Administrative/Finance Assistant

Contract

This is a UNV National Specialist contract. This kind of contract is known as National UN Volunteer. It is normally only for nationals. More about UNV National Specialist contracts.

Since the beginning of the Russian military invasion on 24 February 2022, Ukraine is rapidly emerging as one of the world’s most complex emergencies with over 3 million refugees already fleeing the country and with growing humanitarian crisis and needs.

Women’s groups and civil society organizations have been quick to react to the immediate priorities of their communities but face many challenges as they attempt to provide support to large numbers of internally displaced people, host-communities and those directly affected by violence and insecurity.

Civil society, and particularly women’s organizations in Ukraine are in the front-line to deliver immediate humanitarian assistance to displaced women and girls.

Displaced women and girls are facing multiple human rights violations, including sexual and gender-based violence.

Within the delegated authority and under the supervision of Programme Specialist or his/her designated mandated representative(s), the UNV Administrative/Finance Assistant will:

• Support financial and budgetary tasks of the WPS portfolio
• Provision of inputs to the preparation and implementation of administrative team resultsoriented work plans;

• Providing inputs for preparation of budget and provision of information for audit;

• Supports liquidation of partners financial reporting and timely transfers of advances to the Implementing / Responsible Parties of the WPS portfolio;

• Manage timely payments for the vendors.

Support implementation of operational strategies by: - Full compliance of administrative activities with UN Women rules, regulations, policies and strategies; - Provision of inputs to the WPS portfolio’s administrative business processes mapping and implementation of the internal standard operating procedures (SOPs).

Support implementation of HR Services by: - Facilitation of HR services including personnel matters, attendance records, contracts extension/termination, vacancy announcement, compilations of matrixes, organizing interview panels etc. with full compliance with HR rules, regulations, policies and strategies; - Maintainance of staffing lists and reports as required. - Ensure effective provision of administrative and logistical support by: - Ensuring that travel arrangements and authorizations, passport and visa requests and extensions, flight bookings and related documentation to travel of WPS team are properly and timely processed; - Providing administrative and logistical support to preparation of conferences and workshops; - Participation in maintenance of WPS portfolio related data base and files; maintaining accurate electronic and paper filing, information and records systems ensuring safekeeping of confidential materials; - Support Buyer in preparation of Purchase Orders (PO) by submitting full set of necessary supporting documents.

Support to office maintenance and assets management by: - Maintenance of records on assets management and preparation of required reports; - Provision of support to maintenance of common premises and services, including related documentation; - Acting as custodian for management of office stationery supplies including maintenance of stock list of stationery.

Support to knowledge building and knowledge sharing by: - Provision of necessary administrative support for effective knowledge management and sharing within the WPS team; - Conduction of trainings for the projects staff on administration where needed; - Providing of sound contribution to knowledge networks and communities of practice.

• Respect for Diversity
• Integrity
• Professionalism
• Competencies
• Awareness and Sensitivity Regarding Gender Issues
• Accountability
• Creative Problem Solving
• Effective Communication
• Inclusive Collaboration
• Stakeholder Engagement
• Leading by Example

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.

• Experience in the usage of computers and office software packages is required.
• Experience with UN Agencies/international development assistance projects is desirable.
• Experience with ERP system is desirable

As it is a national UN Volunteer's assignment, the UN volunteer shall organize his/her accommodation by themselves.

Entitlements of National UN Volunteer (to be inserted the respective sum on the Allowances section)

The contract lasts for the period indicated in the vacancy with the possibility of extensions subject to availability of funding, operational necessity, and satisfactory performance. However, there is no expectation of renewal of the assignment. This is a full-time contract.

Allowances: • Volunteer Living Allowance (VLA): A Volunteer Living Allowance (VLA) USD 1587 (equivalent in UAH) is provided monthly to cover housing, utilities, and normal cost of living expenses. This includes Well-Being Differentials for the period while the ICSC applies hardship classification to duty stations in Ukraine as “E”. • USD 400 entry lump sum, one-time payment.

Medical and life insurance: • Medical insurance: The UN Volunteer and eligible PFU dependents will receive UNV provided medical insurance coverage. Coverage for UN Volunteers begins from the Commencement of Service and normally ceases one month after the last day of the UN Volunteer Contract date. • Life Insurance: UN Volunteers are covered by life insurance for the duration of the UN Volunteer assignment. If a UN Volunteer dies during the UN Volunteer assignment, the eligible designated beneficiaries will be entitled to receive a life insurance lump sum.

Leave entitlements: • Annual leave:  UN Volunteers accrue an entitlement to 2.5 days of Annual Leave per completed month of the UN Volunteer assignment. Unused accrued Annual Leave up to a maximum of 30 days is carried over in case of a contract extension within the same UN Volunteer assignment. Unused accrued Annual Leave may not be carried over in case of reassignment or a new assignment. • Learning leave: Subject to supervisor approval and exigencies of service, UN Volunteers may request up to ten working days of Learning Leave per consecutive 12 months of the UN Volunteer assignment, starting with the Commencement of Service date, provided the Learning Leave is used within the contract period. • Certified Sick Leave: UN Volunteers are entitled to up to 30 days of certified sick leave based on a 12-month cycle. This amount is reset every 12-month cycle. • Uncertified Sick Leave: UN Volunteers receive seven days of uncertified sick leave working days in a calendar year. This amount will be reset at the established interval period.