UN WOMEN Jobs - 64028- Finance and Administrative Consultant

Finance and Administrative Consultant

Advertised on behalf of

UN WOMEN

Location :

Tokyo, JAPAN

Type of Contract :

Individual Contract

Starting Date :

01-Apr-2016

Application Deadline :

11-Mar-16 (Midnight New York, USA)

Post Level :

National Consultant

Duration of Initial Contract :

1 year

Languages Required :

English

Expected Duration of Assignment :

1 year

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

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. Placing women’s rights at the center of all its efforts, UN Women leads and coordinates United Nations system efforts to ensure that commitments on gender equality and gender mainstreaming translate into action throughout the world. It provides strong and coherent leadership in support of Member States’ priorities and efforts, building effective partnerships with civil society and other relevant actors.

The work of the UN Women Japan Liaison Office is shaped to contribute to UN Women’s Strategic Plan 2014-2017. The strategic focus is on resource mobilization and partnership development in the area of public and political advocacy with, and substantive support to, Japan on issues pertaining to UN Women’s mandate to advance gender equality and women’s empowerment and rights.

The services of a Consultant are required for administrative and operational support to the Liaison Office in order to ensure that all the activities related to operationalization of the UN Women Liaison Office in Japan are undertaken in a timely manner.

The consultant will undertake the following tasks under the direct supervision of the Head of the Tokyo Liaison Office, in close collaboration with the Resource Mobilization team, the Division of Management and Administration, including Finance and Procurement colleagues and Human Resources Sections:

Duties and Responsibilities

Finance and Budget:

Drafts the Liaison Office budget in line with the annual workplan and liaise with the RM team for approval;
Prepares all budget revisions, year-end rephasals, mandatory revisions, liaise and assists supervisors regarding budget queries, identify under-utilized funds and make any other required adjustment;
Prepares monthly and year-end financial checklist and liaise with Finance for accurate documentation statements preparation and certification;
In compliance with financial regulations and rules for certifications, enters requisitions into Atlas, accrual receipts and liaise closely with Procurement, Budget and Finance Sections for financial transactions clearances/approvals;
Coordinates and administers all payments to vendors, consultants and provide relevant documentation in close liaison with Finance Section.
Prepares and updates the Liaison Office annual procurement plan and ensure approval and upload on the UN Women SharePoint;
Organizes procurement processes including preparation and conduct of requests for quotations (RFQs), Invitation to Bids (ITBs) or (requests for proposals (RFPs), receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UN Women procurement guidelines and submit to HQ for review and clearance;
Initiates the Liaison Office procurement process including submission of RFQ, RFPs, contracts as required;
Organizes official travels including purchase of tickets, the UN daily subsistence allowance (DSA)SA calculation and processing of claim forms in a timely manner;
Monitors and tracks receipt of good and services against contract provisions;
Processes invoices by vendors based on delivery of goods and services;
Prepares and updates the year-end assets physical verification and inventory in close collaboration with the Assets Management team.

Human Resources:

In close consultation with the head of the Liaison Office and RM team, facilitates the Liaison Office staffing requirements including consultants and interns in posting advertisements, initiating preparation of requests as well as verification of funds availability in compliance with financial, human resources and procurement guidelines;
Prepares all the required documentation and forms for staff including not limited to travel requests, applications for new and renew of Laissez-Passers, and ground passes as well as entries of the new comers on the staff-check in system.

Administrative and logistics support:

Maintains the attendance records as well as missions and leave plans for the Liaison Office in consultation with the RM operations team;
Maintains the Liaison’s office filing system, both hard-copy and electronic, as well as safekeeping of confidential materials and archiving;
Monitors office environment needs and coordinate as necessary, monitor maintenance and equipment needs;
Reviews incoming correspondence, draft memos and other correspondence as required, arrange appointments and meetings and ensuring timely response to all appointment requests, identify matters that should be brought to the immediate attention of the Head of the Liaison Office or which may be appropriately referred to the other officers;
Provides support in developing communication materials including flyers, logistics notes and undertakes other activities related to logistical coordination of events and meetings;
Assists the Head of the Liaison Office with any other tasks as required.

Impact of Results

As a member of the Japan Liaison Office, the results expected from the position of a Finance and Administrative Assistant are critical for a successful operationalization of the UN Women Japan Liaison Office; ensure full compliance with the UN Women established rules and regulations and to support the Liaison Office meet its overall strategic objective to help advance the mandate of UN Women on gender equality and women’s rights.

Competencies

Core values and Guiding principles:

Integrity:

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

Professionalism:

Demonstrate professional competence and expert knowledge of the pertinent substantive areas of work.

Cultural sensitivity and valuing diversity:

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

Core Competencies:

Ethics and Values:

Demonstrate and promote ethics and integrity by creating organizational precedents.

Development and Innovation:

Contribute to an environment of creativity and innovation.

Work in teams:

Demonstrate ability to work in a multicultural, multi ethnic environment and to maintain effective working relations with people of different national and cultural backgrounds.

Communication and Information Sharing:

Create and promote an environment for open and effective communication.

Self-management and Emotional Intelligence:

Stay composed and positive even in difficult moments, handle tense situations with diplomacy and tact, and have a consistent behavior towards others.

Conflict Management:

Surface conflicts and address them proactively acknowledging different feelings and views and directing energy towards a mutually acceptable solution;
Ability to manage multiple activities concurrently, works under pressure, and to tight deadlines.

Required Skills and Experience

Education:

Secondary Education is required;
University Degree in Business or Public Administration is desirable.

Experience:

A minimum of 6 years of operations and administrative experience preferably in a large or international corporation or international organization;
Solid knowledge of the UN/UN Women rules and regulations, procedures and operations related to procurement, finances, administration would be an asset;
Experience in the use of computers applications and software package (MS Word, Excel) and web based management systems; proficiency in the use of the Atlas system;
Ability to perform and deliver expected results in a fast-paced working environment;
Strong interpersonal skills;
Strong sense of initiative and ability to work independently;
Excellent organizational skills and sound judgement.

Language:

Fluency in written and spoken English and Japanese.