Finance Associate, Women Peace and Humanitarian Fund

Contract

This is a GS-7 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 7 years of experience, depending on education.

Salary

The salary for this job should be more than 2,363 USD.

Please keep in mind that the salary displayed here is an estimation by UN Talent based on the location and the type of contract. It may vary depending on the organization. The recruiter should be able to inform you about the exact salary range. In case the job description contains another salary information, please refer to this one.

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 Ukraine UN Women works with the government, parliament and civil society in advancing gender equality through implementation of the national and international commitments on gender equality and women’s human rights. UN Women Ukraine implements interventions towards the realization of following strategic goals: elimination of violence against women and girls; implementation of women, peace and security agenda and gender responsive governance. UN Women works closely with the UN Country Team in integration of women’s rights and gender equality in all spheres of UN work.

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.

In March 2022, the Women’s Peace & Humanitarian Fund (WPHF), with the technical support of UN Women, rapidly responded to the war in Ukraine by activating its emergency response mechanism to channel urgent support for local women’s civil society organizations (CSOs) in Ukraine and Moldova. Through two targeted and two open Calls for Proposals in 2022-2023, 42 funded projects in Ukraine contributed to CSOs’ role strengthening in advocating for WPS commitments and rapid humanitarian support providing critical services, including psychosocial support, services for survivors of SGBV, health care, shelter, food and hygiene kits; contributed to increasing women’s participation in decision-making in humanitarian planning and response at the regional and local level by strengthening their capacities to advocate for their needs with the authorities and facilitating dialogue platforms between local women and government representatives; contributed to enhanced safety, security and addressed mental health issues of women and girls affected by the war; increased agency of local women and boosting their economic recovery and women’s livelihoods, especially for IDPs and women from rural communities. In addition, capacity building for 62 local CSOs and women’s groups was provided to strengthen their organizational capacity.

Under the direct supervision of the WPHF Project Coordination Analyst and the matrix supervision of the Operations Manager in the Ukraine Country office, the Finance Associate is responsible for the execution of a wide range of financial services and administrative processes in the Ukraine Country Office (CO), with a primary focus on the financial and administrative process of the Women Peace and Humanitarian Fund portfolio of projects, ensuring timeliness, efficiency and transparent use of financial resources and delivery of services in accordance with organizational financial rules, regulations, policies, procedures and approved allocations. The Finance Associate promotes a client-oriented approach consistent with UN Women rules and regulations, standard practices and guidelines.

The Finance Associate also works in close collaboration with the Operations Teams in the Country Office and Regional Office for solving complex finance-related issues and information delivery.

Duties and Responsibilities

1. Implement financial strategies, and adapt processes and procedures in full compliance of UN Women rules, regulations, policies, and recording and reporting systems****, primarily for the WPHF portfolio of projects

• 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 (CO) 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 overspending;
• Respond to instructions from the Deputy Director of Financial Management or 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 operations team in the internal and external audits of the Country Office;
• Follow-up on audit recommendations to monitor implementation of corrective actions;
• Actively promote a client-oriented finance service to Country office.

1. Prepare and administer the project budgets in full compliance of UN Women rules, regulations, policies, and recording and reporting systems, primarily for the WPHF portfolio of projects

• Formulate the budget, control allotments, monitor expenditures, and prepare revisions according to the needs of the programme and 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 System, 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 RO requests to resolve financial data issues;
• Prepare VAT reimbursements with adequate documentation support, as necessary;
• Input data in Quantum System and monitor status. Keep stakeholders and clients informed for timely action and/or decisions;
• Manage petty cash fund;
• Assist Project Managers with budget re-phrasal as required.

1. Provide support to programme unit on budget and finance management, primarily for the WPHF portfolio of projects

• Review accounts receivables for UN Women projects and follow-up with project managers and finance section at country office and/or regional office on contributions, deposits creation in Quantum system 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 system, ensure payroll, travel claims, MPOs, and other entitlements are processed;
• Monitor the setup of budgets in Quantum systemto ensure they are in accordance with budgets agreed with donors and are input into Quantum system 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 Operations Manager 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;
• Provide information inputs to financial reports for Country Office, Regional Office, HQ Finance and stakeholders as requested;
• 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.
• 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.

1. Provide administrative support to Resource Mobilization, primarily for the WPHF portfolio of projects

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

1. Facilitate knowledge building and knowledge sharing****, primarily for the WPHF portfolio of projects

• 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;
• Undertake all trainings in relation to financial management provided, including webinars from headquarters.

Competencies

Core Values:

• Respect for Diversity
• Integrity
• Professionalism

Core Competencies:

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

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.

Required Skills and Experience

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 an asset
• Successful completion of UN Women Accounting and Finance Test is required.

Experience:

• At least 7 years of progressively responsible experience in finance;
• 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 ERP systems, preferably Oracle cloud, is desirable.

Language Requirements:

• Fluency in English and Ukrainian are required.
• Knowledge of the other UN official working language is desirable (French, Arabic, Chinese, Russian or Spanish). .

UN Women Personal History Form (P11) must be completed and attached as part of the online application - https://view.officeapps.live.com/op/view.aspx?src=https%3A%2F%2Fwww.unwomen.org%2Fsites%2Fdefault%2Ffiles%2FHeadquarters%2FAttachments%2FSections%2FAbout%2520Us%2FEmployment%2FUN-Women-P11-Personal-History-Form.doc&wdOrigin=BROWSELINK

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).