Administrative and Finance Assistant
Brasília | Brazil
Job Title: Administrative and Finance Assistant
Department: Brazil CO
Reports to (Title/Level): Programme Analyst, Head of the Gender-responsive Governance portfolio, Women’s Leadership and Participation/NO-B
Duty Station: Brasília, Brazil - Current Grade: SB3-4
UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security.
The UN Women Country Programme in Brazil is implemented in line with the national development priorities, as well as in the framework of the international commitments to gender equality and empowerment of women, as well as the UN frameworks and instruments on Human Rights, of which Brazil is signatory, such as the CEDAW, CERD, Beijing Platform for Action, Durban Action Plan, Agenda 2030, as well as the UN Security Council Resolutions on Women, Peace and Security. It is aligned with the United Nations Sustainable Development Partnerships Framework.
The UN Women Country Office in Brazil focuses on three key areas:
1.Women lead, participate in, and benefit equally from governance systems
2.Women have income security, decent work, and economic autonomy
3.All women and girls live a life free from all forms of violence
UN Women also coordinates and promotes the UN system’s work in advancing gender equality. As part of the United Nations Country Team, leads the Inter-Agency Thematic Group on Gender, Race and Ethnicity, and actively contributes to the other UN inter-agency mechanisms.
Under the supervision of the Programme Analyst, the Administrative and Finance Assistant supports the Gender-responsive Governance, Women’s Leadership and Participation area by performing a variety of standard administrative processes ensuring high quality and accuracy of work. The Administrative and Finance Assistant provides support to other programmes and projects in the area. Sh/e promotes a client, quality and results-oriented approach.
The Administrative and Finance Assistant works in close collaboration with the programme and projects staff and the Operations team to ensure consistent service delivery.
Duties and Responsibilities
1.Support implementation of the programme and financial management strategies by:
•Ensuring full compliance of financial processes, financial records and reports with UN Women rules andregulations and other relevant policies on financial recording/reporting system.
•Following-up on audit recommendations; implementing effective internal controls over the proper functioning ofa client-oriented financial resources management system;
•Providing day-to-day financial management and operational support to the project in accordance with UNWomen rules and regulations and relevant Standard Operating Procedures (SOPs);
2.Provide support to management and administration of project budget by:
•Assisting in the preparation and monitoring of project budgets, assist in the preparation of these budgets andmaintaining necessary budgetary controls and records;
•Collecting and presenting financial information for formulation of the project/country programme work plans,budgets, proposals on implementation arrangements and execution modalities
•Ensuring accuracy verification of Delivery Reports;
•Providing information for the audit of projects, and implementation of audit recommendations;
•Implementing control mechanisms for the projects through monitoring of budget preparation and modifications;
•Analyzing, reviewing and certifying the cost recovery charges levied by UNDP for their services related to theproject in supporting programme implementation;
•Supporting the preparation of travel requests and monitoring project travel advances, claims and settlements.
3.Provide accounting and administrative support to the Project Management focusing on the achievement of thefollowing results by:
•Preparing requests of payments (PO and Non-PO vouchers) APJVs and GLJEs and submitting them throughPlanner
•Ensuring that vouchers processed are matched and completed, transactions are correctly recorded and posted inAtlas;
•Preparing financial reports as required; provision of inputs to reports including donor reports;
•Generating project expenditure reports on a monthly and ad hoc basis to review the accuracy of expendituredata captured in Atlas;
•Maintaining filing of all physical and virtual files;
•Providing administrative coordination support for internal/external and annual audit exercises;
•Examining all financial reports from grantees for accuracy and alignment with the project; budget and work planand follow-up on correction of mistakes/deviations, if any;
•Following up on receipts creation in Atlas;
•Providing other administrative and logistical support for procurement, events and meetings.
4.Ensure facilitation of knowledge building and knowledge sharing by:
•Facilitating/conducting training for the operations/programme/projects staff on Finance;
•Synthesizing lessons learnt and best practices in Finance;
•Providing sound contributions to knowledge networks and communities of practice
•Respect for Diversity
•Awareness and Sensitivity Regarding Gender Issues
•Creative Problem Solving
•Leading by Example
•Strong knowledge of financial rules and regulations and accounting principles;
•Strong knowledge and application skills of IT tools and understanding of management systems;
•Strong knowledge of spreadsheet and database packages;
•Ability to provide input to business processes re-engineering, and implementation of new systems;
•Ability to administer and execute financial and accounting processes and transactions.
Required Skills and Experience
V. Recruitment Qualifications
Education and certification:
Bachelor’s degree in Business Administration, Commerce, Finance and any other related fields.
•At least 5 years of progressively responsible experience in finance, administration,and/or programme support service or other related fields;
•Experience in the usage of computers and office software packages (MS Word, Excel,etc.) and spreadsheet and database packages, experience in handling of web-basedmanagement systems is required.
•Experience in the use of a modern web-based ERP System, preferably Oracle Cloud, is desirable.
Working knowledge in English is required. Fluency in Spanish is an asset.
Recruitment Process Application and Submission:
In case of not mentioning the essential requirements in your application, your application will not be considered for evaluation test and, therefore, will be discarded from the process. Only those applications that fit on the shortlist will be contacted for an interview (if applicable). UN Women assumes no responsibility and only describes one of the many ways to compress documents related to the application. You may use whichever one you deem appropriate. All applicants must complete the online at UNDP Jobs website (Careers | United Nations Development Programme) no later than 11:59 pm 12/03/2023. Completed and signed UN Women Personal History form (P-11) in English which can be downloaded from:
NOTE: Applicants that do not complete the online application and send the supporting documents will not be considered. Applicants that fail to provide evidence of the information given in the online form and/or P-11 form will be disqualified.
Diversity and Inclusion: At UN Women, we are committed to creating a diverse and inclusive environment of mutual respect. UN Women recruits, employs, trains, compensates, and promotes regardless of race, religion, color, sex, gender identity, sexual orientation, age, ability, national origin, or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, competence, integrity, and organizational need. If you need any reasonable accommodation to support your participation in the recruitment and selection process, please include this information in your application. UN Women has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UN Women, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. All selected candidates will be expected to adhere to UN Women’s policies and procedures and the standards of conduct expected of UN Women personnel and will therefore undergo rigorous reference and background checks. (Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.)
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