Admin and Finance Assistant --National Resilience Programme - Dhaka, BANGLADESH
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.
Since 2012 UN Women Bangladesh Country Office (BCO) has been working on Disaster Risk Reduction/Climate Change Adaptation (DRR/CCA) supporting disaster and climate vulnerable women from the most disaster-prone parts of the country and generating knowledge through series of research and studies to create evidence on how gender inequality drives vulnerability and marginalization and determine ways in which achieving gender equality can lead to a more resilient and empowered Bangladesh. UN Women’s efforts to mainstream gender in DRR/CCA & humanitarian policies strategies and actions, with the belief that such gender responsive DRR/CCA & humanitarian programmes and policies will lead to resilience building and empowerment of women and girls, is acknowledged by the stakeholders. UN Women has been able to motivate some of the concerned parties through knowledge generation and sharing, advocacy and field operation as show case, to strive for achieving gender targets in Sendai framework.
UN Women together with UNDP and UNOPS have jointly developed a 3-year programme, the “National Resilience Programme”, combining its technical fields of expertise – notably in risk governance, disaster risk reduction, gender mainstreaming in policies and programmes, and infrastructure resilience. The National Resilience Programme aims to sustain the resilience of human and economic development in Bangladesh through inclusive, gender responsive disaster management and risk informed development. It will address national capacity to manage risks from natural hazards and achieving resilience against disaster and climate shocks and stresses. The programme will be implemented by 4 government agencies namely Department of Disaster Management (DDM), Department of Women Affairs (DWA), Programming Division of Planning Commission and Local Government and Engineering Department (LGED) with technical support from UN Women, UNDP and UNOPS
Under the supervision of Programme Analyst, DRR-CC-HA (UN Women) and overall guidance from Project Director of DWA sub-project the Admin and Finance Assistant will provide financial and project management support, ensure regular maintenance and updating of project books and accounts and assist in preparing periodic financial and accounting records, maintain inventory of project assets and maintain delivery records.
Duties and Responsibilities
- Provide administrative and logistical support to Department of Women Affairs part of National Resilience Programme:
- Provide administrative support to DWA on routine delivery and reporting of programme supported activities and finances;
- Organize and maintain files, communication products; maintain mailing lists;
- Assist sub-project team for procurement of equipment and services as appropriate;
- Undertake all logistical, administrative and financial arrangements for organizing meetings, workshops, events, and missions;
- Make travel arrangements for the Programme Team, PD and GoB officials including travel requisitions and claims;
- Provide administrative support for audits of programmes/ projects and support implementation of audit recommendations;
- Assist in the timely issuance of contracts and assurance of other eligible entitlements of the projects personnel, experts, and consultants by preparing annual recruitment plans;
- Undertake project closure formalities including submission of terminal reports, transfer and disposal of equipment, processing of semi-final and final revisions, and support professional staff in preparing the terminal assessment reports;
- Keep track & record of Assets for the project
- Maintain & record stock and Inventory register for the project
- Draft minutes of meetings, as and when required;
- Drafting letters (Bangla and English);
- Provide support to UN Women Bangladesh country office finance business processes mapping and monitoring, and implement the internal standard operating procedures in finance in consultation with the direct supervisor and office management:
- Proper management of supporting documents for payments; approval of vendors in Atlas;
- Maintain financial records for UN Women and government/national counterparts as required;
- Provide advice to project staff and national counterparts on UN Women financial rules and regulations, timely corrective actions on un-posted vouchers, including vouchers with budget check errors, match exceptions, unapproved vouchers;
- Maintain the Accounts Receivables for UN Women projects and follow-up with partners on contributions, deposits creation in Atlas;
- Timely review of cash position for local accounts to ensure sufficient funds in hand for disbursements. Timely identification and recording of receipts for income application;
- Monthly review account bank statements in Atlas and reconciliation if required;
- Timely preparation of Monthly Cash Flow forecast and update accordingly;
- Prepares periodic accounting records by recording receipts and disbursements;
- Compiles and verifies budget and accounting data by researching files, calculating costs and estimating anticipated expenditure from readily available information sources under the project;
- Make disbursement from petty cash fund and maintain record of these disbursements and balance accounts as required;
- Responsible for financial closure of all relevant components under the programme including submission of Terminal Report, transfer and disposal of equipment and processing semi-final and final revisions;
- Assist in setting up internal control system and financial data as per GoB and UN Women guidelines;
- Prepare quarterly Fund Authorization and Certification of Expenditures (FACE) and ensure timely submission to UN Women;
- Assist in preparation of Fiscal Year budget and clearing the fund in timely manner;
- Process all types of payment requests for settlement including quarterly advances to the partners;
- Maintain financial statement and monitoring of GoB expenditure (GoB economic code wise);
- Provide support to maintain the NEX/NIM accounts;
- Raising E- requisitions in Atlas for development projects; register good receipts in Atlas;
- Prepare periodic accounting records by recording receipts and disbursements (ledgers, cash books, vouchers, etc.) and reconciling data for recurring or financial special reports;
- Support to the audit under the project.
