Finance and Administrative Associate Full-Time

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.

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

Under the overall guidance of the Country Office Representative and direct supervision of the Programme Coordinator and technical guidance by Operations Manager, the Finance and Administrative Associate 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 financial and administrative rules, regulations, policies, procedures. He/She 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.

The Finance and Administrative Associate works in close collaboration with the Operations Team in the Country Office as well as with the Operations and Programme teams in UN Women HQ for solving complex finance-related issues and information delivery.

Scope of Work

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;
• Keep abreast of and ensure full compliance with amendments to International Public Sector Accounting Standards (IPSAS);
• 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;
• Collect, verify and present information and data for use in the planning of financial resources and the formulation of the Country Office (RO) 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;
• Monitor the proper functioning of the financial resources management system for office and programmatic budgets and resources;
• Implement and monitor cost saving and reduction strategies;
• 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 Finance Section in relation to financial transactions. Undertake timely corrective actions as requested by Finance Section to resolve financial data issues or provide information;
• Participate as a member of the Country office team in the internal and external audits of the Country Offices in the region;
• Follow-up on audit recommendations to monitor implementation of corrective actions; and
• Actively promote a client-oriented finance service to Country office.

2. Prepare and administer the CO budgets in full compliance of UN Women rules, regulations, policies, and recording and reporting systems:

• Formulate the budget, control allotments, monitor expenditures, and prepare revisions according to the needs of the CO;
• 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;
• Create projects in Quantum, prepare budget revisions, revise project awards and status; and determine unutilized funds;
• Ensure the maintenance of the 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 vouchers, including vouchers with budget check errors, match exceptions and unapproved vouchers. Frequently review and investigate payment vouchers which are in error; and respond to CO requests to resolve financial data issues;
• Prepare VAT reimbursements with adequate documentation support, as necessary;
• Input data in Quantum and monitor status. Keep stakeholders and clients informed for timely action and/or decisions;
• Manage petty cash fund; and
• Assist Project Managers with budget re-phrasal as required.

3. Provide finance support to the Programme and Operations teams:

• Review accounts receivables for UN Women projects and follow-up with project managers and finance section at Country office and/or headquarters on contributions, deposits creation in Quantum and their application to AR pending items;
• Prepare PO and non-PO vouchers for development projects;
• Prepare General Ledger journal entries (GLJEs) from proper supporting documents authorized by the budget owners and project managers;
• Review transactions in Quantum, ensure payroll, travel claims, MPOs, and other entitlements are processed;
• 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;
• Maintain 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 CO Finance implement control mechanisms for management/development projects;
• 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 required;
• Keep stakeholders and clients informed for timely actions/decisions and review status reports for quality control;
• Finalize mandated financial reports to donors and other clients and stakeholders;
• Associate 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; and
• 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.

4. Provide administrative support to Resource Mobilization:

• Compile and process information from donors, CO, and programme team, as inputs to various databases and documents; and
• 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.

5. Facilitate knowledge building and knowledge sharing:

• Conduct training and/or helping organize training events and activities;
• 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;
• Contribute to financial business operational practices and management innovations;
• Supervise and guide staff and personnel under responsibility, as applicable, provide technical guidance and monitor performance to ensure delivery of results according to plans and standards of accountability and performance; and
• Undertake all trainings in relation to financial management provided, including webinars from headquarters.

6. The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization

Competencies

Core Values:

• Integrity;
• Professionalism;
• Respect for Diversity.

Core Competencies:

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

Please visit this link for more information on UN Women’s Values and Competencies Framework:

Functional Competencies:

• Excellent knowledge of financial rules and regulations and accounting 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.

Minimum Qualifications

Education and Certification:

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

Experience:

• At least 7 years of progressively responsible experience in finance is required.
• 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 is required.
• Experience in the use of a modern web-based ERP System, preferably Oracle Cloud, is desirable.

Languages:

• Fluency in English is required.
• Fluency in Portuguese is required.
• Knowledge of another official UN language is desirable (French, Arabic, Chinese, Russian or Spanish).

Statements:

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.

Diversity and inclusion:

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).

Note: Applicants must ensure that all sections of the application form, including the sections on education and employment history, are completed. If all sections are not completed the application may be disqualified from the recruitment and selection process.