Finance and Operations Assistant

This Vacancy Announcement is being published by UNOPS - ECR Geneva on behalf of the SEforALL Initiative
Sustainable Energy for All (SEforALL) is an International Non-Governmental Organization operating a world-wide multi-stakeholder platform focused on the delivery of Sustainable Development Goal #7.  Launched as a UN initiative in 2011 by the Secretary General of the United Nations, Ban Ki-Moon, SEforALL is widely acknowledged for its achievement in raising global awareness of the world's sustainable energy challenges, ensuring they were included in the UN's Sustainable Development Goals. SEforALL is directed by its CEO and supports the work of the CEO as she carries out her duties as the Special Representative of the United Nations Secretary General (SRSG) for Sustainable Energy for All, as well as her role as the co-chair of UN-Energy.  These roles include advising the UN Secretary General and his staff on issues relating to sustainable energy and the implementation of Sustainable Development Goal 7 (SDG7) and supporting the coordination of sustainable energy issues in the United Nations system.  The Secretary General’s advisory committee on Sustainable Energy for All will be supported by the SRSG and SEforALL.

The ambitions of SDG7 on ensuring universal access to affordable, reliable and modern energy services by 2030 are extraordinary.  Aiming to achieve them in the context of the Paris agreements involves transformation at a scale never undertaken by humanity before. Swift action needs to be taken by leaders in governments, companies, institutions, financiers, development banks, unions and communities, entrepreneurs and civil society.  As a global team, SEforALL crafts interventions that support these leaders in accelerating the delivery of actions.  All interventions comprise one or more of SEforALL’s competencies: (i) to marshal the evidence, (ii) to benchmark progress towards SEforALL objectives, (iii) to amplify the voices of the energy poor; (iv) to tell stories of success, and (v) to connect stakeholders to each other and to solutions. All interventions systematically draw on strategic insight, build on compelling communications, and are delivered through and include action-oriented partnerships. http://www.seforall.org/

Context of Assignment

The SEforALL Operations team faces the challenge of ensuring smooth operations in a rapidly changing and growing environment.  As a growing organization, there are ongoing improvements being implemented in SEforALL operations. The role, therefore, provides ample room for growth. Under the overall guidance of the SEforALL Chief Administrative Officer and managed by the Finance and Operations Manager, the Finance and Operations Assistant’s role will primarily be to assist with the financial management of the organization, and to provide support for all operational activities, including financial management, travel, procurement, HR, asset management, IT, and administration.  The role is varied and requires a motivated, self-managing, problem solving individual, who can anticipate and resolve emerging issues.

Content and methodology of supervision: The Finance and Operations Assistant will be supervised through individual meetings with the Finance and Operations Manager, through weekly team meetings, and through periodic performance appraisals.

The Finance and Operations Assistant will be located in the Vienna office, and will be responsible for providing support to the Sustainable Energy for All Operations Team.  The Finance and Operations Assistant role includes responsibilities as set out below:

• Perform journal entry to the SEforALL financial system and reconciliation of the data in the financial system to source systems or documents.  This includes supplier account, bank, petty cash and other periodic reconciliations.
• Produce regular and ad hoc expenditure and other reports to facilitate informed decision-making.
• Monitor reports to identify issues and propose corrective action where required.
• Work with managers and staff across SEforALL to improve planning, implementation and to ensure that planned activities are correctly reflected in financial and other reports. 
• Assist with the annual budget and ongoing forecasting.  Work with managers to collect information, summarize and prepare budgets and forecasts, and report against them.
• Support the procurement and travel booking and provide support in the formulation of procurement documentation.
• Maintain the register for all invoices and payment transfers and record paperwork, to ensure that all documents are maintained and filed in compliance with SEforALL standards and guidelines.
• Perform administrative duties related to the monitoring and recording of fixed assets, to ensure that assets are correctly identified and regularly updated.
• Assist in providing the procedural and technical support to staff within the areas of finance, treasury and budget, to ensure compliance with SEforALL financial policies, guidelines and procedures.
• Monitor petty cash, and bank balances and ensure timely payments to suppliers and from donors.
• Support the travel booking process, coordinating with travelers, approvers and suppliers preparing travel approval forms, obtaining flight quotations, calculating allowances, and preparing analysis as appropriate. 
• Assist with the administration of the IT support, systems, and hardware.
• Provide administrative support as requested and support other activities as requested including HR, finance, procurement, knowledge management.

• High school diploma or equivalent. BA degree or equivalent in Business Administration, Finance, Accounting, Operational Management, Economics, or similar university degree will be consider an as an asset.
• Minimum of 2 years of experience in Finance desirable.
• Experience in working with Excel, ERP systems, in particular Sage, and project management tools
• Experience in a fast-paced environment that requires flexibility and a commitment to results.
• Experience in operating across multiple time zones and with distributed teams.
• Affinity with, and demonstrated interest, in running business processes
• Familiarity with UNOPS considered an asset.

Languages:

Fluency in English with strong written and verbal communication skills required. Knowledge of German language considered an asset.

-   SEforALL provides competitive compensation packages at its locations in Vienna and Washington and modern workplace arrangements in terms of flexibility and results orientation;

-  Applications received after the closing date will not be considered.

-  Only those candidates that are short-listed for interviews will be notified.

-   Qualified female candidates are strongly encouraged to apply.

-   SEforALL reserves the right to appoint a candidate at a level below the advertised level of the post