UNEP Finance Initiative (UNEP FI) – Administrative Support Individual Contractor

Result of Service The ultimate service is to successfully support the Programme Officers of the UNEP FI Secretariat to ensure that FI projects are running smoothly assisting them from a financial and administrative perspective.

Work Location Working in Geneva, Switzerland

Expected duration The duration of the contract will be for 6 months.

Duties and Responsibilities The United Nations Environment Programme Finance Initiative (UNEP FI) is a strategic public-private partnership between UNEP and the global financial sector. UNEP FI works with approximately 400 financial institutions, which are signatories to the UNEP FI Statement of Commitment by Financial Institutions on Sustainable Development, and a range of partners and organisations, to develop and promote linkages between the environment, sustainability and financial performance.

UNEP FI works with banking, insurance and investment members and a network of regional partners to accelerate market momentum towards a financial sector aligned with sustainable development in five geographical areas: Africa & the Middle East, Asia-Pacific, Europe, Latin America, North America. The objective is to disseminate, promote and communicate UNEP FI’s work across the different geographical regions by a variety of means, including consultations, research, workshops, and special meetings/events.

As UNEP FI enters a Regional Roundtable year it will need Administrative support across a number of Administrative areas linked to Human Resources, Travel and Procurement, as well as events planning.

UNEP FI currently does not have the in-house support to undertake the below mentioned tasks, therefore it requires the assistance of an Individual Contractor.

Output expectations The result of the services will be used to successfully support the Programme Officers of the UNEP FI Secretariat to ensure that FI projects are running smoothly, assisting them from a financial and administrative perspective. - Assistance provided in Implementing Partner (IP) related matters, including supporting the Administrative Assistant with payments and reviewing IP expenditure reports - Support provided with grant management issues such as modifications, extensions, expenditure adjustments, grant relationships, requests for interim or final reports - Assistance with UNEP FI membership and maintaining the database, especially in the context of preparing welcome packages for new members, setting members up in the database, UMOJA and UNEP FI website, issuing invoices and following up on outstanding Invoices - Assist with payments to End Beneficiaries / UNOPS including supporting the Administrative Assistant in preparing files for purchase orders and reviewing UNOPS expenditure reports

Specific tasks and responsibilities

- Member’s relations: - Assistance with preparing welcome packages for new UNEP FI members. - Liaising with new members to request documentation required in order to set them up in UMOJA. - Assist to update members information in UMOJA. - Assist with maintaining UNEP FI database and checking the information on the UNEP FI website is accurate. - Answering questions and providing assistance to new members as needed. - Assist to research about new members’ revenue, total assets and premiums. Collect and enter data for various members especially new members in the database.

- Invoicing: - Assist to confirm the invoice amounts are based on revenue/total assets/gross premiums of members and ensuring the correct UN exchange rate is used. - Assist with sending invoices for annual membership fees and other sponsorships to members. - Raising prorated membership invoices for new members starting from the date they joined in the year. - Assist with revising invoices and responding to enquiries regarding invoices. - Keeping record of members who have received invoices for memberships and other sponsorships. - Assisting with completing vendor/supplier forms of UNEP FI members and uploading invoices on vendor management systems.

- Revenue: - Assist with recording weekly income from membership fees, trainings and other sponsorships. - Ensure that payments from members match invoice amount and reference number. - Chase members that do not pay the full invoice amount to ensure Account Receivables (ARs) are cleared. - Assist to review open ARs. - Assist with tracing payments in UMOJA, and chasing outstanding membership fees. - Assisting with confirming cash application of funds received.

- Implementing Partners: - Assist with checking if Implementing Partner (IP) is created in Umoja, filling the forms to add the IP. - Checking if payee’s contact details and bank details are in umoja, and raising a request to Treasury to input if not available. - Assist with checking if due diligence for the implementing partner has been completed, and raising Grantor Program. - Assist with checking the agreement dates, checking agreement budget for accuracy and different expenditure classes, confirming the budget line and raising the Application. - Confirming the agreement is signed by both parties, and assisting to raise a Funds Certification. - Assist with payments to Implementing Partners and Advances, attaching relevant supporting documents i.e. legal agreements, cash Advance statement, expenditure reports etc. - Assist to review expenditure and narrative reports of Implementing Partners, prepare evaluation forms, and update expenditures file. - Assist with raising Claims (Statement of Income and Expense Report) for Implementing Partners, and attaching relevant supporting documents. - Assist with raising agreement amendments where needed. - Assist to monitor the stages of approval from Grantor Program creation to Agreement Closing, to ensure timely workflow.

- UNOPS: - Assist to raise Purchase Orders (POs) to ensure payments to End Beneficiaries. - Assist with preparing evaluation reports for Service Entry Sheets (SES). - Assist to review UNOPS Expenditure reports and raise SES for interim and final expenditures, and attaching supporting documents. - Assist to update the record of UNOPS Pos.

- Grants Management: - Assist with Grant management, extensions, expenditure adjustments and modifications. - Ensure all UNEP FI agreements are signed by both parties. - Assist to confirm receipt of Donor funds for cash application. - Assist with budgeting of Donor funds by sponsored classes, according to donor agreement. - Assist with preparing UMOJA BI reports and ensuring the balances match with grant budget in UMOJA ECC. - Assist with checking available cash balance and pending commitments before requesting for final financial reports. - Supporting the Administrative Assistant to ensure the timely and smooth run of UNEP FI programs.

The consultant shall be under the overall supervision by the Head UNEP FI and report directly to the Signatory Relations Programme Officer UNEP FI.

Qualifications/special skills Skills and knowledge: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and respond appropriately; asks questions to clarify, and exhibits interest in having two-way communication; considers all those to whom services are provided to be “clients” and seeks to see things from the clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; keeps abreast if available technology; understands applicability and limitations of technology to the work of the office; activity seeks to apply technology to appropriate tasks; shows willingness to learn new technology.

Academic Qualifications: High school diploma or equivalent. University degree in business, finance, accounting is desirable.

Experience: Two years of progressively responsible experience within the UN system, government administration, non-governmental organization, private sector or related organization or institution with experience in administration and/or finance. Extensive experience in the use of computers and standard office software (e.g. word processing, spreadsheets, slide presentations). Experience with Umoja is an asset.

Language: English and French are the working languages of the United Nations Secretariat. For this post, spoken and written English is essential. Knowledge of French is an advantage.

No Fee THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.