Finance and Administrative Assistant – Spotlight Initiative
About the Spotlight Programme in Afghanistan:
The Spotlight Initiative (SI) in Afghanistan main goal is to reduce the prevalence of sexual and gender-based violence (SGBV) and harmful practices (HP) against women and girls in Afghanistan. The Afghanistan SI initiative aims at targeting the most at risk groups, to accelerate efforts towards the elimination sexual gender-based violence and harmful practices. The initiative is tailored to promote Agenda 2030’s guiding principle of “leaving no one behind”. Across the six Pillars, the SI in Afghanistan will bring women and girls, including those with intersecting forms of discrimination and marginalization, to the centre of the interventions, recognizing that the empowerment of women and girls, and their unique experiences and solutions they bring based on their intersectional identities, is the key to design and implement a programme that responds to the needs and priorities of women and girls of Afghanistan in all their diversity. The SI in Afghanistan will work across the socio-ecological model, using a multi-sectoral and intersectional approach, to prevent and respond to SGBV/HP and impact lasting change at the national, sub-national, community and individual levels. The initiative will be informed by a comprehensive prevention strategy to addresses structural issues through this socio-ecological model. The SI in Afghanistan has an important focus on the prevention of SGBV/HP (pillar 3) and the provision of comprehensive services (pillar 4).
Under Pillar 1, SI will support the Afghanistan Independent Human Rights Commission to enhance the evidence-based knowledge on ending SGBV/HP. Under Pillar 2, key national stakeholders will be identified, supported and a national platform will be created to support the development and implementation of evidence-based plans and programming on ending SGBV/HP (including the National Action Plan to Eliminate Early and Child Marriage and the National Strategy and National Action Plan on the Elimination of Violence against Women 2016 – 2020). Under Pillar 3, multi-level and multi-stakeholder initiatives working across the socio-ecological levels will be implemented to address the root causes of SGBV/HP and prevent it, working with schools, communities, young people and the media. Under Pillar 4, coordinated, comprehensive and quality services will be promoted, in line with international standards. Under pillar 5, the SI will work with key stakeholders, including the national statistic office, the police, and civil society, to promote quality and comparable data on SGBV/HP to inform laws, policies, and service provision. Under Pillar 6, the SI will support women’s movement building and the creation of platforms, inclusive of most marginalized, small, young and grass-roots organizations to effectively advocate and influence SGBV/HP and gender equality progress.
National actions will be connected with efforts at the provincial and district levels outside the capital (where the vast majority of the population lives) to strengthen the flow of information, expansion and reach of programming and operations as well as the engagement of communities. The SI will be implemented at the national level in Kabul and in 3 provinces: Paktia, Kandahar, and Herat. The functionality and impact of existing coordination mechanisms and institutions working on SGBV/HP will also inform and be informed by provincial and district level programming. In doing so, key coordination and decision-making structures at the national level will be informed by the voices and experiences of traditionally marginalized communities
The Programme has also innovations that will further enhance efforts to capitalize on lessons learned and link to existing efforts under the UN and other development partners’ programming on SGBV, SRHR, etc. contributing to building knowledge and good practices in preventing SGBV/HP and improving women’s and girls’ life and that of the most left behind through access to quality, integrated essential services that include SRH, justice, and psychosocial support in line with survivor-centered and child-centered approach standards.
Under the daily supervision of the Spotlight Afghanistan Technical Lead Coordinator (EVAW), the Finance and Administration Associate provides programme, administrative, logistical, financial, and support services to Spotlight in Afghanistan responsibilities, deliverables, and operations. the Finance and Administration Associate promotes a client-oriented approach, in the framework of UN Women policies and procedures, rules and regulations, ensuring effective delivery of the Spotlight in Afghanistan program by supporting programme implementation.
The Finance and Administration Associate works in close collaboration with the Spotlight programme staff and UN Women Operations team, as required in resolving administrative and finance-related issues and information exchanges. The Finance and Administration Associate identifies and helps resolve bottlenecks, clarifies and interprets procedures, and escalates complex programme and administrative issues as needed.
Duties and Responsibilities
Provide general financial support for the Spotlight Initiative Programme for UN Women including support for financial tracking, monitoring of activities and reporting:
- Prepare requests for the advance of funds and/or direct payments ;
- Monitor budget expenditures and maintain a proper record of approved programme budgets and their revisions;
- Submit expenditure and programme budget status reports;
- Administer Spotlight Initiative budgets in full compliance of UN Women, EU and Spotlight rules, regulations, policies, and recording and reporting systems.
Provide inputs in the formulation of the budget, control allotments, monitor expenditures, and revisions according to the needs of the Spotlight Initiative:
- Track the appropriate and timely use of financial resources and escalate as needed;
- Create projects in Atlas, review budget revisions, revise project awards and status; and determine unutilized funds;
- Monitor budgets preparation and modifications and budgetary status, and escalate issues as needed;
- Undertake corrective actions on un-posted vouchers, including vouchers with budget check errors, match exceptions and unapproved vouchers. Provide administrative support, together with supervisor on 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 follow up on advances to implementing partners, review their financial reports together with Programme Manager;
- Monitor and follow up on the financial items in Month-end and Year-end closure instructions status and take corrective actions as required in discussion with the supervisor;
- Provide inputs to facilitate timely financial project closure.
Provide procurement support to the Spotlight Initiative for UN Women in Afghanistan:
- Provide administrative support in the procurement equipment and its maintenance, supplies and services; following the UN rules and regs and EU standards;
- Draft individual contracts, contract with companies, institutional and universities based on existing templates; following the UN rules and regulations and EU standards;
- Track contracts as needed;
- Provide administrative and coordination support procurement actions as required but does not act as Buyer.
Provide administrative and operational support to the Spotlight Initiative for UN Women in Afghanistan:
- Provide administrative and coordination= inputs in preparing project documents, work plans, budgets and proposals on implementation arrangements;
- Draft general administrative and coordination inputs to the team in preparation of narrative reports of the project implementation (quarterly, annual);
- Organize, update and maintain Spotlight Initiative Programme related administrative documents in project files, in hard copy and electronic formats;
- Make travel arrangements including preparation of travel requests, processing of tickets and DSA payments, obtaining security and medical clearances, etc;
- Provide administrative and logistical support in the organization of workshops/ events;
- Liaise with administrative and operations staff from other relevant UN Women teams.
- 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
- Ability to perform multiple tasks, in a multi-cultural environment and dealt with confidential matters
- 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.
- 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 identify and prioritize risks, and organize actions around mitigating them
- 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
- 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 the UN Women Accounting and Finance Test is required.
- At least 6 years of progressively responsible administration, finance, or programme experience at the national or international level is required;
- Experience in the application of complex financial systems and modules (such as Atlas);
- Experience in the use of computers and office software packages (MS Word, Excel, PowerPoint, etc.) and the ability to use the internet for research;
- Experience working in an international organization, such as the UN, is an asset.
- Fluency in English and Dari is required.