Finance and Administrative Assistant: Women Peace and Security with Military Actors (WPSMA)

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.

As part of its interventions in supporting the implementation of  the  UNSC Resolution 1325 in Mozambique,  UN Women will begin implementation of a project to enhance the capacity of the military actors and to contribute to a transformative Women Peace and Security  agenda. This will involve enhancing women’s inclusion and integration in the security sector including the military and making sure that armed forces are better prepared to, based on a gender analysis, integrate a gender perspective in the planning, conduct of operations and activities in stability operations, conflict, and post-conflict settings.

In order to implement the Project, UN Women Mozambique Country Office seeks to recruit a Finance and Administrative Assistant. Reporting to the Programme Specialist, the Finance and Administrative Assistant provides support in the development and  implementation of assigned projects  consistent with UN Women rules and regulations. S/he contributes to financial management and provision of necessary operational, administrative and programmatic support. The Finance and Administrative Assistant will also support the implementation of other tasks as assigned by the supervisor.

Under the oeveral guidance of the Country Office Representative and direct  supervision of  the Programme Specialist and Operations Manager, the  Finance and Administrative Assistant is responsible for the execution of a wide range of financial and administrative services in the Country Office ensuring timeliness, efficiency and transparent use of financial resources and delivery of services in support of the project and the CO Programme  in accordance with UN Women and EU financial and administrative  rules, regulations, policies, procedures. S/He will work in close collaboration with the programme and operations teams in the Country Office, Regional Office and relevant Headquarters colleagues in solving complex finance and administrative related issues. 

Duties and Responsibilities

Provide Financial Support to the Project/s  in full compliance of UN Women rules, regulations,   policies and procedures

• Support budget formulation, control allotments, monitor expenditures, and prepare revisions according to the needs;
• Prepare supporting documents for  timely payments, advance  to partners and liquidations
• Follow up with partners for  submission of timely quarterly progresss and financial reports
• Conducts regular  spot checks to  implementing partners to verify reported expenditures against submitted financial documents maintaining adherence to UN Women’s and EU rules and regulations
• Prepare documents for internal and external audits, supports preparedness and ensures implementation of recommendations
• Investigates, provide advice,  recommends and implements  agreed upon solutions to a wide range of financial issues to programme manager;
• Draft and present information and data for use in the planning of financial resources and the formulation and revision  of work plans and budgets;
• Track the appropriate and timely use of financial resources and advise direct supervisor accordingly;
• Monitor regularly transactions posted to projects ensuring actual expenditure has been recorded against correct budget category and activity, identifies overexpenditures and take timely corrective actions as required;
• Monitor and proper follow up of all the financial items in Month-end and Year-end closure instructions status and take corrective  follow up action under the guidance of the Programme msnsger
• Provide information inputs to financial reports for Regional Office, HQ Finance and stakeholders
• Support financial donor reporting by providing timely and accurate  information and taking necessary actions as required in the  UN Women Virtual Global Service Centre for financial donor reporting

Provide administrative support for effective project management

• Prepare the necessary documentation related and support the entire partner selection process for the implementation of the project/s.
• Prepare all financial and procurement  requests related to the assigned project/s
• Support the efficient and timely implementation of programmes’ activities.
• Assist in the development of’ workplans and provide support for monitoring of progress.
• Support to coordination efforts with programmes’ partners and ensuring flow of information arranging for meetings with stakeholders and draft minutes of meetings as requested.
• Draft formal correspondence, in both English and Portuguese, as needed.
• Provide administrative and logistical support in the  organization of workshops, activities and events related to the programme interventions, as needed
• Organize and keep updated  hard and soft project files
• Support the collection and analysis of data related to the programmes’  related baselines and targets;
• Support in the inputting of the annual work plan and budget development exercise in consultation with the programme manager and  the programme team;
• Contributes to the review of  partners narrative reports .
• Liaise with administrative and operations staff from other relevant UN Women teams as needed

Contribute to project  budget management  and  implementation in full compliance with UN Women rules, regulations, policies and procedures   

• Support programme manager in the creation of project budgets,  linking projects results with corporate systems in corporate system and preparation of budget revisions
• Support the preparation of budget and delivery plans and keeping track of expenditure;
• Conduct budget analysis, recommends actions to programme manager and  enter agreed upon budget budget revisions and maintain proper record of approved programme budgets and budget revisions
• Support in Annual Work Plan, quarterly and annual report entry in corporate system as required
• Input data in the corporate system and keep partners and clients informed for timely action and/or decisions;

Contribute to capacity/knowledge building and knowledge sharing

• Support organization of all administrative actions related to training activities and events
• Organize and conduct training on finance and administrative matters to partners
• Collect and compile lessons learned and good practices in financial management and services and disseminate clients and stakeholders as appropriate.
• Contribute to financial business operational practices and management innovations
• Contribute to lessons learned and best practices in finance, in support of knowledge networks and communities of practice.

Key Performance Indicators

• Timely,complete and accurate administrative and 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 accurate drafting of management financial reports

Competencies

Core Values:

• Respect for Diversity
• Integrity
• Professionalism

Core Competencies:

• Awareness and Sensitivity Regarding Gender Issues
• Accountability
• Creative Problem Solving
• Effective Communication
• Inclusive Collaboration
• Stakeholder Engagement
• Leading by Example

Functional Competencies

• 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) to meet operational needs.
• Ability to review and edit documents and produce concise meeting reports identifying key actions.
• 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
• 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 and certification:

• Bachelors  degree  in Finance, Accounting, Business Administration or equivalent
• Specialized national or international certification in accounting and finance is an asset

Experience:

• At least 5 years of progressively responsible experience in finance and administrative functions
• Experience in performing administrative functions (organize  events, logistics etc)
• 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.
• Knowledge about gender equality and women´s empowerment issues is an asset
• Experience working on EU funded projects is an asset

Language Requirements:

• Fluency in English and Portuguese   are required
• Knowledge of the other UN official working language is an asset.

Please attach a completed P11 to your application. Kindly note that applications without a completed and signed UN Women P-11 form will be treated as incomplete and will not be considered for further assessment.

UN Women Personal History form (P-11) can be downloaded from http://www.unwomen.org/en/about-us/employment .

At UN Women, we are committed to creating a diverse and inclusive environment of mutual respect. UN Women recruits, employs, trains, compensates, and promotes regardless of race, religion, color, sex, gender identity, sexual orientation, age, ability, national origin, or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, competence, integrity and organizational need. 

If you need any reasonable accommodation to support your participation in the recruitment and selection process, please include this information in your application. 

UN Women has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UN Women, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. All selected candidates will be expected to adhere to UN Women’s policies and procedures and the standards of conduct expected of UN Women personnel and will therefore undergo rigorous reference and background checks. (Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.)