accrual Accounting under internationally accepted standards (IFRS,IPSAS,etc), IT-Computer Literacy, IT-Microsoft Office Productivity Software
Education
Certifications
Accounting - Other, Business Administration - Other, Finance - Other
Work Experience
Competencies
Accountability, Analytical thinking, Client & results orientation, Commitment to continuous learning, Communication, Judgement & decision making, Managing performance, Managing resource, Organizational awareness, Planning & organizing, Teamwork & collaboration, Technological awareness
UNHCR Salary Calculator
https://icsc.un.org/Home/SalaryScales
Compendium
Additional Information
Functional clearance
This position doesn’t require a functional clearanc

Duties

• Process assigned transactions and maintain financial records accurately, completely and duly for accounts for which responsibility is assigned.
• Provide technical support to Field Offices, Regional Bureaux and HQ divisions, and provide answers and guidelines to accounting and finance related matters.
• Monitor compliance by users in different entities with the relevant financial rules, regulations and procedures. Bring issues related to non-compliance to the attention of supervisors, and actively pursue such cases.
• Escalate to supervisors any indication of breach in the internal control system, including suspected fraud.
• Prepare ad-hoc and recurring reports, analyses and reconciliations on assigned accounts/areas of responsibility. Verify that the financial transactions are correct and in accordance with UNHCR rules and procedures. Monitor and follow-up on open items, variances, errors and other issues identified.
• Liaise with relevant counterparts to obtain information and verify data on accounts and financial transactions including more complex cases, as required.
• Carry out month-end and year-end closing activities and propose additional instructions for such activities..
• Gather information and documentation requested by auditors and propose responses to audit queries.
• Identify possibilities for improving processes and recommend ways to improve cooperation between key stakeholders at different geographic locations. Implement agreed improvements.
• Actively participate in the testing related to the implementation of new systems and tools.
• Contribute to the drafting and update standard operating procedures, guidance notes and training materials

Key Responsibilities

• Verify and process credit card transactions, ensuring the collection and validity of necessary documents and compliance with financial rules and policies.
• Perform online purchases using the company credit card and accurately process these payments in the ERP system.
• Regularly reconcile credit card transactions recorded in the ERP system, ensuring accuracy and timely resolution of discrepancies.
• Coordinate and oversee the work of junior staff responsible for processing VAT refund claims, providing guidance and support as needed. Regularly monitor invoicing exceptions and holds, identifying and resolving issues promptly to ensure seamless finalization of transactions.
• Assist in design and preparation of comprehensive reports and data necessary for Accounts Payable account segment reconciliation.,
• Communicate effectively with peers and counterparts in Supply Management and Field Operations to resolve transactional discrepancies, ensuring smooth operational processes.
• Draft and review Standard Operating Procedures (SOPs) and related process documents to maintain up-to-date and clear guidance for credit card and other AP support processes.
• Identify areas for improvement within current processes, propose actionable changes to management and implement approved enhancements to increase efficiency and effectiveness of invoice processing operations.
• Participate in the testing of CERP system changes and updates within development environments, ensuring that implementations are smooth and operations remain undisrupted.
• Conduct training sessions for new colleagues on invoice and credit card processing workflow, compliance requirements, and effective use of the ERP system.
• Mentor junior staff to enhance their skills and knowledge