Admin / Finance Associate Full-Time

Background Information

The Finance Associate delivers quality financial services to internal and external clients in the context of (a) the Action for Girls and Young Women’s Sexual and Reproductive Health and Rights in Mozambique Programme (Rapariga Biz) and (b) the Promotion of Women and Girl’s Reproductive Health Rights through Prevention and Treatment of Obstetric Fistula Programme.  He/She masters all relevant rules, guidelines, processes and procedures. S/he takes a client-oriented results-focused approach to interpreting the rules, procedures and guidelines, providing support and guidance to the Country Office.

Organizational Setting

The Finance Associate post is located in the UNFPA Zambezia Project Office in Quelimane and under the overall guidance of the Country Representative, reports directly to the Zambezia Project Office Programme Coordinator.

Main Tasks & Responsibilities

• Supports the monitoring of the Programme financial performance by providing necessary financial information and analysis, including implementation rate against indicators/results. Detects potential over/ under expenditure problems and proposes remedial action;
• Develops tools and mechanisms for effective and efficient monitoring of project budgets, coordinates compilation of financial data and provides accurate and up-dated financial information on a continuous basis;
• Ensures that financial transactions, including advances of funds to implementing partners, are processed in an accurate and timely way by reviewing supporting documents and ensuring that advances and expenditures are in accordance with UNFPA Rules and Regulations;
• Interprets financial policies and procedures and provides guidance and training to staff and project managers. Strives to identify ways in which project financial needs can be met within existing policies;
• Assists in the management of the budget formulation, controlling allotments, monitoring expenditures, and preparing revisions according to the needs of the UNFPA country office and especially the Youth/ASRH and SRH teams;
• Assists in the effective monitoring and follow up of funds transferred to relevant Implementing Partners (IPs) through National Implementation (NEX).  Performs periodic spot checks (on-site reviews) to assess the accuracy of the financial records for cash transfers to the IP and the status of programme implementation, and to determine whether there have been any significant changes to internal controls. Reviews the IP’s internal controls with respect to financial management, procurement and/or other controls required to implement the activities defined in the work plan; and reviewing expenditures to confirm that documentation supports the expenditures and that they are in accordance with the work plan and other UNFPA’s regulations. Ensures that goods and services procured have been received and used to implement the activities in line with the work plan or programme document;
• Reviews and assesses whether the amount reported on the statements of expenditures issued by the IPs (Funding authorization and certificate of expenditures – FACE form) correspond to the amounts recorded in the Implementing Partners’ accounting system, the approved budget, and reconciles to the bank statements;
• Follows up with relevant implementing partners (IPs) to ensure IPs’ timely implementation of audits and spot checks recommendations as well as internal control and management recommendations;
• Assists in strengthening the performance of administrative and financial staff of implementing partners through periodic on-site one to one training as well as group training;
• Provides operational / administrative support in the running of the Zambezia Project Office.

Work Relations

• The Finance Associate’s internal contacts include the International Operations Manager, other operations / procurement staff and the CO’s programme / technical team;
• Develops sound and accountable working relationships with staff of implementing partners;
• Develops efficient working relationship with internal partners and external stakeholders, including technical experts, UN agencies, donors, NGOs and Governments.

Qualifications and Experience

Education:

• Bachelor’s degree in Accounting, Finance, Business Management or related field required.

Knowledge and Experience:

• Five years of relevant experience in finance, administration or office management;
• Proficiency in current office software applications and corporate IT financial systems;
• Ability to write clearly and concisely.

Languages:

• Fluency in English and Portuguese is required.

Required Competencies

Values:

• Exemplifying integrity;
• Demonstrating commitment to UNFPA and the UN system;
• Embracing diversity in all its forms;
• Embracing change.

Core Competencies:

• Achieving Results;
• Being Accountable;
• Developing and Applying Professional Expertise/Business Acumen;
• Thinking analytically and Strategically;
• Working in Teams/Managing Ourselves and our Relationships;
• Communicating for Impact.

Functional Skill Set:

• Managing the organization’s financial resources;
• Providing procurement services;
• Ensuring facilities and assets management.

UNFPA Work Environment

UNFPA provides a work environment that reflects the values of gender equality, teamwork, Embracing diversity in all its forms, integrity and a healthy balance of work and life. We are committed to maintaining our balanced gender distribution and therefore encourage women to apply. UNFPA promotes equal opportunities for all including persons with disabilities.