UN Women: Operations and Reporting Associate
New York City (United States of America)
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 Policy Division develops and implements the UN Women programme of work on analysis, research and knowledge management that provides the evidence base for the advice and guidance UN Women provides to the intergovernmental process, the UN system, and to UN Women staff working at country and regional level. It identifies emerging issues and trends, and develops and proposes new strategies for achieving the agreed goals through innovative approaches and lessons learned about what works in practice.
The Policy Division undertakes issues-based research; analyzes data on country, regional or global trends; builds a knowledge base on policy commitments and their implementation; proposes evidence-based options for global policy, norms and standards and for UN Women’s flagship programmes; and contributes substantive inputs to policy advocacy and technical cooperation programmes.
Under the European Union’s Partnership Instrument, UN Women is implementing with the European Union and the International Labour Organization an innovative project on “Promoting women’s economic empowerment at work through responsible business conduct – G7 countries” over a period of three years. The project’s guiding platform are the Women’s Empowerment Principles, established by the UN Global Compact and UN Women. The project has two main objectives: (1) Facilitate dialogues and exchanges among G7 countries' public and private sector; and (2) Further engage with the private sector in the elimination of gender inequality faced by women in the world of work.
Under the direct daily supervision of the Policy Advisor, Women’s Empowerment Principles (WEPs), the Operations and Reporting Associate is responsible for the finance, administrative and programmatic support for effective implementation of this EU-funded programme. The Operating and Reporting Associate has a reporting line to the Chief of Accounts for responsibility 1 of this Job Description.
Duties and Responsibilities
Administer the project budget and financial management of the project in full compliance of UN Women Financial Rules and Regulations, accounting policies, guidance and standard operating procedures, and recording and reporting system:
- Respond to instructions from the Chief of Accounts or Finance Section in relation to the programme’s financial transactions. Undertake timely corrective actions as requested by Finance Section to resolve financial data issues or provide information.
- Consult Finance Section experts for all solutions on financial issues.
- Ensure full compliance with UN Women rules and regulations on financial recording/reporting system and follow-up on audit recommendations and implementation of effective internal controls, proper functioning of a client-oriented financial resources management system.
- Ensure compliance with EU General and Special Conditions per the Agreement.
- Monitor the setup of budgets in ATLAS to ensure they are in accordance with budgets agreed with donor and are input into ATLAS at the detailed Activity ID level.
- Monitor budgets; undertake regular analysis and reporting on budget approvals and the delivery situation; compile and analytically review data for EU verification; and compile and carry out analytical data review for monthly reporting.
- Administer project budgets, provision of information and input for formulation of project work plans and budgets and coordination of submission and clearing of the budget proposals and financial reports of responsible parties/implementing partners.
- Review with the Programme Manager the project delivery status reports, and assist the Programme Manager in conducting re-phasals and budget revisions in accordance with the project team’s needs.
- Coordinate on ILO financial reports on quarterly basis, ensuring submission in line with EU Budget format; review submission, highlighting any expenditure over budget to Programme Manager and following up with ILO.
- Monitor each month over-expenditure of budgets and follow up with Budget Owner.
- Monitor regularly transactions posted to projects ensuring actual expenditure has been recorded against correct budget category and activity, take timely corrective actions, as required.
- Review on a quarterly basis, consolidated financial report budget compared to actual expenditure in budget format with Finance Section Reporting Team. Investigate any issues identified and take timely corrective action.
- Prepare PO and non-PO vouchers for the project.
- Prepare General Ledger Journal Entries (GLJEs) from proper supporting documents authorized by the budget owner.
- Review transactions in Atlas, ensuring payroll, travel claims, and other entitlements are processed.
- Maintain proper follow up of advances to implementing partners, review their financial reports together with project managers.
- Monitor the financial status and, under the guidance of the Operations Manager, implement control mechanisms for management/development projects.
- Undertake corrective actions on un-posted vouchers, including vouchers with budget check errors, match exceptions and unapproved vouchers. Frequently review and investigate payment vouchers which are in error.
- Collect, document and prepare notes on lessons learned and good practices of the project’s financial management, regarding compliance with EU financial rules and regulations.
Provide administrative support to the programme team and activities.
- Provide logistical and administrative research and documentation support to the team.
- Manage logistics related to staff travel, such as travel authorizations, travel claims and visas, and help with organizing events, including logistics and travel of partners and stakeholders.
- Draft TOR, MOUs, cost sharing agreements and other project-related documentation.
