Admin & Finance Associate (SSA)
Juba (South Sudan)
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 overall guidance of the Country Representative and the direct supervision of the Operations Manager, the Admin & Finance Associate is responsible for the execution of a wide range of Project Financial Services and Administrative processes in the South Sudan Office, ensuring timeliness, efficiency and transparent use of financial resources and delivery of services in accordance with organizational financial rules, regulations, policies, procedures and approved allocations. The Admin & Finance Associate promotes a client-oriented approach consistent with UN Women rules and regulations, standard practices, and guidelines.
The Admin & Finance Associate works in close collaboration with the Operations Team in the Country Office as well as with the UN Women Partners for solving Project Funded finance-related issues and information delivery.
Duties and Responsibilities
1. Implement financial strategies, and adapt processes and procedures in full compliance of UN Women rules, regulations, policies, and recording and reporting systems:
- Perform duties in full compliance with UN Women financial regulations and rules, policies and standard operating procedures, including internal controls;
- Review and verify Partners FACE Form and financial transactions, activities, and documentation; taking corrective actions as needed and reporting any unusual activities;
- Monitor financial exceptions reports for unusual activities or transaction, investigate anomalies and report to the supervisor conclusions and/or present recommendations for actions/decisions;
- Collect, verify and present information and data for use in the planning of financial resources and the formulation of the Country Office programme work plans, budgets, proposals on implementation arrangements and execution modalities;
- Provide advice and recommend solutions to a wide range of financial issues;
- Review with Budget owners and Project Managers, in line with Month-end Closure Checklist, the Project Delivery Status Reports and investigate any overspend;
- Respond to instructions from the Deputy Director of Financial Management or Finance Section in relation to financial transactions; Undertake timely corrective actions as requested by Finance Section to resolve financial data issues or provide information;
- Actively promote a client-oriented finance service to Regional office and Country offices.
2. Prepare and administer the Partners (PCA) budgets in full compliance of UN Women rules, regulations, policies, and recording and reporting systems:
- Check and review partners budget, monitor expenditures, and prepare reports;
- Track the Partners Advance, Expenditure and due Reports from the partners and process for liquidations;
- Assist Project Officers to modify or amend PCA, Extensions etc;
- Review and confirm Funds are available in Atlas before disbursing any funds to Partners;
- Input data in Atlas and monitor status. Keep stakeholders and clients informed for timely action and/or decisions;
- Assist Project Managers with budget re-phrasal 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 preparation for Audit of Projects and Partners by third party audit firm. Follow-up and/or take action on audit recommendations to ensure implementation of corrective actions. Assist in reviewing the audit reports on NGO executed projects.
3. Manage Procurement & Administrative processes for the South Sudan Office:
- Work together with Admin Associate to finalize procurement plans for programmes/projects and monitor their implementation;
- Review procurement requests and initiate procurement procedures for office and projects equipment, supplies and services in the Country Office;
- When requested, organize and review procurement processes including the preparation of Request for Quotations (RFQs), Invitation to Bids (ITBs) or Request for Proposals (RFPs) documents, receipt of quotations, bids or proposals, and their preliminary evaluation;
- Perform Buyer role in Atlas;
- prepare/close Purchase Orders (POs) and contracts in and outside Atlas;
- Develop and update the rosters of suppliers, and support implementation of supplier selection and evaluation;
- Assist staff for visa letter preparation, travel management etc;
- Liaise with Government offices to obtain Tax Exemption Letter for UN Women procuremens;
- Perform other Administrative duties as assigned by the Supervisor.
4. Facilitate knowledge building and knowledge sharing:
- Conduct training and/or helping organize training events and activities for Project and Partners;
- Collect and compile lessons learned and best practices in financial management and services. Disseminate to clients and stakeholders as appropriate to build capacity and knowledge;
- Undertake all training in relation to Administrative & financial management provided, including webinars from headquarters.
5. Key Performance Indicators:
- Timely, complete and accurate Admin & financial transactions/activities/documentation;
- Timely and accurate advice on UN Women financial rules and regulations;
- Timely and regular monitoring of financial resources management system and timely expenditure of financial resources;
- Timely and accurate support to budget formulation and controlling allotments;
- Timely and accurate monitoring of internal expenditures control systems;
- Timely and quality financial support to programmes and programme team.
- Respect for Diversity;
- Awareness and Sensitivity Regarding Gender Issues;
- Creative Problem Solving;
- Effective Communication;
- Inclusive Collaboration;
- Stakeholder Engagement;
- Leading by Example.
- Excellent knowledge of financial rules and regulations and Procurement principles;
- Excellent knowledge and application skills of IT tools and understanding of management systems;
- Excellent knowledge of spreadsheet and database packages;
- Ability to provide input to business processes re-engineering, implementation of new systems;
- Ability to administer and execute financial and accounting processes and transactions.
Required Skills and Experience
Education and certification:
- Completion of secondary education is required;
- Bachelor's degree in Finance or Accounting is an asset;
- Specialized national or international certification in accounting and finance is an asset;
- Procurement Certification from an internationally recognized provider such as CIPS is an asset.
- At least 5 years of progressively responsible experience in Administration, Finance, and Procurement or a combination of them;
- Experience in the usage of computers and office software packages (MS Word, Excel, etc) and spreadsheet and database packages, experience in handling of web based management systems;
- Experience in the use of PeopleSoft ATLAS is an asset;
- Knowledge of HACT will be an assest.
- Fluency in English is required;
- Knowledge of the South Sudan local language is an asset.
- Applications without the completed UN Women P-11 form will be treated as incomplete and will not be considered for further assessment. Personal History Form P11 that can be downloaded from http://www.unwomen.org/en/about-us/employment
Please note, the system will only allow one attachment, and, hence please combine the multiples files while uploading the attachment.
Qualified women candidates are highly encouraged to apply.
Note: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.