Finance and Administration Expert

Contract

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

UNEP implements a portfolio of climate change mitigation projects in Latin America and the Caribbean funded by the Global Environment Facility (GEF). The projects are in thematic areas including as related to sustainable cities, electric mobility, energy efficiency, renewable energy and climate transparency. The projects are implemented in countries throughout South America, Central America and the Caribbean.

Under the supervision of the UNEP Climate Mitigation Unit Administrative Officer (AO) Nairobi, and with local supervision of the UNEP Climate Mitigation Unit Task Manager for Latin America and the Caribbean, the UN Volunteer will be responsible for the following duties:

Project Design And Development:
• Verify documents for overall accuracy, consistency and uniformity in presentation and ensure comprehensiveness and compliance, cross-check consistency of figures in tables with the text of the reports, and verify references to other reports and documents and ensure that all necessary corrections are incorporated.
• Assist in preparation of budgets with respect to project documents.
• Initiate set up of third party banking details for executing agencies.

Project Implementation: • Provide guidance to Executing Agencies on financial reporting as per the project cooperation agreement with that agencies, and on the templates to be used for meeting these reporting requirements • Track circulation of new project internalizations and all projects revisions through UNEP clearance and approval process • Prepare fund documents for budget allocations and prepare the necessary documents in the ERP Operating system. • Provide guidance to Executing Agencies on the expenditure report template; review expenditure reports to ensure (a) correct amount and objects of expenditures have been charged (b) validity of charges (c) availability of funds; provide feedback to Executing Agencies as necessary in order for the agency to complete the document correctly. • Initiate processing of expenditure recording. • Assist in the follow-up on outstanding financial and technical reports with the executing agencies. • Develop tools on tracking the financial report of all Executing Agencies, and keep these tools up-to-date • Provide guidance to Executing Agencies on the cash advance template, review cash advances received and provide feedback to Executing Agencies as necessary in order for them to complete the document correctly. • Process cash advances and follow up on remittances of funds, process UNDP fax authorizations and sub-allotments to Executing Agencies • Notify payees on status of payments and investigate complaints of non-receipt. • Prepare budget revision templates, provide guidance to Executing Agencies on the budget revision template, review budget revisions received and provide feedback to Executing Agencies as necessary in order for them to complete the document correctly. • Create Special Service Agreements/ Purchase Orders /Travel Requests (TVRQ)/Travel advances (RCTAs).
• Assist in the Reconciliation of project accounts against independent audit certificates received from executing agencies. Inform Executing Agencies of upcoming financial reporting requirements

Project Evaluation And Closure:
• Update project database with relevant project information on revision/closure of project.
• Assist in provision of financial information required in Project Implementation Review (PIR), Mid-term review/Evaluation and Terminal Evaluation. • Assist in the preparation of project completion and closing revision and supporting schedules. • Prepare request for refund of unspent balances.

General • Provide general administrative support.
• Maintain and keep up-to-date project files • File and archive documentation in soft and hard copies and keep log of archived files. • Draft/prepare routine correspondence with respect to enquiries related to relevant financial and budget matters.
• Perform other related duties as assigned.

Expected Outputs • Accurate project finance data maintained • All financial reports of all projects in the Latin America and the Caribbean portfolio which are due to be completed within the duration of the UNV contract are finalized. • Executing agency partners receive timely guidance on completing financial reports. • All executing agency partners receive responses to their queries within five working days. • The development of capacity through coaching, mentoring and formal on-the-job training, when working with (including supervising) national staff or (non-) governmental counter-parts, including Implementing Partners (IPs); • Age, Gender and Diversity (AGD) perspective is systematically applied, integrated and documented in all activities throughout the assignment • A final statement of achievements towards volunteerism for peace and development during the assignment, such as reporting on the number of volunteers mobilized, activities participated in and capacities developed

• Integrity and professionalism: demonstrated expertise in area of specialty and ability to apply good judgment; high degree of autonomy, personal initiative and ability to take ownership; willingness to accept wide responsibilities and ability to work independently under established procedures in a politically sensitive environment, while exercising discretion, impartiality and neutrality; ability to manage information objectively, accurately and confidentially; responsive and client-oriented. • Accountability: mature and responsible; ability to operate in compliance with organizational rules and regulations. • Commitment to continuous learning: initiative and willingness to learn new skills and stay abreast of new developments in area of expertise; ability to adapt to changes in work environment. • Planning and organizing: effective organizational and problem-solving skills and ability to manage a large volume of work in an efficient and timely manner; ability to establish priorities and to plan, coordinate and monitor (own) work; ability to work under pressure, with conflicting deadlines, and to handle multiple concurrent projects/activities. • Teamwork and respect for diversity: ability to operate effectively across organizational boundaries; ability to establish and maintain effective partnerships and harmonious working relations in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity and gender; • Communication: proven interpersonal skills; good spoken and written communication skills, including ability to prepare clear and concise reports; ability to conduct presentations, articulate options and positions concisely; ability to make and defend recommendations; ability to communicate and empathize with staff (including national staff), military personnel, volunteers, counterparts and local interlocutors coming from very diverse backgrounds; ability to maintain composure and remain helpful towards the staff, but objective, without showing personal interest; capacity to transfer information and knowledge to a wide range of different target groups; • Flexibility, adaptability, and ability and willingness to operate independently in austere, remote and potentially hazardous environments for protracted periods, involving physical hardship and little comfort, and including possible extensive travel within the area of operations; willingness to transfer to other duty stations within area of operations as may be necessary; • Genuine commitment towards the principles of voluntary engagement, which includes solidarity, compassion, reciprocity and self-reliance; and commitment towards the UN core values.

finance, budget, accounting, administrative services or related area.

• Experience with finance or administration within the UN system is an asset • Advanced skills in Microsoft Excel is required

The assignment will be in Brasilia, the nation's capital. Brasilia is a family duty station, Hardship A. Security level in Brazil is moderate (3). UNDSS Brazil advises to exercise a high degree of caution in Brazil due to high levels of serious and violent crime, particularly in major cities. Violent crime as muggings, armed robbery, kidnappings and sexual assault, is very high. Avoid shanty towns (favelas) in the big cities and if you are attacked or robbed, do not resist. Demonstrations can occur at any time and may turn violent with little or no warning. All United Nations personnel must scrupulously comply with UNDSS procedures and recommendations during their assignment in Brazil. For missions in rural areas or indigenous reservations, special procedures may apply; UN personnel should consult with the local DSS office in advance.

Brasilia, was founded in 1960. It is considered as one of the major examples of the modernistic movement in architecture and urban planning in the 20th century and was added to the UNESCO list of World Heritage Sites. The average temperature is 22ºC, rising to over 30ºC during the hottest period. The hottest month in Brasilia is September and the coolest month is July. Planned for only 500,000 inhabitants, Brasilia has seen its population grow much more than expected. Several satellite towns have been created over the years to house the extra inhabitants. Brasilia's total population (including the satellite cities) is now over 2,000,000 inhabitants. Outdoor recreational activities include basketball, golf, Hash House Harriers, horse-back riding, picnicking, riding, sailing, soccer, sunbathing, swimming, tennis and volleyball. Inexpensive lessons in many sports are available at the clubs to members and non-members alike. Brasília is a pleasant and safe city, with live cultural ambience. There are two well marked seasons, with a rainy season from October to April and a dry season from May to September.

As this is a national assignment of UN Volunteers, the UN Volunteer will be responsible for organizing their own housing and other essential assets. UN National Volunteers are part of the malicious insurance plan.