Finance Associate (open to candidates at tier 3), Sao Tome, Sao Tome and Principe

## Finance Associate (open to candidates at tier 3), Sao Tome, Sao Tome and Principe - Organization:UNDP - United Nations Development Programme - Country:São Tomé and Principe - Office:PNUD à São Tomé et Príncipe In line with the commitment to safeguard capacity and support personnel already in the Organization, a majority of UNDP UNCDF/UNV vacancies are advertised using a tiered application process whereby: - Tier 0: UNDP/UNCDF/UNV IP staff holding permanent (PA) and fixed-term (FTA) appointments, whose posts will be abolished, or contracts will be terminated or not renewed during 2026. - Tier 1: Other UNDP/UNCDF/UNV staff holding permanent (PA) and fixed-term (FTA) appointments - Tier 2: UNDP/UNCDF/UNV staff holding temporary appointments (TA), personnel on regular PSA contracts, and Expert and Specialist UN Volunteers - Tier 3 or no tier indicated: All other contract types from UNDP/UNCDF/UNV and other agencies, and other external candidates Please make note of the Tier(s) indicated in the vacancy title, if any, and ensure that you satisfy the eligibility to apply. UNDP is committed to achieving workforce diversity in terms of gender, nationality, and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence. UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks. UNDP is the leading United Nations organization in fighting to end the injustice of poverty, inequality, and climate change. Working with our broad network of experts and partners in 170 countries, we help nations to build integrated, lasting solutions for people and planet. Learn more at undp.org or follow at @UNDP The Finance Associate works in close collaboration with the Operations, Programme, and projects' staff in the CO and with UNDP HQ and GSSC staff to exchange information and ensure consistent service delivery. UNDP adopts a Finance Unit approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, UNDP personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration. Duties and Responsibilities 3.1) Support administration and implementation of operational strategies and adapt processes and procedures. - Ensure CO financial processes, financial records and reports, and audit follow-up comply with UNDP Programme and Operations Policies and Procedures (POPP). Implement effective internal control framework. - Support office management in preparing and reviewing CO finance business processes mapping and elaboration of the content of internal standard operating procedures in finance in consultation with the direct supervisor and office management. - Provide input for implementation of cost-saving and reduction strategies in consultation with the office management. - Maintain financing and trust fund agreements, follow up on contributions with the respective project teams (the project team should be contacting the donor) within the CO resource mobilization efforts. - Routinely monitor financial exception reports for unusual activities and/or transactions; and investigate anomalies or unusual transactions. Inform senior CO management and other UNDP staff at Headquarters of the results of the investigation when satisfactory answers are not obtained. 3.2) Support administration of budgets of CO management projects, clearance of budgets for development projects, and functioning of an optimal cost-recovery system. - Provide researched information for planning and status of financial resources of the CO. - Prepare and modify budgets for UNDP management projects, follow-up with HQ on authorized spending limits (ASL) for management projects. - Support to programme for budget management, reporting, and trouble-shooting. - Assist in the preparation of required budget revisions (ensuring multiyear budget revision) within the unit at required period and timely securing of ASLs; and ensure detailed record keeping of funds released for projects as well as monthly ASL reporting for non-core/GEF projects. - Prepare timely cost-recovery/DPC bills in ERP for the services provided by UNDP, implement the revenue tracking system, and follow up on cost recovery. 3.3) Provide accounting and administrative support to the Finance unit. - Support proper control of the supporting documents for payments invoices and proper document management including systematic archiving. - Prepare financial reports for projects and management funds/budget balance; and prepare all types of invoices. - Maintain the internal expenditures control system which ensures that invoices processed are matched and completed, transactions are correctly recorded and posted in ERP, and travel claims and other entitlements are duly processed. - Coordinate and review allocated General Ledger and sub-ledger accounts and support timely project closure. - Take timely corrective actions on erroneous data in ERP and on unposted invoices, including the invoices with validation errors, match exceptions, and/or unapproved invoices. Prepare financial reports as required. Provide timely response to HQ requests to resolve financial data issues. - Maintain the Accounts Receivables for UNDP projects and follow-up with partners on contributions. - Ensure timely recording, reconciliation, and submission of VAT claims with relevant TAX authority and following up on VAT reimbursements. 3.4) Ensure proper CO cash and Treasury management functioning. - Act as alternate to Finance Associate (ICS-7) for timely review of cash position for local accounts to ensure sufficient funds for disbursements and maintain liquidity level approved by Treasury. Identify and record receipts and create deposits for revenue application on a timely basis. - Identify and record contributions. - Prepare timely and accurate bank reconciliations and provide documentation to GSSC according to service level agreement. Initiate bank transfers and deals in ERP. - Act as alternate to Finance Associate (ICS-7) for timely preparation of monthly cashflow forecast to ensure sufficient cash balance in local bank account. Liaise with participating UN Agencies to obtain disbursement estimate of their cash requirement. 3.5) Ensure facilitation of knowledge building and knowledge sharing in the CO. - Assist in organizing training for the operations/ projects staff on finance, audit and compliance matters, and implementation of Internal Control Framework (ICF). - Synthesize lessons learned and best practices in financial management. - Provide sound contributions to knowledge networks and communities of practice. The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization. 4. Institutional Arrangement: Under the guidance and direct supervision of the Finance Associate (G7), the Finance Associate provides Financial services ensuring high quality, accuracy and consistency of work. The Finance Associate promotes a client-oriented approach consistent with UNDP rules and regulations. Achieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline. Think Innovatively: LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements. Learn Continuously: LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback. Adapt with Agility: LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible. Act with Determination: LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident. Engage and Partner: LE