Job Description

The Position:

Under the overall supervision of the International Operations Manager, guidance and direct supervision of the Finance Associate, the Finance Assistant is responsible for implementing the organizational financial rules and regulations in the UNFPA Country Office (CO). S/he delivers quality financial services to the CO staff, ensuring effective and transparent financial management. The Finance Assistant promotes a client-oriented approach and ensures adherence with relevant UNFPA policies, procedures, rules and regulations.

How you can make a difference:

UNFPA is the lead United Nations agency for delivering a world where every pregnancy is intended, every childbirth is safe, and every young person's potential is fulfilled. The UNFPA Strategic Plan for 2026-2029 articulates the organization’s response to a complex global environment, providing a roadmap for resilience and renewal. It is designed to accelerate the implementation of the Programme of Action of the International Conference on Population and Development (ICPD) and the achievement of the Sustainable Development Goals by 2030. This mandate is pursued through a focus on four interconnected outcomes: ending the unmet need for family planning; ending preventable maternal deaths; ending gender-based violence and harmful practices; and adapting to demographic change through evidence and rights-based policies.

In a world where fundamental human rights are at risk, we need principled and ethical staff who embody these international norms and standards and will defend them courageously and with full conviction.

UNFPA is seeking candidates who transform, inspire, and deliver high-impact sustained results, ensuring effective external relations, communications, partnership-building and resource mobilization in a rapidly changing development and funding landscape. We need staff who are transparent, exceptional in how they manage the resources entrusted to them, and who commit to delivering excellence in programme results

Job Purpose:

The Finance Assistant will provide overall financial management support to the Finance Associate in the Operations Team. The Finance Assistant works in close collaboration with the operations, programme and project teams in the UNFPA CO; s/he facilitates smooth operations, helps resolve any complex financial issues, and ensures high quality and accuracy of work.

You would be responsible for:

1. Implementation of operational strategies:

• Confirms full compliance of financial processes and financial records with UNFPA rules, regulations, policies, and strategies.
• Provides input to the CO business processes mapping and elaboration of the content of internal Standard Operating Procedures in finance in consultation, with the direct supervisor and office management.
• Provides input to the finance unit and operations annual plan.

2. Acting as the payment focal point, including preparing Payment Vouchers, Journal Vouchers and GLJEs:

• Reviews payment request submitted through aodocs and ensure enough supporting documents are uploaded.
• Create invoices in Quantum to disburse all payments to the vendors through ERP system ensuring availability of funds.
• Reviews cash advance request documents, provides inputs and processes prepayment invoices in ERP for advance settlement the approved documents. Ensures settlement of the cash advance on time and creates necessary vouchers in the ERP.
• On a monthly basis, checks and charges proper Chart of Accounts, in case they are wrongly charged.
• Deposits any refund of funds/receipt of funds related to UNFPA to UNDP bank account.
• Prepare adjustment vouchers.
• Ensure proper processing of VAT; ensure VAT records are maintained, followed up with relevant authorities for timely refunds.
• Maintains VAT records and reconciliations as required by policies and procedures.
• Supports the Finance Associate in programme finance related issues.

3. Acting as FACE focal point for all the FACE forms of all IPs:

• Follows-up and receives FACE forms from implementing partner focal persons for timely processing of disbursements and recording of expenditures.
• Registers the FACE forms in the standard table developed for keeping record of FACE forms processed or pending processing for following up with concerned focal persons.
• Processes the FACE form voucher(s) originated through QuantumPlus and proper filing.
• Facilitates the finance-related training organized for the staff and IPs.

4. Receiving and reviewing the Travel Claim (TC) / F10 forms:

• Review of the Travel Claims submitted through UNALL, as per the financial and travel policy of UNFPA.
• Ensures proper settlement of Travel Claims including providing feedback to the sub-offices, as required.
• Ensures for proper charging of accounts.

