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Finance and Admin Associate

Kingston (Canada)

  • Organization: UNDP - United Nations Development Programme
  • Location: Kingston (Canada)
  • Grade: GS-6, General Service - No need for Higher Education - Locally recruited position - Administrative support
  • Occupational Groups:
    • Operations and Administrations
    • Banking and Finance
    • Administrative support
  • Closing Date: 2020-10-19

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Background

The 2030 Agenda for Sustainable Development places gender equality at its core to achieve the SDGs, with the elimination of violence against women and girls as a crucial component.  To that end, the European Union (EU) and the United Nations (UN) have embarked on a new multi-year programme, the Spotlight Initiative, is focused on the elimination of violence against women and girls (EVAWG) and harmful practices. The Spotlight Initiative will model a new way of working on the SDGs, in line with objectives of the United Nations Development System reforms to enhance integrated delivery of results at the country level in partnerships with donors, civil society, and the UN to deliver on the SDGs in a comprehensive manner leveraging comparative expertise. It will follow a transformative and evidence-based approach, addressing unequal power relations between men and women and focusing on gender equality and women’s empowerment, as well as ending impunity for VAWG and creating an enabling environment for the implementation of all goals.  In line with the principles of the 2030 Agenda for Sustainable Development, the Initiative will follow a human rights-based approach and take into consideration the specific needs of women and girls who experience multiple and intersecting forms of discrimination and uphold the principle of “leaving no one behind.” The core UN agencies for the Spotlight Initiative in Jamaica will include The United Nations Development Programme (UNDP), The United Nations Population Fund (UNFPA), United Nations International Children's Emergency Fund (UNICEF) and The United Nations Entity for Gender Equality and the Empowerment of Women (UN Women) and together with the other UN agencies will make all efforts to strengthen policy and legislative frameworks that will lead to increased protection of women and girls, enhanced capacity strengthening of state and non-state actors to respond to family violence, expanded range of services available and address social norms and behaviours that promote violence against women and girls.

 

Under the overall guidance of the Programme Specialist and direct supervision of the Programme Officer for the Spotlight Initiative, the Finance and Administrative Associate will provide support in administration and finance for the efficient implementation of UNDP’s outputs and activities under the Spotlight Initiative. The Finance and Administrative Associate will work closely with members of the Operations and Programmes Team as well as the overall Spotlight Initiative Project Management Team in the Resident Coordinator’s Office.

 

Duties and Responsibilities

Summary of key functions:

  • Administration and implementation of programme/operations and financial management strategies
  • Administrative support to the Spotlight Initiative and other CO projects
  • Financial management support to the Spotlight Initiative and other CO projects
  • Facilitation of knowledge building and knowledge sharing

 

  1. Ensure administration and implementation of programme/operations and financial management strategies, adapts processes and procedures focusing on achievement of the following results:

 

  • Full compliance of administrative and financial activities with UN/UNDP rules, regulations, policies and strategies;
  • Provide inputs to the CO’s administrative and financial business processes relating to programme and project management;
  • Support implementation of the internal standard operating procedures (SOPs) for the CO’s projects and programmes.

 

  1. Administrative support to the Spotlight Initiative and other related CO projects focusing on the achievement of the following:
  • Pro-actively contribute to day-to-day project implementation and ensure conformity to expected results and project work-plans, budgets and implementation strategies for the UNDP components as well as pillar lead support of the Spotlight Initiative;
  • Assist the Programme Officer in establishing the administrative systems and internal procedures and carry out various administrative activities; including filing documents and maintaining record of projects.
  • Coordinate and prepare documents necessary for the launch of procurement processes and contract management (includes preparing TORs and other specification documents, receipt of quotations, organizing evaluations and preparing e-REQs, etc).
  • Maintain an active file of all personnel, consultants of the project; and regularly update the contacts of relevant Project’s partners and Government officials;
  • Support the arrangement of project events, including workshops, meetings and trainings. This also includes consolidation of background materials for use in discussions and briefing sessions and taking meeting notes;
  • Provide logistical arrangements including transportations, hotel bookings for project staff, consultants and invited guests engaged in the Project’s activities;
  • Research and conduct analysis of statistical and other forms of data from internal and external sources; preparing statistical charts, tables, reports and presentations, as required;
  • Assist with the project communication activities, as required;
  • Undertake other relevant tasks as assigned by supervisor.

