UN WOMEN Jobs - 58585- Re-advertisement - Administrative Finance Assistan

Re-advertisement - Administrative Finance Assistant- (Open to Kyrgyzstan Nationals Only) - Bishkek city, KYRGYZSTAN

Advertised on behalf of

UN WOMEN

Location :

Bishkek city, KYRGYZSTAN

Type of Contract :

Service Contract

Starting Date :

Application Deadline :

13-Aug-15 (Midnight New York, USA)

Post Level :

SC-5

Duration of Initial Contract :

12 month

Languages Required :

English Russian

Expected Duration of Assignment :

Extension subject to performance and funds availability

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence. UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

Background

As part of a 5-year global joint initiative launched by the Executive Heads of UN Women, FAO, IFAD, and WFP in October 2012,the project ” Acceleration of Rural Women’s Economic Empowerment ” (ARWEE) will focus on rural women’s economic empowerment in the Kyrgyz Republic. The Programme will use a Multi Donor Trust Fund (MDTF) modality to ensure transparency, accountability and efficiency.

Together, this partnership between UN Women, FAO, and WFP is expected to generate synergies that capitalize on each agency’s mandate, comparative advantage and institutional strength to generate more lasting and wider scale results. ARWEE aims to promote rural women’s economic empowerment in the Kyrgyz Republic correspond with the Global Programme goal to secure rural women’s livelihoods and rights in the context of sustainable development and the post-MDGs agenda. Programme is designed around the following three outcome areas: (i) increased income opportunities and food security for rural women; (ii) enhanced leadership and participation of rural women in decision-making processes at the local and national levels; and (iii) a more gender responsive policy environment in the country. The agencies aim to provide a harmonized, political, and institutional framework for complex programme interventions aiming at overcoming deep-rooted inequalities in rural areas. The current programme will be premised on the experience of a successful partnership between UN Women, FAO and WFP from previous joint projects. Efforts will be made to build support for the programme within the UN country teams and to link it with existing relevant joint programmes.

The programme will be linked to on-going specialized large programmes on land rights, animal husbandry, seed & vegetable production, food security, pesticides management, irrigation, pasture management , agricultural value chains etc. implemented by the four participating agencies. The partnership of three UN agencies, each having a specialized mandate is premised on a successful support model provided by UN Women, FAO and WFP during their joint Delivering as One programme. This proved to be effective and mutually reinforcing. Group solidarity and membership discipline in self-help groups mobilized by UN Women ensured accurate use of seeds, fertilizers, and food, as well as consistent and systematic application of new knowledge on agricultural technologies and food security. Following this model, the programme will utilize the comparative advantages of four agencies: FAO’s policy assistance on agriculture and food security, value chain training and normative work; WFP’s food assistance innovations; and UN Women’s technical expertise on women’s economic empowerment and its mandate to promote accountability for gender equality and women’s empowerment.

With the aim to ensure effective implementation of the above mentioned programme, UN Women Kyrgyzstan office plans to contract an Administrative and Finance Assistance who will provide administrative/finance services ensuring high quality of work, ensures accurate, timely and properly recorded/documented service delivery. The Administrative and Finance Assistant promotes a client-oriented approach consistent with UN Women rules and regulations and commits to high standards of quality, productivity and timeliness in the delivery of tasks. The Administrative and Finance Assistant will meet and apply the highest standards of integrity and impartiality.

Duties and Responsibilities

Under direct supervision of the UN Women ARWEE Programme Manager and overall guidance of the Programme and Finance Associate, the Administrative and Finance Assistant will provide administrative and financial support for the implementation of the ARWEE programme and support Country Office team in administrative and financial tasks. The position is physically based in the UN Women Kyrgyz Republic Country Office.

Summary of Key Functions:

Implementation of operational strategies;
Provision of administrative, procurement, HR and logistical support;
Provision of support to office maintenance and assets management;
Support to knowledge building and knowledge sharing.

Ensures implementation of operational strategies, focusing on achievement of the following results:

Full compliance of administrative, procurement and HR activities with UN Women rules, regulations, policies and strategies;
Full compliance of financial processes and financial records with UN Women rules, regulations, policies and strategies;
Provision of inputs to preparation of workplans.