- Provide coordination and administrative support in monitoring and evaluating the performance of partners under contracts/agreements with UN Women.
- Set up webinars, video conferences and organize other team-related meetings.
- Manage programme asset and project’s filing system.
Provide programmatic support to the team:
- Provide administrative support in the implementation of activities according to the project work plan.
- Provide guidance to implementing partners to ensure full compliance with operational UN Women rules and regulations in terms of procurement, human resources, and finance.
- Facilitate of knowledge building and knowledge sharing within the project as well as with other UN Women project in partnership with the EU.
- Maintain ongoing contact and close communication with partners, and manage the email marketing database of partners and stakeholders.
- Provide administrative support in quality assure, format and validate resources and other learning and knowledge products on EmpowerWomen.org and WeLearn.unwomen.org.
- Support the maintenance of the WEPs database of companies, including the sign-on process, due diligence of companies and logo/media enquiries.
- Act as focal point in the team’s customer service and communication with stakeholders, including Empower Women members and users and WEPs signatories, and support the development of FAQ and Q&A toolkits.
- Provide inputs to data collection and reporting against agreed project targets and indicators, and draft inputs with the development of annual donor reports and other reporting obligations.
- Coordinate the procurement of suppliers for editing, translation, printing and dissemination processes of publications, online and audio-visual materials.
Key Performance Indicators:
- Timely and accurate advice on UN Women/EU financial rules and regulations.
- Timely, complete and accurate financial transactions/activities/documentation and support to the project team.
- Effective programmatic and administrative support to the project team and its partners and stakeholders.
- Positive contributions to the team environment.
- Respect for Diversity.
- Awareness and Sensitivity Regarding Gender Issues;
- Creative Problem Solving;
- Effective Communication;
- Inclusive Collaboration;
- Stakeholder Engagement;
- Leading by Example.
Please visit this link for more information on UN Women’s Core Values and Competencies:?http://www.unwomen.org/-/media/headquarters/attachments/sections/about%20us/employment/un-women-employment-values-and-competencies-definitions-en.pdf
- Excellent knowledge of UN and EU financial rules and regulations and accounting principles.
- Ability to administer and execute financial and accounting processes and transactions.
- Ability of provide input to business processes, re-engineer and implement new systems.
- Excellent knowledge and application of IT tools and understanding of databases, spreadsheets, knowledge management and learning management systems. Knowledge in using design tools (e.g. InDesign) an advantage.
- Good problem solving skills.
- Excellent organizational skills and ability to pay close attention to detail.
- Shares knowledge and experience.
- Actively works towards continuing personal learning and development, acts on learning plan and applies newly acquired skills.
- Ability to perform work of confidential nature and handle large volumes of work under time constraints.
- Demonstrated effectiveness in establishing and fostering good relations with representatives of various stakeholder groups.
Required Skills and Experience
- Completion of secondary education is required.
- Specialized national or international certification in accounting and finance is an asset.
- Bachelor’s degree in finance or accounting is an asset.
- Successful completion of UN Women Accounting and Finance Test is required.
- At least 7 years of progressively responsible experience in finance;
- Experience support EU-funded projects is an asset.
- Experience in the use of PeopleSoft ATLAS is an asset.
- Experience in the usage of computers and office software packages (MS Word, Excel etc.), spreadsheet and database packages, experience with web-based management systems (e.g. Sitecore, Moodle).
- Excellent knowledge of UN financial rules and regulations and results-based management. Knowledge about EU financial rules an asset.
- Fluency in English is required;
- Working knowledge of another UN official working language or Japanese is an asset.
Notes:GS fixed-term appointment (FTA) and temporary appointment (TA) positions located in New York are open to candidates who are either US Permanent Residents, US Citizens or holders of a valid G4 visa at the time of their application and whose G4 visa has been acquired on account of their employment in the UN Systems based in New York.In July 2010, the United Nations General Assembly created UN Women, the United Nations Entity for Gender Equality and the Empowerment of Women. The creation of UN Women came about as part of the UN reform agenda, bringing together resources and mandates for greater impact. It merges and builds on the important work of four previously distinct parts of the UN system (DAW, OSAGI, INSTRAW and UNIFEM), which focused exclusively on gender equality and women's empowerment.
All applications must include (as an attachment) the completed UN Women Personal History form (P-11) which can be downloaded from http://www.unwomen.org/about-us/employment.
Kindly note that the system will only allow one attachment, please combine all your documents into one (1) single PDF document. Applications without the completed UN Women P-11 form will be treated as incomplete and will not be considered for further assessment.