Finance Associate

Background

The 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 Finance Associate reports to the Operations Manager for guidance and supervision and is responsible for managing and supervising the execution of a wide range of financial services and administrative processes in Sierra Leone Country Office, ensuring timeliness, efficiency and transparent use of financial resources and delivery of services in accordance with organizational financial rules, regulations, policies, procedures and approved allocations. The Finance Associate promotes a client-oriented approach consistent with UN Women rules and regulations, standard practices and guidelines.

The Finance Associate works in close collaboration with the Operations Team in the Regional Office as well as with the Operations and Programme teams in UN Women HQ for solving complex finance-related issues and information delivery.

Duties and Responsibilities

Summary of key functions:

• Administration and implementation of program and operational financial services
• Support Sierra Leone CO Management in the preparation, and administration of budget;
• Accounting services and administrative support;
• Facilitation of knowledge building and knowledge sharing;
• Administration and implementation of program and operational financial services.

• Review drafts for Donor/cost sharing and Trust Fund agreements including conditions of contributions within resource mobilization efforts and ensure Legal Section policies for standard and non-standard agreements are followed. Follow up on contributions within Sierra Leone CO resource mobilization efforts;
• Monitor and implement an effective and proper functioning of the financial resources management system for office and programmatic budgets and resources;
• Manage the financial business processes; mapping and elaboration of the content of internal Standard Operating Procedures in finance, in consultation with the supervisor;
• Monitor the financial status and implement control mechanisms for management of office department (core) and development projects (core programmable, non-core and trust funds) and keep stakeholders and clients informed for timely actions/decisions;
• Regularly review with Budget owners and Project managers, in line with Month-end Closure Checklist, the Project Delivery Status Reports and investigate any overspend and take immediate  corrective action;
• Assist with preparation for Audit of Projects and Partners by third party audit firm.  Follow-up and/or take action on audit recommendations to ensure implementation of corrective actions. Assist in reviewing the audit reports on NGO executed projects.

   Support Sierra Leone CO Management in the preparation and administration of budgets

• Collect, verify and present thoroughly researched information and data for use in the planning of financial resources and the formulation of country program work plans, budgets, proposals on implementation arrangements and execution modalities;
• Input data in Atlas for new grants in the form of Annual Work Plans (AWPs) and monitor status. Keep stakeholders and clients informed for timely action and/or decisions;
• Contribute to office budget planning and preparation by presenting thoroughly researched information for planning of financial resources of the Sierra Leone CO;
• Provide information/guidance to the executing agencies on routine implementation of projects. Keep track of the appropriate and timely use of financial resources;
• Implement control mechanism for development projects through monitoring budgets preparation and modifications and budgetary status. Track and report on program and operational financial resources;
• Assist Project Managers to ensure project Budgets are correctly and timely entered into ATLAS;
• Assist Project Managers with budget rephasal as required or when requested by Budget Section on timely basis;
• Take appropriate action to ensure accuracy of information;
• Prepare timely cost recovery documents for the services provided by UN Women to non-core programmes by core programme resources or to prepare bills to services provided to other organizations for reimbursement, as required. Elaborate and implement the income tracking system and follow-up on cost recovery.

