Finance and Admin Associate, Population and Development Branch, Technical Division, New York G-6

Contract

This is a G-6 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 6 years of experience, depending on education. More about G-6 contracts.

Background

UNFPA is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

UNFPA does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

Job Purpose and Organizational Context

The Finance and Admin Associate position is located in Population and Development Branch (PDB), Technical Division, New York. Under the general guidance and supervision of the Chief, Population and Development Branch (PDB), the Finance and Administrative associate provides organizational, administrative, operational and financial management assistance as well as research support to the Branch/Technical Division.

The incumbent provides support on procurement, management of financial resources including workplan development, budgeting and budget monitoring in compliance with UNFPA procedures and guidelines. Based on sound knowledge of UNFPA rules, guidelines, and

processes, the Administrative and Finance Associate will demonstrate a client-oriented, results- focused approach to interpreting rules, procedures and guidelines. He/ She will also provide advisory support to internal and external stakeholders to maximize efficiencies of branch activities and projects.

Duties and Responsibilities

Assist the PDB in the efficient administrative and financial management of branch projects and activities in adherence to UNFPA financial controls and corporate financial policies , rules and regulations. The following major activities are expected:

Finance:

1. Manage the PDB workplan and budget by maintaining and updating, at branch level, allocations and expenditures of core, and other extra-budgetary funds at the activity level of the outputs. 2. Monitor implementation of PDB projects through QUANTUM with periodic analysis of progress and lessons learned, including drafting of necessary correspondence and revision of work-plans. 3. Maintain and update project files, including project progress reports, work plans and budgets in compliance with UNFPA guidelines; 4. Prepare financial reports using the financial applications available to keep track of expenditures and allocations to ensure the branch is within its budgetary ceiling and report on a monthly basis. Review monthly statements to ensure that expenditures have been properly recorded and that the allotments for regular, and Extra-Budgetary resources are not exceeded; 5. Maintain records of financial/substantive documents for co-financing activities and upload agreements/ workplans in DARTS for reporting purposes; 6. Coordinate regularly with Technical Division Finance focal point, Resource Mobilization Branch (RMB) and Finance Branch to ensure the quality and timeliness of reports and receipts of Donor Funds ; and participate in year-end closure activities and preparation of financial statements and reports; 7. Prepare procurement requisitions for approval and coordinate timely issuance of Purchase Orders. 8. Assist in the financial recording and reporting system, internal control and audit follow-up (where necessary) and processes financial transactions in an accurate and timely manner;

Administration: 1. Provide assistance in preparation of year-end assets of the Branch; 2. Provide assistance, as needed, in the preparation of Global Programme Action Plan;

3. Provide assistance in the preparation and finalization of Annual Workplans, Letters of Understanding, Memoranda of Understanding and other contractual agreements with implementing partners, and Amendments, as needed. 4. Follow-up on the submission of financial and substantive reports by partners. Provide guidance and clarification to the implementing partners on UNFPA rules, regulations and procedures and Global Programme Guidelines, as needed; Review and upload certified financial documents and follow-up with Implementing Partners as needed, in a timely manner. 5. Provide assistance in following up on audit recommendations, and draft responses to enquiries received by the Branch; 6. Provide guidance and support as needed for preparation of travel requests; and provide administrative support including in preparation of reports, evaluations and justifications, workshops, and assembly of briefing materials; 7. Support the coordination of administrative, logistical and financial arrangements for the organization of technical workshops, meetings organized by PDB including compilation of background materials, agenda and minutes of the meeting. 8. Act as HACT focal point for the Branch for IP assessments 9. Provide support for Branch procurements including service contracts, consultancies, and publications) 10. Support Branch recruitment processes including scheduling of interviews and follow-ups with DHR, as may be needed; 11. Draft internal and external communications including communications for non-core initiatives; 12. Serve as leave monitor for the Branch; 13. Perform any other duties as may be required by the Chief of the PDB.

Work Relations

Internal partners include all PDB colleagues; close collaboration within the Finance Branch, Supply Chain Management Unit and MIS and UNFPA country/regional offices and Division/Branches at HQs to resolve policy and procedural issues.

External partners include UNDP and other UN agencies, vendors and other non-UN partners that are essential to the work of the office of the PDB.

Competencies

Core Competencies:

-Values, Guidelines and Principles

-Developing People

-Personal Leadership and Effectiveness

-Building and Managing Relationships

Functional Competencies:

- Managing data, documents, correspondence and reports - Performance management - Planning, organizing and multi-tasking - Working in teams - Client orientation and organizational awareness - Job knowledge / technical expertise - Results orientation

Required Skills and Experience

Education:

• As a minimum, completion of secondary school with additional training/studies in accounting and finance or business administration or public administration. A first degree would be an advantage with training in areas of finance and administration.

Experience:

● 6 years financial and administrative experience in the full range of UN system rules and regulations covering finance, project management , general administration and human resources. ● Ability to interpret financial rules, regulations and procedures and explain them clearly and concisely; ● Strong organizational and interpersonal skills. Ability to work effectively in a multi tasking environment and to take actions under limited supervision and under time pressure. ● Experience of UN accounting framework and systems, specifically Atlas/PeopleSoft, and proficiency in use of spreadsheets, word processing and computerized accounting systems; ● Good writing and communication skills;

Please note that continuance of appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.

Languages: Fluency in oral and written English is required. Proficiency in another UN language would be of advantage.

Other Desirable Skills: Initiative, strong conceptual abilities, sound judgment, strong interest in development work, especially the mission of the United Nations Population Fund and dedication to the principles of the United Nations.

Disclaimer

Important information for US Permanent Residents ('Green Card' holders)

UNFPA is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.

Candidates are required to have one of the following: (1) a Permanent Resident of the United States (Green Card holder), (2) a holder of a valid G-4 visa, or (3) a US citizen.

In addition, all candidate must pass, or have recently passed, the UN GGST exam to take up this post.

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