UN Women: Finance Specialist/Team Lead, Financial Operations

Contract

This is a P-3 contract. This kind of contract is known as Professional and Director staff. It is normally internationally recruited only. It's a staff contract. It usually requires 5 years of experience, depending on education.

Salary

The salary for this job should be between 140,639 USD and 184,155 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.

The Division of Management and Administration is responsible for the planning, allocation and management of financial, administrative resources including information communications and technology, the effective and efficient delivery of essential operations services in UN Women, continuous development and improvement in operations, policies, and methods to align with UN Women and stakeholders’ evolving business needs and advisory support to the Executive Director in the formulation and implementation of the UN Women overall mission, strategy and plans of actions.

The Finance Specialist position forms part of Financial Operations & Field Support Unit under the responsibility of the Deputy Director of Financial Management.

Under the guidance and direct supervision of the Finance Specialist – Financial Operations & Field Support Unit Head, the Finance Specialist/Team Lead is responsible to maintain accuracy for accounting activities, monitor HQ invoices, prepayments and adjustments to general ledger processing and implement effective and ethical practices and procedures that allow payments to run smoothly, maintain accuracy of Accounts payables Subledger, engage with UNDP Treasury for UN Women, accurate Investments accounting and reconciliation, pre-financing of UN Women’s Cash requirements to UNDP and interfund reconciliations. The Finance Specialist participates in year-end activities, supports preparation of Financial Statements and responds to external audit queries, provides guidance to the management team regarding financial decisions and promotes training and capacity building within the team and at corporate level.

The Finance Specialist/Team Lead is also responsible for the management, oversight, advice and support to HQ, Regional and Country Offices regarding Quantum payments, prepayments and adjustments to general ledger on timely basis. The Finance Specialist provides assistance with leading capacity building for the finance users for better business practices and controls, as well as automation; ensuring all finance users are compliant with and trained in Quantum and IPSAS accounting standards, financial regulations and rules, policies and procedures. Further, will cover the duties of the Finance Specialist, Team Lead, Field Support in their absence. The Finance Specialist will always promote a client-oriented approach and abide by UN Women’s financial regulations and rules, ensuring compliance with UN Women Internal Control Framework, financial rules, regulations, policies, procedures and IPSAS.

Duties and Responsibilities

1. Manage the monitoring and oversight of financial systems in accordance with UN Women rules, regulations, policies and procedures

• Supervise and report on the HQ oversight of the Department’s Month-end Closure Instructions Checklist and Year-end Closure Instruction Checklists;
• Prepare monthly analytics by Region and HQ to support management of payments, prepayments and adjustments to general ledger;
• Monitor for compliance with IPSAS accounting standards by reviewing business processes and systems modules resulting in IPSAS compliant general ledger and financial statements, adherence with Finance Manual, Internal Control policy and Delegation of Authority;
• Monitor financial systems and reports for unusual activities, transactions, investigate anomalies;
• Identify areas of risk and providing recommendations and action plans for addressing issues raised as part of the financial risk assessment reviews;
• Assist and respond in a timely manner to questions and provide analysis as requested from ROs, COs and HQ;
• Report to Unit Head and Deputy Director of Financial Management any case of non-adherence for timely action and recommendations for actions/decisions;
• Prepare and review regularly General Ledger reconciliations as assigned;
• Prepare ad hoc data analysis and reports as assigned;
• Review DOAs, ICFs for all Financial Management Section and provide advice for Finance Users corporately;
• Review Systems, SOP, Procedures, Finance and Operating manuals, specifically but not limited to Payments/Prepayments and adjustments to General Ledger;
• Monitor and reconcile the Accounts Payable subledger on monthly basis;
• Monitor and drive the follow up of all unpaid invoices and/or invoices with issues;
• Follow up with Treasury on pending, aged payments;
• Monitor and ensure accuracy of the United Nations monthly payments;
• Maintain Trial Balance tracker on monthly basis to ensure completion of General Ledger reconciliations for Financial Management Section.

2. Engagement with UNDP Finance and Treasury Units

• Review Investment policies and practices. Work with UNDP Treasury and Investments Committee to resolve investment and payment issues;
• Prepare semi-annual and annual Investment working papers;
• Reconcile Interfund between UN Women and UNDP;
• Review and recommend monthly pre-finance amount of UN Women’s Cash requirements to UNDP;
• Various correspondences with UNDP regarding the above.

3. Preparation and Support of the audit processes (External, Internal, NGO/NIM, EU Verifications) in accordance with UN Women rules, regulations, policies and procedures

• Assist in the preparation of the interim and final Financial Statements of UN-Women specifically for Investments including Notes and otherwise as requested;
• Prepare UNBOA and Internal Audit responses in specific areas of expertise as requested;
• Support the pre-audit preparations for financial management of the RO, COs to be audit ready;
• Conduct training to the RO, CO and HQ as part of preparation for audit/verification as required;
• Provide technical support and guidance to ROs, COs during the External, Internal, and NGO/NIM audits and EU Verification processes;
• Participate on behalf of Finance team on HQ Audit Support Groups as required;
• Follow up and/or take prompt action to respond to audit and other findings on financial management including recommending improvements in policies, procedures and practices, as required.