Accounting services and administrative support

• Keep abreast of and ensure full compliance with amendments to International Public Sector Accounting Standards (IPSAS);
• Keep abreast of and ensure full compliance with all UN-Women Financial Regulations and Rules, Operations manuals, Internal Control Framework, Standard operating procedures, Finance manual, and Delegations of Authority to ensure consistency across Regional office and Country offices in the region.  Provide recommendations to Operations Manager for proposed amendments;
• Analyze/interpret the financial rules and regulations, as well as established policies and procedures, and provide advice and recommend solutions to a wide range of financial issues;
• Review and verify financial transactions/activities/documentation for accuracy, appropriateness and completeness and ensure full compliance of financial services and transactions with UN Women rules, regulations, policies and recording and reporting systems. Certify transactions for accuracy and propriety prior to submission to the supervisor for approval and/or action;
• Timely preparation of verified payment vouchers based on proper supporting documents authorized by the budget owners and project managers;
• Maintain internal expenditures control systems to ensure that vouchers processed are matched and completed, transactions are correctly recorded and posted in Atlas, payrolls are duly prepared and processed; travel claims, and other entitlements are duly processed.  Review on a weekly basis payment vouchers which are in error in ATLAS, investigate and take necessary corrective action timely;
• Prepare General Ledger journal entries (GLJEs) from proper supporting documents authorized by the budget owners and project managers;
• Review accounts receivables for UN-Women projects and follow-up with project managers and Finance section at headquarters on contributions, deposits creation in Atlas and their application to accounts receivable and milestone pending items.  Review on a weekly basis Unapplied deposits list on Finance Section intranet page to ensure all receipts for Sierra Leone CO are identified timely;
• Action timely the items in the Month-end Closure Checklists and Year-end Closure checklist which are applicable to the Finance Associate, as issued monthly by Chief of Accounts.  Maintain up to date and accurate data in Atlas in relation to Petty Cash reconciliation, Outstanding Partner advances, Staff Advances/Other Advances, VAT/Sales Tax (as applicable), General ledger journal entries (GLJEs), Accounts Payable journal entries (APJVs), Petty Cash,  and Travel claims and take timely corrective actions on erroneous data.  Conduct other work as required by Operations Manager or Finance Section;
• Maintain proper follow up of advances to implementing partners, review their financial reports (FACE form) and supporting documentation together with Project Managers and be fully satisfied before creating APJV for liquidation of advance or payment voucher for next payment installment. Ensure Cash advances and other cash transfers to partners policy in the Programme and Operations Manual (POM) is followed;
• Liaise with Finance Section for requests for preparation of donor reports and review and comment on draft financial reports in conjunction with project managers.
• Manage petty cash in accordance with policy in POM, ensuring accuracy and transparency in use and reporting;
• Respond to instructions from the Chief of Accounts or Finance Section in relation to financial transactions.  Undertake timely corrective actions as requested by Finance Section to resolve financial data issues or provide information;
• Prepare timely VAT reimbursements with adequate documentation support (where applicable).
• Monitor for unusual financial activities or transactions, investigate anomalies and report to the Operations Manager and Chief of Accounts (where significant) and/or present recommendations for actions/decisions.
• Ensure all supporting documents on financial transactions are secured and properly filed.
• Recommend and/or implement cost saving and reduction strategies, in consultation with the office management.
• Participate as a member of the Regional office team in the internal and external audits of the Regional office or Country offices in the region, including full understanding of audit preparation requirements, audit recommendations and clearance timetable.
• Actively promote a client-oriented finance service to Regional office and Country offices.

Facilitation of knowledge building and knowledge sharing

• Supervise and guide staff and personnel under his/her responsibility, as applicable, provide technical guidance and monitor performance to ensure delivery of results according to plans and standards of accountability and performance;
• Undertake all trainings in relation to financial management provided, including webinars from headquarters.  Actively promote participation in training for all Finance Associates in the country offices in the region;
• Contribute to training initiatives on financial processes by conducting training and/or organizing training events and activities within office or country offices and within the region;
• Capture, synthesize and/or codify lessons learned and best practices in financial management and services. Disseminate to Operations Manager, Chief of Accounts, clients and stakeholders as appropriate to build capacity and knowledge;
• Design and/or introduce innovations in financial business operational practices and management, in line with approval from Operations Manager/Chief of Accounts;
• Actively build partnerships within UN Women in region and also headquarters as well as other UN Agencies in country and the region;
• Prepare Performance Plan for yourself based on the work plan of the office and ensure preparation and review meets established timelines.

Competencies

Core Values:

• Respect for Diversity
• Integrity
• Professionalism

Core Competencies:

• Awareness and Sensitivity Regarding Gender Issues
• Accountability
• Creative Problem Solving
• Effective Communication
• Inclusive Collaboration
• Stakeholder Engagement
• Leading by Example

FUNCTIONAL COMPETENCIES:

• Good knowledge of administrative and financial rules and regulations;

• Ability to administer and execute administrative processes and transactions;
• Ability to extract and interpret data;
• Ability to manage business processes re-engineering, and implementation of new systems;
• Ability to perform work of confidential nature and handle a large volume of work;
• Strong IT skills;
• Ability to priorities work and to multi-task;
• Ability to handle web-based management systems.

Required Skills and Experience

Education:

• Secondary Education is required.
• Specialized national or international certification in accounting and finance would be an asset.
• University Degree in Business or Accounting desirable, but it is not a requirement.

Experience:

• 7 years of progressively relevant finance work experience is required.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and knowledge of database packages, working experience in web based ERP financial systems (i.e. SAP, PeopleSoft, Oracle, etc). 
• Knowledge of IPSAS and/or IFRS is desirable.
• Successful completion of UN Women Accountancy & Finance Test required

Language Requirements:

• Written and oral proficiency in English is required.
• Depending on the duty station, a working knowledge of another UN language such as French, Spanish, Arabic, or Russian may be required.