Regional Finance Associate, M4C Project (Fiji Nationals Only)

Contract

This is a SB-3 contract. This kind of contract is known as Service Board / Service Contract. It is normally only for nationals. More about SB-3 contracts.

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.

The UN Women Fiji Multi-Country Office is based in Suva, Fiji and works alongside over 20 other UN agencies in the region and in 14 countries: Cook Islands, Federated States of Micronesia, Fiji, Kiribati, Nauru, Niue, Palau, Republic of Marshall Islands, Samoa, Solomon Islands, Tokelau, Tonga, Tuvalu and Vanuatu.

Under its Strategic Note 2018-2022, UN Women Fiji MCO focuses on delivering on four interlinked programme areas underpinned by support for intergovernmental and normative processes:

• Women’s Political Empowerment and Leadership
• Women’s Economic Empowerment
• Ending Violence against Women
• Gender and Protection in Humanitarian Action and Disaster Risk Reduction

The Markets for Change (M4C) project brings together governments, market vendors and market vendor associations, civil society organisations and UN agencies to promote gender equality through economic empowerment of women market vendors in Fiji, Samoa, Solomon Islands and Vanuatu. M4C is implemented by UN Women in partnership with UNDP and the Governments of Australia, Canada and New Zealand.

Under the direct supervision of the M4C Regional Project Manager, the Regional Finance Associate is responsible for the execution of a wide range of financial services and administrative processes for the Markets for Change project, 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 Regional Finance Associate promotes a client-oriented approach consistent with UN Women rules and regulations, standard practices and guidelines.

The Regional Finance Associate works in close collaboration with the M4C Regional Project Associate, the Markets for Change country teams across Fiji, Samoa, Solomon Islands and Vanuatu as well as the Operations Team in Fiji MCO for solving complex finance-related issues and information delivery.

Duties and Responsibilities

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 Markets for Change project 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 the M4C Regional Project Coordinator and the Project Coordinators (Fiji, Samoa, Solomon Islands and Vanuatu), in line with Month-end Closure Checklist, the Project Delivery Status Reports and investigate any overspend;
• Participate as a member of the Fiji MCO team in the internal and external audits of the Fiji MCO and Markets for Change project
• Follow-up on audit recommendations to monitor implementation of corrective actions;
• Actively promote a client-oriented finance service to Markets for Change country teams.

Prepare and administer the M4C projects 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 M4C programme;
• Track the appropriate and timely use of financial resources;
• Create projects in Atlas, 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 MCO requests to resolve financial data issues;
• Prepare VAT reimbursements with adequate documentation support, as necessary;
• Assist the M4C Regional Project Manager and the four Project Coordinators (Fiji, Samoa, Solomon Islands and Vanuatu) with budget re-phrasal as required.

Provide finance support to the M4C Programme team:

• Review accounts receivables for the Markets for Change project and follow-up with the Regional Project Manager, Project Coordinators (Fiji, Samoa, Solomon Islands and Vanuatu) and finance section at Fiji MCO, regional office and/or headquarters on contributions, deposits creation in Atlas and their application to AR pending items;
• Prepare PO and non-PO vouchers for M4Cprojects;
• Prepare General Ledger journal entries (GLJEs) from proper supporting documents authorized by the budget owners and M4C project managers;
• Monitor the setup of budgets in ATLAS to ensure they are in accordance with budgets agreed with donors and are input into ATLAS at the detailed Activity ID level;
• Monitor each month over-expenditure of budgets and follow up with the Regional Project Manager and Project Coordinators (Fiji, Samoa, Solomon Islands and Vanuatu);
• Monitor regularly transactions posted to the Markets for Change project 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 the Regional Project Manager and Project Coordinators (Fiji, Samoa, Solomon Islands and Vanuatu);
• Monitor the financial status and under the guidance of the Operations Manager implement control mechanisms for the Markets for Change project;
• 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;
• Provide information inputs to financial reports for the Markets for Change project, Fiji MCO, Regional Office, HQ Finance and stakeholders;
• 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.

Provide administrative support to M4C Projects Resource Mobilization:

• Compile and process information from donors, 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 M4C Projects resource mobilization efforts.

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

Support other operations related activities as may be needed and requested by Supervisor.

Competencies

Key Performance Indicators:

• Timely, complete and accurate financial transactions/activities/documentation.
• Timely and regular monitoring of financial resources management system and timely expenditure of financial resources.
• Timely and accurate support to budget formulation and controlling allotments.
• Timely and accurate monitoring of internal expenditures control systems.
• Timely and quality financial support to the Markets for Change project and programme team.

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.
• Experience in the use of PeopleSoft ATLAS is an asset.

Language Requirements:

• Fluency in written and spoken English is required;
• Working knowledge of another official UN language is an asset.

UN Women Statement on 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).