The Finance Associate role is responsible for providing guidance and support to UNFPA Nairobi based headquarters (HQ) units in the areas of accounting and financial operations to ensure an effective and transparent management of and accounting for financial resources. This position is a key function of the internal control framework for HQ payment processing. The Finance Associate will be responsible for the review of supporting documents and processing payments in line with UNFPA policy, including the review of implementing partner advances, operational payments, preparation of journal entries, acting as the petty cash custodian for the Nairobi Service Center, supplier management processes and other areas.

You would be responsible for: 

Partnerships, knowledge management, communication and training

• Actively participate in Finance Branch and team meetings.
• Cultivate and maintain positive relationships with key partners of the Nairobi Service Center and the broader Finance Branch to ensure business continuity.
• Provide financial training and facilitate knowledge transfers with Nairobi based HQ staff or the global finance community based on financial and operations procedures, or guidance notes.
• Contribute to the global financial management community facilitated by the Finance Branch.

Business continuity activities

In line with UNFPA policies and procedures: 

• Conduct a fiduciary review of accounts payable requests to ensure accuracy of computation, chart of accounts usage and attachment of required documents.
• Prepare and submit invoices in a timely manner for approval, covering payments to vendors, claims, cost recovery, billing, and related transactions in the ERP system.
• Review requests for General Ledger Journal entries and prepare adjustment entries for approval.
• Perform first-level finance review of Implementing Partners (IPs) eFACE forms and UN-to-UN transactions; prepare IP payment requests, and liquidation reports and submit for approval.
• Review overtime requests for Nairobi based HQ staff to verify computation accuracy, completeness, and compliance with UNFPA Overtime Compensation Policy.
• Identify local deposits received with the UN entity as the treasury provider; provide supporting documentation and chart of accounts details for proper deposit application.
• Serve as a petty cash custodian for Nairobi based HQ units, ensuring proper administration and accountability.
• Provide guidance, support, and timely responses to queries from Nairobi based HQ units through the Global Service Desk.
• Provide back up support to NYHQ APU team, including payment processing, credit card reconciliation and other activities as required.

Support and guidance to offices on financial management

• Provide guidance, support and instructions on the Accounts Payable process and Supplier set up and maintenance functions to colleagues in Nairobi based HQ units.
• Monitor fund codes for closure to ensure requirements have been met and/ or engage budget owners for necessary action.

Accounting, period end and year end closure activities

• Analyze and correct general ledger accounts related to payables, performing ongoing data corrections as part of periodic and year-end closure processes.

Reporting and information management including Statutory and Donor Reporting

• Monitor financial data integrity and completeness using dashboards and follow up with Nairobi-based HQ units; complete periodic and year-end closure activities as assigned.
• Prepare financial information from the Enterprise Resource Planning (ERP) system to assist internal and external audits

Business process and systems efficiency

• Analyze system-generated reports to identify and address delayed or duplicate payments.
• Propose improvements to enhance efficiency and harmonize business processes.

Other duties

• Carry out any other duties as may be required by UNFPA leadership

Qualifications and Experience 

Education: 

Completed Secondary Level Education required. Part qualified Professional Accounting qualification such as ACCA, CIMA, CA, or a first level bachelor’s degree in finance, accounting or business administration is desirable.

Knowledge and Experience: 

• 6 years finance-related work experience – accounts receivable, accounts payable, general ledger maintenance, etc.
• Experience in the application of IPSAS or IFRS would be advantageous.
• Proficiency in use of spreadsheets, word processing and computerized accounting systems (preferably Oracle Cloud computing).
• Strong written and oral communications skills.
• Ability to organize effectively, work under pressure with attention to detail, precision and accuracy
• Dedication to UN principles and demonstrated ability to work harmoniously with persons of different national background.