Administrative and Finance Associate

Background

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.

Under the daily supervision of the Chief Humanitarian and Crisis Response Office (HACRO), the Administrative and Finance Associate provides programme, administrative, logistical, financial and support services to HACRO-Geneva and its Second Chance Education (SCE) Programme. The Administrative and Finance Associate promotes a client-oriented approach, in the framework of UN Women policies and procedures, rules and regulations, ensuring effective delivery of the Second Chance Education programme by entering and managing data and supporting programme implementation.

The Administrative and Finance Associate works in close collaboration with the HACRO programme staff and UN Women Department of Management and Administration (DMA), as required in resolving administrative and finance related issues and information exchanges. The Administrative and Finance Associate identifies and helps resolve bottlenecks, clarifies and interprets procedures, and escalates complex programme and administrative issues as needed. The Administrative and Finance Associate has reporting line to the Director of Financial Management related to financial responsibilities.

Duties and Responsibilities

Provide administrative and financial support to the formulation, implementation management and monitoring of SCE Programme, including support for financial tracking, monitoring of activities and reporting:

• Prepare and administer SCE Programme budgets in full compliance of UN Women rules, regulations, policies, and recording and reporting systems;
• Formulate the budget, control allotments, monitor expenditures, and prepare revisions according to the needs of the SCE Programme;
• Track the appropriate and timely use of financial resources; 
• Create projects in Atlas, prepare budget revisions, revise project awards and status; and determine unutilized funds;
• Implement and maintain control mechanism for development projects through monitoring budgets preparation and modifications and budgetary status;
• Maintain internal expenditure control system;
• Undertake corrective actions on un-posted vouchers, including vouchers with budget check errors, match exceptions and unapproved vouchers. Respond to Finance Section requests to resolve financial data issues;
• Prepare VAT reimbursements with adequate documentation support as needed;
• Record and post transactions in Atlas, process payroll, travel claims, MPOs, and other entitlements;
• Monitor each month over-expenditure of budgets and follow up with Programme Manager;
• Monitor regularly transactions posted to SCE Programme ensuring actual expenditure has been recorded against correct budget category and activity, take timely corrective actions as required;
• Monitor proper follow up of advances to implementing partners, review their financial reports together with Programme Manager;
• Monitor and proper follow up of all the financial items in Month-end and Year-end closure instructions status and take correction actions as required;
• Provide inputs and take necessary actions to facilitate timely financial project closure;
• Support financial donor reporting by providing timely information and taking necessary actions as required by UN Women Virtual Global Service Centre for financial donor reporting;
• Assist with backstopping of programme management for team members during periods of absences and mission travels.

 Provide administrative and operational support to HACRO in Geneva and its SCE Programme

• Provide administrative and coordination inputs preparing project documents, work plans, budgets and proposals on implementation arrangements;
• Draft administrative and coordination inputs to the team in preparation of narrative reports of the project implementation (quarterly, annual);
• Track and follow-up with the implementing partners on the progress report of the projects as illustrated in the project document;
• Draft and coordinate individual contracts, contract with companies, institutional and universities;
• Provide administrative and coordination support to procurement actions as required but does not act as Buyer due to Internal Control Framework conflict with Finance duties
• Organize, update and maintain all SCE Programme related documents in project files, in hard copy and electronic formats;
• Work closely with Programme Management Analyst on operational and financial management;
• Ensure the SCE team members follows the operation guidelines and procurement procedures; 
• Make Travel arrangements including preparation of travel requests, processing of tickets and DSA payments, obtaining security and medical clearances, etc.;
• Provide administrative and coordination support in the organization of workshops/ events;
• Liaise with administrative and operations staff from other relevant UN Women HQ sections;
• Provide administrative and logistical support for donor meetings, country/region specific meetings, workshops, trainings, conferences, retreats and any other special events organized by HACRO;
• Aid new staff members in all the administrative matters as well as ensure that they receive all the logistics and supplies to start their function.

 Manage SCE portfolio documentation

• Collect and disseminate information, including inputs for donor reports and responding incoming queries and information requests from various sources;
• Prepare information for the audit of project and provide administrative and coordination support to the implementation of audit recommendations. 

Impact of Results

• Timely processing of documents
• Timely inputs to programme documents
• Timely and accurate verification of financial documents
• Timely organization and coordination of events and meetings
• Timely organization of programme operations, including procurement

Competencies

Core Values:

• Integrity;
• Professionalism;
• Respect for Diversity.

Core Competencies:

• Awareness and Sensitivity Regarding Gender Issues;
• Accountability;
• 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

Functional Competencies:

• Ability to perform multiple tasks, in multi-cultural environment and dealt with confidential matters
• Understanding of gender equality and women’s empowerment issues
• Ability to manage day-to-day office activities (including but not limited to travel management, facilities and asset management, policy and procedures maintenance) to meet operational needs
• Ability to review and edit documents, ability to produce meeting report identifying key actions
• Communication skills
• Knowledge of analytical tools and methods for undertaking research
• Ability to efficiently handle and share information and knowledge
• Ability to evaluate financial data, derive relevant findings and present them in a meaningful manner
• Ability to engage with other agencies, donors, and other development stakeholders and forge productive working relationships
• Ability to identify and prioritize risks, and organize actions around mitigating them
• Ability to evaluate financial data, derive relevant findings and present them in a meaningful manner
• Good knowledge in the application of complex financial systems and modules (such as Atlas)
• Good knowledge of spreadsheet and database packages
• Good knowledge of administrative and financial rules and regulations preferably UN/UN Women Financial Rules and Regulations.

Required Skills and Experience

Education:

• Secondary education is required. 
• University Degree in Business or Public Administration, Economic, Political or Social Sciences would be desirable but it is not a requirement
• Successful completion of UN Women’s Accounting technical test

Experience:

• At least 6 years of progressively responsible administration or programme experience at the national or internal level is required
• Demonstrated competency in using financial modules of ATLAS, a web-based management system implemented by UN Women
• Experience in the application of complex financial systems and modules (such as Atlas)
• Experience working in an international organization, on gender equality and in multi-lateral humanitarian settings, in close collaboration with member states and external partners
• Experience in the use of computers and office software packages (MS Word, Excel, PowerPoint, etc.) and ability to use internet for research

Languages:

• Fluency in oral and written English and a second UN language (preferably French or Spanish) a requirement.

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.