Finance and Programme Associate

Job Description

Description

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The Finance and Programme Associate will be part of the new team established to implement A.C.T. to end violence against women. The post holder will be part of the Global Team under the supervision of the Global Policy and Programme Management Specialist and will collaborate closely with the Global Programme Analyst as well as with the three Regional Programme Coordinators and Programme Associates who will be located in Panama, Kenya and Senegal. The postholder will also collaborate closely with the operations Team in Nairobi and the EU Financial Specialist located in Brussels and the HQ Finance Team for solving complex finance-related issues and information delivery to ensure successful implementation, monitoring and reporting of the A.CT. to end violence against women programme.

Duties and Responsibilities:

Implement financial strategies for the effective and timely delivery of the HQ EVAW Programme, 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 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;Draft reports on financial status, procedures, exchange rates, costs and expenditures;Follow-up on audit recommendations to monitor implementation of corrective actions;Collect, verify and present information and data for use in the planning of financial resources and the formulation of the global and regional programme work plans, budgets, proposals on implementation arrangements and execution modalities;Provide assistance in Annual Work Plan entry in Results Management System (RMS) as required.Provide advice and recommend solutions to a wide range of financial issues experienced by the global and regional programme staff;Monitor the proper functioning of the financial resources management system for programmatic budgets and resources;Implement cost saving and reduction strategies;Prepare and administer programmatic budget for the global component of the new EVAW Programme in full compliance of UN Women rules, regulations, policies, and recording and reporting systemsFormulate the budget, control allotments, monitor expenditures, and prepare revisions according to the needs of the project teams;Track the appropriate and timely use of financial resources; Prepare cost recovery documents or bills for the services provided by UN Women to other programmes or organizations;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 invoices with budget check errors, match exceptions and unapproved Invoices. Respond to RO /HQ requests to resolve financial data issues;Prepare VAT reimbursements with adequate documentation support;Input data in QUANTUM and monitor status. Keep stakeholders and clients informed for timely action and/or decisions;Manage petty cash fund, cash impress level.Provide administrative and logistical support to the formulation and management of programmesProvide administrative support in the preparation of programme work plans, budgets, and proposals on programme implementation arrangements;Provide technical guidance to the executing agencies on routine delivery and reporting of programme supported activities and finances;Prepare information for the audit of programmes/ projects and support implementation of audit recommendations;Review programme data from programmes/ projects for the MCO/CO/RO website;Identify sources, and gather and compile data and information for the preparation of documents, guidelines, speeches and position papers.Provide administrative support to the financial management of the Global Component ProgrammeCreate projects in QUANTUM, prepare budget revisions, revise project awards and status; and determine unutilized funds and the operational and financial close of a project;Provide administrative support in monitoring budget preparation and the finances of programmes/projects including the finalization of FACE forms;Prepare financial reports for global component of programme and consolidate report for all components of programme.Prepare non-PO Invoices for global component of global component of programmeProcess payment for consultants;Maintain internal expenditures control system;Create requisitions in QUANTUM for development projects; register good receipts in QUANTUM;Assist in the preparation and follow up of cost-recovery bills in QUANTUM.

Provide finance support to the Programme and Operations team:

Review accounts receivables for UN Women projects and follow-up with project managers and finance section at regional office and/or headquarters on contributions, deposits creation in QUANTUM and their application to AR pending items;Prepare PO and non-PO Invoices for development projects;Record and post transactions in QUANTUM, process payroll, travel claims, MPOs, and other entitlements.Monitor the setup of budgets in QUANTUM to ensure they are in accordance with budgets agreed with donors and are input into QUANTUM at the detailed Activity ID level;Monitor each month over-expenditure of budgets and follow up with Budget Owner;Monitor regularly transactions posted to projects 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 project managers;Monitor the financial status and under the guidance of the Operations Manager implement control mechanisms for the programme's global component and provide guidance to programme associate's for regional components.Monitor and proper follow up of all the financial items in Month-end and Year-end closure instructions status and under the guidance of the Operations Manager, take correction actions as requiredKeep stakeholders and clients informed for timely actions/decisions and review status reports for quality control;Provide information inputs to financial reports for Regional Office, HQ Finance and stakeholdersAssociate revenue and expenditure in commitment control for non-core projects.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;Prepare financial report for donor in a timely manner and consolidate financial reports for all components of the programme as per donor requirements.

Provide administrative support to Resource Mobilization:

Compile and process information from donors, and programme team, as inputs to various databases and documents.Prepare drafts for cost sharing agreements including conditions of contributions within resource mobilization efforts, adhering to standard agreements where possible. Follow up on contributions within the CO resource mobilization efforts.Provide administrative and logistical support to the Global Programme TeamUndertake all logistical, administrative and financial arrangements for organization for meetings, workshops, events, and missions; Make travel arrangements for the Programme Team, including travel requisitions and claims;Prepare public information materials and briefing packets;Provide guidance and training to Regional Programme Assistants and civil society partners as needed for the implementation of programmes, the preparation of financial reports as per partner agreement or small grants agreement.Provide administrative support to resource mobilization.

Required Skills and Experience:

Education and certification:

Completion of secondary education is required.Specialized national or international certification in accounting and finance is an assetBachelor's degree in Finance, Accounting is an asset.Successful completion of UN Women Accounting and Finance Test is required as part of the selection process.

Experience:

At least 6 years of progressively responsible experience in finance;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 a modern web-based ERP System, preferably Oracle Cloud, is desirable.Experience with EU funded projects is desirable.Experience of supporting a programme on ending violence against women/gender equality is desirable.

Language Requirements:

Fluency in English is required.Knowledge of French and/or Spanish is desirable

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