- Any other related activities as assigned by PD, DWA and UN Women Programme Specialist;
- In addition to general administration responsibilities, also supervise directly and indirectly tasks of the other support staff under the project.
CORE VALUES / GUIDING PRINCIPLES
- Integrity: Demonstrate consistency in upholding and promoting the values of UN Women in actions and decisions, in line with the UN Code of Conduct;
- Professionalism: Demonstrate professional competence and expert knowledge of the pertinent substantive areas of work;
- Cultural sensitivity and valuing diversity: Demonstrate an appreciation of the multicultural nature of the organization and the diversity of its staff. Demonstrate an international outlook, appreciating difference in values and learning from cultural diversity;
- Ethics and Values: Demonstrate and safeguard ethics and integrity;
- Organizational Awareness: Demonstrate corporate knowledge and sound judgment;
- Development and Innovation: Take charge of self-development and take initiative;
- Work in teams: Demonstrate ability to work in a multicultural, multi ethnic environment and to maintain effective working relations with people of different national and cultural backgrounds;
- Communicating and Information Sharing: Facilitate and encourage open communication and strive for effective communication;
- Self-management and Emotional Intelligence: Stay composed and positive even in difficult moments, handle tense situations with diplomacy and tact, and have a consistent behavior towards others;
- Conflict Management: Surface conflicts and address them proactively acknowledging different feelings and views and directing energy towards a mutually acceptable solution;
- Continuous Learning and Knowledge Sharing: Encourage learning and sharing of knowledge;
- Appropriate and Transparent Decision Making: Demonstrate informed and transparent decision making;
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
- Demonstrated development/programming skills particularly those that are pertinent to UN Women strategic priorities on gender issues and women’s rights;
- Ability to lead formulation, implementation, monitoring and evaluation of disaster management programmes;
- Ability to develop detailed operational plans, budgets, and deliver on them for development results;
- Good knowledge of Results Based Management principles and approaches;
- Ability to establish and maintain broad strategic networks and partnerships with UN agencies and other international partners to promote partnership and build alliances to advance organizational interests and competencies CORE VALUES / GUIDING PRINCIPLES (applies to all);
- Ability to advocate and provide policy advice;
- Demonstrated good oral and written communication skills .
Required Skills and Experience
Education and certification:
- Completion of secondary education required;
- Bachelor’s degree Accountings, Business or Public Administration is an asset.
- At least 5 years of progressively responsible experience in administrative or financial management/support;
- Experience in working in a computer environment using multiple office software packages;
- Experience in the use of ATLAS is an asset;
- Experience in supporting a team is an asset.
- Fluency in English is required;
- Knowledge of the other UN official working language is an asset.
- 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/employmen;.
- Kindly note that the system will only allow one attachment. Applications without the completed UN Women P-11 form will be treated as incomplete and will not be considered for further assessment.