5. Liaises with UNDP Finance Section and Bank for timely transfer of funds:

• Follows-up with UNDP for timely processing of payment vouchers processed to be picked up in the pay cycle.
• Follows-up with UNDP finance and bank(s) for timely release of funds/payments to the vendors.
• Liaises with UNDP on Receivables and ensures the correct Chart of Accounts is applied. Obtains Deposit ID numbers from UNDP finance to communicate with UNFPA HQ, as required.

6. Effective maintenance of Files/e-files of financial documents:

• Files the vouchers in a proper manner regularly.
• Files the finance related documents, i.e., AWPs, IP Agreements, FACE forms, projects &, etc. properly for easy reference and retrieval.
• Make sure that all vouchers and supporting documents are properly scanned and e-filed on a regular basis.
• Retrieves and supports FA prepare documents for audits, IP audits and spot checks, or other assurance related activities.

7. Production of various reports from ERP systems and ensuring compliance with Mandatory Tasks:

• Produces different types of financial reports from ERP Systems and reporting portal.
• Monitors financial dashboard regularly and clean it to maintain the quality of vouchers.
• Assists with follow-up with relevant colleagues to ensure compliance with mandatory tasks.

8. Acting as a custodian of petty cash funds:

• Responsible for safekeeping of petty cash funds.
• Maintains petty cash register for recording transactions made through petty cash.
• Reconciles petty cash funds with the expenses on a daily basis.
• Make payments after Petty cash vouchers as approved.
• Compiles the petty cash vouchers and forward for replenishment.
• Assists in responding to HQ queries and maintaining records.

9. Others:

• Perform any other duties assigned by the Country Office Leadership.
• Collaborates with team members, programme partners, and sub-grantees to ensure safe implementation of programmes at the community level applying Do No Harm approach.
  

Qualifications and Experience:

Education:

• Completed Secondary level education in Finance, Business Administration, Accountancy, Public Administration and related fields with five (5) years of relevant work experience OR Bachelor’s degree in above mentioned field with two (2) years of relevant work experience.
  

Knowledge and Experience:

• Relevant experience in the field of finance - accounts receivable, accounts payable, general ledger maintenance, etc.
• Experience in the application of Quantum/ERP systems would be advantageous.
• Proficiency in use of Word, Excel and Google based systems.
• Strong written and oral communications skills.
• Ability to organize effectively, work under pressure with attention to detail, precision and accuracy.

Languages:

• Fluency in Nepali & English (oral and written); Other UN languages is an asset.

Required Competencies:

Values:

• Exemplifying integrity,
• Demonstrating commitment to UNFPA and the UN system,
• Embracing cultural diversity,
• Embracing change.

Core Competencies:

• Achieving results,
• Being accountable,
• Developing and applying professional expertise/business acumen,
• Thinking analytically and strategically,
• Working in teams/managing ourselves and our relationships,
• Communicating for impact .

Functional Competencies:

Compensation and Benefits:

This position offers an attractive remuneration package including a competitive net salary plus health insurance and other benefits as applicable.

UNFPA provides a work environment that reflects the values of gender equality, diversity, integrity and healthy work-life balance. We are committed to ensuring gender parity in the organization and therefore encourage women to apply. Individuals from the LGBTQIA+ community, minority ethnic groups, indigenous populations, persons with disabilities, and other underrepresented groups are highly encouraged to apply. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. UNFPA promotes equal opportunities in terms of appointment, training, compensation and selection for all regardless of personal characteristics and dimensions of diversity. Diversity, Equity and Inclusion is at the heart of UNFPA's workforce - click here to learn more.

Disclaimer:

Selection and appointment may be subject to background and reference checks, medical clearance, visa issuance and other administrative requirements.

UNFPA does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process and does not concern itself with information on applicants' bank accounts.

Applicants for positions in the international Professional and higher categories, who hold permanent resident status in a country other than their country of nationality, may be required to renounce such status upon their appointment.