 

  1. Financial Management of the Spotlight Initiative focusing on the achievement of the following:
  • Monitor CO’s project resources ensuring full compliance with established EU and UNDP rules, regulations, and policies of financial activities, financial reporting/recording system;
  • Ensure budgets are aligned to Authorized Spending Limits (ASL);
  • Monitor budget expenditures and prepare budget revisions with proper justification and maintain a proper record of approved project budgets/revisions;
  • Upon request, prepare periodic financial reports and forecasts to ensure efficient management of the project/programme resources.  Includes maintaining accurate budget reporting in both UNDP and EU standard templates;
  • Prepare other recurring reports as scheduled and special reports as required for budget/financial preparations and audit;
  • Respond to internal and external queries with respect to financial aspects of the programme and liaise with auditors wherever required;
  • Undertake other financial and administrative tasks as required.
  • Prepare payment requests and follow up with vendors and suppliers, as needed;
  • Ensure proper monitoring and control of the supporting documents for payments and financial reports for the project;
  • Maintain internal expenditures control system ensuring that vouchers processed are matched and completed, transactions are correctly recorded and posted in Atlas;
  • Ensure timely corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers;
  • Regularly monitor financial exception reports for unusual activities, transactions and investigate anomalies or unusual transaction;
  • Verify the accuracy of Combined Deliver Reports and ensure that they are signed and appropriately filed;
  • Support spot checks, financial audits and financial closure of the project and ensure provision of requisite documentation;

 

  1. Ensure facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results:

 

  • Building and sharing of knowledge and experience related to the programme and financial management;
  • Synthesis of lessons learned and best practices in programme implementation;
  • Contribute to knowledge networks and communities of practice.

Impact of Results

The key results have an impact on the overall efficiency of programme financial resource management and the effective implementation of the Spotlight Initiative.  Accurate analysis, presentation of thoroughly researched information, and fully documented work will strengthen the capacity of the office and facilitate subsequent action by the supervisor and the wider Programme Unit.

 

 

 

Competencies

Core    

Innovation

Ability to make new and useful ideas work          Level 3: Adapts deliverables to meet client needs

Leadership

Ability to persuade others to follow                      Level 3: Proactively seeks and recognizes contributions of others

People Management

Ability to improve performance and satisfaction   Level 3: Appropriately involves team in different stages of work and decision-making

Communication

Ability to listen, adapt, persuade and transform   Level 3: Expresses information and views with adaptive reasoning and appreciation for complexity and variation adaptive reasoning and appreciation for complexity and variation

Delivery

Ability to get things done while exercising good judgement          Level 3: Takes responsibility for addressing critical situations and delivering core value

 

Technical/Functional  

Office Administration

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

Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work

Results Based Management

Ability to manage programmes and projects with a strategy aimed at improved performance and demonstrable results.          

Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work

Event, Meeting and Workshop Facilitation

Ability to plan and organize events

Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work

Financial Reporting and Analysis

Ability to evaluate financial data, derive relevant findings and present them in a meaningful manner

Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work

Budget Management

Ability to support budgetary aspects of work planning process, drawing and management of team budgets.  

Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work

Team Building

Ability to work effectively with diverse groups of professionals towards common goals. 

Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work

 

Knowledge Management

Ability to capture, develop, share and effectively use information and knowledge       

Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work

 

Required Skills and Experience

Education:

  • Secondary Education is required. University Degree in Accounting, Finance, Business Administration, Management Studies, Public Administration or related field would be desirable, but it is not a requirement.
  • Successful completion of UN Accounting and Finance Test is an advantage.

Experience:    

  • 6 years of progressively responsible experience in financial management and administration or programme/project support service required.
  • Experience working on development projects would be an asset.
  • Experience working with UNDP or other international partners would be an asset.
  • Experience working in the UN System is an asset.
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of spreadsheet and database packages, experience in handling of web-based management systems.

Language Requirements:

  • Proficiency in English. Working knowledge of other UN language desirable

 

Disclaimer


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