4. Manage financial training and communication for Clients

• Assist with the regular meetings and communication plan to ensure close relationship between Financial Management Section and Finance staff in ROs, COs and HQ;
• Promote pro-actively and support Finance staff in ROs and COs with cost effective tools such as Teams, webinars, SharePoint, and online forums;
• Lead development projects for ensuring such effective tools are in place and regularly monitored for improvements with feedback from Finance staff at HQ, ROs, and COs;
• Lead the Implementation of the approved Training plans on a recurrent basis to ensure competency across all Finance staff of UN Women. Meet with clients and stakeholders as requested to build capacity and knowledge;
• Implement the Induction Training plan in a methodology that new Finance staff can access on day one of taking up post;
• Provide dedicated remote focal point support for Finance staff at ROs, COs HQ on a timely basis. Support the Finance Helpdesk function to ensure accurate and timely response to issues and advice requested in conjunction with other staff of the Finance Section or Department of Management and Administration (DMA).

5. Participate in knowledge management and capacity building, specifically on Quantum area of expertise

• Lead Quantum Payments/Prepayments/General Ledger adjustments as area of expertise;
• Identify, participate in the development and/or recommend enhancement/updates/improvement in accounting system (Quantum financial modules) and other financial systems for better business practices and controls;
• Provide recommendations to Unit Head and Deputy Director of Financial Management for improvements to existing reports and development of new reports. Identify and assist to develop projects for the Finance staff for improvement in processes and procedures;
• Design and/or introduce, learning tools, best practices and innovations in financial business operational practices and management, promote transparency, ease of communications, hosting of financial documents, and all policies and procedures between all UNW users;
• Capture, synthesize and/or codify lessons learned and best practices in the region support and financial management and services. Disseminate to Finance Section HQ and other Offices to share knowledge and build capacity;
• Ensure the Financial Management Section Sharepoint site is up to date in specific area of expertise.

6. Supervise Financial Operations finance staff

• Promote teamwork and high level of productivity through efficient staff supervision and mentoring;
• Perform the daily distribution of workload amongst staff;
• Establish performance plans for staff based on workplan and ensure preparation and review meets established timelines;
• Supervise daily progress and provide guidance and direction to the staff as necessary to ensure goals and objectives are achieved.

7. Approving and certifying function

• Perform delegated Verifying and Approval function in Quantum on a timely basis;
• Review and Approve all HQ payment and prepayment invoices and invoices from Country offices and Regional offices exceeding their delegation of authority;
• Review and approve General Ledger journal adjustment entries in specific area of expertise; Review and approve adjustments to Accounts Payables subledger;
• Review and provide financial clearance of all assigned General Ledger accounts as delegated for compliance with standard agreements on a timely basis.

Perform other duties similar and related to the functional areas as assigned by Deputy Director of Financial Management.

Key Performance Indicators

• Quantum Payments/Prepayments/General Ledger adjustments are processed timely and accurately;
• Timely and accurate monitoring of performance of the financial team, including providing recommendations to improve business processes;
• Financial activities/transactions and documentations are implemented/processed according to UN Women rules and regulations, policies and procedures;
• Programme units receive timely support in relation to financial management, budgeting and planning;
• Timely and accurate professional advice on financial issues provided to the RO management and Region’s Country Offices;
• Timely reporting on financial issues.

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

Please visit this link for more information on UN Women’s Core Values and Competencies: https://www.unwomen.org/sites/default/files/Headquarters/Attachments/Sections/About%20Us/Employment/UN-Women-values-and-competencies-framework-en.pdf

FUNCTIONAL COMPETENCIES:

• Very strong knowledge and expertise in accounting and financial management
• Very strong knowledge of complex financial rules and regulations, preferably UN/UN Women Financial Rules and regulations
• Demonstrated business acumen and judgment
• Strong conceptual/strategic skills and success in implementing financial re-engineering, management systems development, policy design, innovation and knowledge product development
• Very strong knowledge and experience in the application of complex financial systems and modules (such as Quantum)
• Advance knowledge of spreadsheet and database packages
• Ability to provide advice and support
• Strong communication skills and personable approach
• Strong analytical skills

Required Skills and Experience

Education and certification:

• Master’s Degree (or equivalent) in Finance/Accounting, or a Professional accounting qualification from an internationally recognized institute of accountancy, (Chartered Accountant or Certified Public Accountant);
• Professionally qualified accountants from an internationally recognized institute of accountancy will have a distinct advantage;
• Completion of UN Women Accountancy & Finance Test required.

Experience:

• Minimum 5 years of extensive and progressively responsible experience in accounting, financial management and at least (2) years of which should be at the supervisory level, in a large international and/or corporate organization preferably in the UN system and its organizations;
• Experience of IPSAS or IFRS is required;
• Experience in the usage of office software packages (MS Word, Excel, Cloud, etc.) is required;
• Experience in web-based management systems and ERP financial systems such as Oracle Cloud is required.

Language Requirements:

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

Application:

All applications must include (as an attachment) the completed UN Women Personal History form (P-11) which can be downloaded from: https://www.unwomen.org/sites/default/files/Headquarters/Attachments/Sections/About%20Us/Employment/UN-Women-P11-Personal-History-Form.doc. Kindly note that the system will only allow one attachment. Applications without the completed UN Women P-11 form will be treated as incomplete and will not be considered for further assessment.

Note:

In July 2010, the United Nations General Assembly created UN Women, the United Nations Entity for Gender Equality and the Empowerment of Women. The creation of UN Women came about as part of the UN reform agenda, bringing together resources and mandates for greater impact. It merges and builds on the important work of four previously distinct parts of the UN system (DAW, OSAGI, INSTRAW and UNIFEM), which focused exclusively on gender equality and women's empowerment.

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.)