Job Responsibilities

• Review and ensure all request for payments, requisitions and required vouchers, all payments and receipts are in compliance with the UNCTAD/ASYCUDA Rules and Regulations, financial recording/reporting system, and follow-up on audit recommendations; implementation of effective internal controls, proper functioning of a client-oriented financial resources management system.
• Plans, guides and controls the use of programme financial resources.
• Under the direction of the Project Manager, prepares and manages project budgets, and complete budget revisions in a timely manner.
• Conducts monthly analysis and monitoring of budget expenditures by maintaining a shadow accounting- tracking mechanism so the financial status of the project is monitored;
• Participates in project audits, control on the follow up, ensure implementation of all audit findings;
• Responds to all requests and questions related to programme delivery;
• Ensures the correct filing and storage of legal documents and binding agreements at project level.
• Exercises proper control and maintenance of (e-)filing of the supporting documents for payments, review projects financial reports and safekeeping of confidential materials; ensures accuracy of all programme filings.
• Maintains the internal expenditure control system, which ensures that vouchers processed are matched and completed, transactions are correctly recorded, and ensure same is done for all programme level filings.
• Follows upon the acquittal of cash advances issued to project implementing partners;
• Advise the project team on the specific EU financial guidelines. 
• Acts as the audit focal point and provides information for audits and review; 
• Ensures full compliance of financial activities, financial recording/reporting system and audit follow up with UNCTAD/ASYCUDA rules, regulations, policies and strategies; implementation of the effective internal control, proper design and functioning of the financial resources management system;
• Maintains all project documentation in electronic and/or hard copy format (including financial records such as supporting documents for vouchers and POs and general filing system on project issues), according to UNCTAD/ASYCUDA policies and guidelines;
• Provides support to procurement processes including review and compilation of necessary documentations during procurement process;
• Reviews and verifies invoices and common services expenses (rent, utilities, phone, miscellaneous);
• Organizes project-related meetings for key partners;
• Supports the process of hiring and administration of consultancy contracts and administration of human resources within the assigned projects;
• Coordinates project staff and stakeholders’ travel, including development of logistical notes, maintenance of project calendar;
• Support entry of travel requests under the Travel and Expense Module and TRIP clearance;
• Follows up on advances and support travel related queries;
• Coordinates with UNDP where required for vendor entry and creation of travel profile
• Responsible for development, maintenance and updating of the asset register for all equipment purchased within the assigned projects;
• Provides administrative and logistics support to project events and meetings;
• Ensures timely processing of staff/workshop participants travel claims in line with financial procedures;
• Ensures overall smooth operational and administrative functioning of the projects for delivery of results
• Prepare financial ad-hoc reports upon request of PM or by EU Management.
• Maintenance of accounts receivables for the project and inform PM on need to follow up on contributions.
• Produces quarterly combined delivery reports for the donors, as well as oversees the preparation of delivery reports and closing of project transactions at year end;
• Contributes to year end reporting including preparation of annual reports;