Provides administrative, finance, procurement, HR and logistical support, focusing on achievement of the following results:

Interpretation and implementation of procedures and rules related to administrative, procurement, financial and personnel matters and ensure their compliance;
Organization of conferences, workshops, retreats, study tours, etc.;
Arrangement of travel and hotel reservations, preparation of travel authorizations;
Full compliance of procurement activities with UN Women rules, regulations, policies and strategies;
Timely preparation and updating of procurement plans for the programme;
Organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation;
Preparation of requests with all supporting documents for issuance of Purchase orders, contracts, subcontracts and other documents related to procurement of goods and services;
Creation of requisitions in Atlas, registration of goods receipt in Atlas, budget check for requisitions;
Certifying availability of funds and ensuring that the activities are in line with the approved workplan and budget levels;
Monitoring regularly the Programme budget, provision of timely advice to the Programme Manager on fund limitations;
Provision of information for reports on financial status, procedures, exchange rates, costs and expenditures and potential funding problems;
Assistance in proper control of the supporting documents for payments and financial reports for the programme; payment execution and monitoring payment status;
Preparation of budget revisions per established rules;
Ensuring the accurate book-keeping of advance funds received and preparation of reports, where relevant;
Processing of financial documentation (vouchers, supporting documents, etc.) and maintaining internal expenditures control system by ensuring that vouchers processed are matched and completed, transactions are correctly recorded and posted in Atlas; travel claims, monthly payment orders (MPOs) and other entitlements are duly processed;
Preparation and handling the routine correspondence related to general administration, procurement, financial and personnel matters; faxes; memoranda and reports in accordance with UN Women rules and procedures;
Maintenance of files related to personnel, finance, procurement, administrative, logistical, programme matters;
Assistance to the Audit and prepare necessary documents
Performance of other duties as and when required
Ensure timely extension of personnel contracts.

Provides support to office maintenance and assets management, focusing on achievement of the following results:

Monitoring the Inventory Records, maintain the records and files on assets management, distribute the stationery to personnel and provide advice on procurement of goods to avoid unnecessary purchase;
Maintenance of files and records relevant to office maintenance.

Provides support to knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:

Participation in the training for the operations/projects staff on administration, procurement, finance and HR;
Briefing personnel on general administrative, financial and personnel matters.

Competencies

Core Values / Guiding Principles:

Integrity:

Demonstrating consistency in upholding and promoting the values of UN Women in actions and decisions, in line with the UN Code of Conduct.

Cultural Sensitivity/Valuing diversity:

Demonstrating an appreciation of the multicultural nature of the organization and the diversity of its staff;
Demonstrating an international outlook, appreciating differences in values and learning from cultural diversity.

Core Competencies:

Ethics and Values:

Promoting Ethics and Integrity / Creating Organizational Precedents.

Working in Teams:

Building and promoting effective teams.

Communicating Information and Ideas:

Creating and promoting enabling environment for open communication.

Self-management and Emotional intelligence:

Creating an emotionally intelligent organization.

Conflict Management / Negotiating and Resolving Disagreements:

Leveraging conflict in the interests of the organization & setting standards.

Knowledge Sharing / Continuous Learning:

Sharing knowledge across the organization and building a culture of knowledge sharing and learning.

Appropriate and Transparent Decision Making:

Fair and transparent decision making;
Calculated risk-taking.

Functional Competencies:

Ability to perform a variety of standard specialized and non-specialized tasks and work processes that are fully documented, researched, recorded and reported;
Ability to review a variety of data, identify and adjust discrepancies, identify and resolve operational problems;
Ability to perform work of confidential nature and handle a large volume of work;
Good knowledge of administrative rules and regulations;
Strong IT skills, knowledge of Atlas desirable;
Ability to provide input to business processes re-engineering, implementation of new systems;
Focuses on result for the client and responds positively to feedback;
Consistently approaches work with energy and a positive, constructive attitude;
Remains calm, in control and good humored even under pressure.

Required Skills and Experience

Education:

Postgraduate or university degree in economics or other relevant field.

Experience:

Minimum 3 years of relevant administrative and accounting/financial experience at the national level;
Strong interpersonal, communication and presentation skills;
Previous work experience with UN Agencies, government agencies and international development partners-highly desirable;
Competent in the usage of computers and office software packages (MS Word, Excel, etc.).

Language:

Fluency in English and Russian language; knowledge of Kyrgyz is an asset.

All online applications must include (as an attachment) the completed UN Women Personal History form (P11) which can be downloaded from http://www.unwomen.org/wp-content/uploads/2011/01/P_11_form_UNwomen.doc). Alternatively a UN or UNDP P11 can be filled. Kindly note that the system will only allow one attachment which must be the P11.

Applications without the completed P-11 form are incomplete and will NOT be considered for further assessment!!!