UN WOMEN Jobs - 70916- Finance and Administrative Assistant

Finance and Administrative Assistant - (Open for Lebanese nationalities only)

Advertised on behalf of

UN WOMEN

Location :

Lebanon, LEBANON

Type of Contract :

Service Contract

Starting Date :

01-May-2017

Application Deadline :

22-Mar-17 (Midnight New York, USA)

Post Level :

SB-3

Duration of Initial Contract :

One year

Languages Required :

Arabic English

Expected Duration of Assignment :

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.

Under the overall guidance and direct supervision of the Programme Manager, the Finance and Administrative Assistant is responsible for helping ensure the provision and the execution of programme finance services and the effective and transparent utilization of financial resources including the integrity of financial and administrative services. The incumbent promotes a client-oriented approach consistent with UN Women rules and regulations.

The Finance and Administrative Assistant advises the project support staff and works in close collaboration with the Program Associate and the Operations teams in ROAS for resolving together complex programme and financial-related issues.

Duties and Responsibilities

Summary of Key Functions:

Support implementation of administrative and operational strategies;
Support of Lebanon programme management and effective cost recovery;
Accounting and administrative support;
Support to implementation of the resource mobilization strategy;
Provision of administrative and logistical support;
Facilitation of knowledge building and knowledge sharing, and guidance to all stakeholders on financial matters.

1.Support implementation of administrative and operational strategies

Work in full compliance with UN/UN Women rules, regulations, and policies of financial activities, financial records/ reporting system and facilitate and coordinate follow-up on audit recommendations; and the implementation of effective internal controls, in addition to the proper functioning of a client-oriented financial resources management system;
Support to the Lebanon Office finance business processes mapping and elaboration of the content of internal Standard Operating Procedures in Finance in consultation with the Regional office in Cairo;
Support Implementation of cost sharing and trust fund agreements;
Support full compliance of administrative activities with UN Women rules, regulations, policies and strategies;
Provision of inputs to the UNW Lebanon administrative business processes mapping and implementation of the internal standard operating procedures (SOPs).

2.Support of Lebanon programme management and effective cost recovery

Regular monitoring of the programme delivery;
Support in observing the office attendance;
Provision of advice on financial reporting;
Facilitate preparation of reports including donor reports;
Verification and reconciliation of various projects expenditures reports;
Assist in monitoring of dashboards and exceptions, identification of the remedial actions in coordination with the supervisor;
Provision of information for the audit of projects and support to the implementation of audit recommendations.

3.Accounting and administrative support.

Handling of cash receipts and petty cash;
Contribution to effective execution of operational strategies, focusing on accuracy and conformity with the established administrative rules and regulations;
Support to ensure well managed asset management and provides related administrative services, i.e. pouch, travel arrangements and processing of travel entitlements;
Assist in capacity assessments of finance function of IPS and ability to meet financial reporting requirement;
Support the IP on request for the preparation of Financial Reports/FACE forms in accordance with UN Women procedures;
Tracking of outstanding advances and prompt follow up of overdue Financial Reports;
Maintain auditable records of all expenditure reviewed against source documents by Implementing Partner and project;
Control of the supporting documents for payments and financial reports;
Help ensure audits of projects carried out in accordance with UN Women procedures.

4.Support to implementation of the resource mobilization strategy

Assist in monitoring of cost-sharing contributions, preparation of budget association;
Assist in maintenance of the Accounts Receivables for projects and follow-up with partners on contributions;
Sound support to Programme and Project Staff on different donor reporting requirements; monitoring of financial reports to be submitted to donors.

5.Provision of administrative and logistical support

Organization of shipments, customs clearance arrangements, preparation of documents for UN Women shipments (received/sent);
Arrangements of travel and hotel reservations, preparation of travel authorizations, processing requests for visas, identity cards and other documents;
Collection of information for DSA, travel agencies and other administrative surveys, support to organization of common services;
Maintenance of the filing system ensuring safekeeping of confidential materials.

6.Facilitation of knowledge building and knowledge sharing, and guidance to all stakeholders on financial matters

Guidance to the UN Women country and project field offices on routine administration of projects, tracking use and support preparation of reports on utilization of financial resources;
Supervise advice to project staff on UN Women administrative and NGO reporting, in particular, on budgetary issues;
Facilitate organization of training for the Operations/Project/Programme Staff on financial management;
Compilation of lessons learned and best practices in programme finance;
Sound contributions to knowledge networks and communities of practice.

Impact of Results:

The key results have an impact on effective operational management and implementation of the programme. Accurate analysis and presentation of information enhances UN Women’s position as a strong development partner. The information provided facilitates decision making of the management.

Competencies

CORE COMPETENCIES

Ethics and Values: Demonstrate and safeguard ethics and integrity;
Organizational Awareness: Demonstrate corporate knowledge and sound judgment;
Development and Innovation: Take charge of self-development and take initiative;
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;
Communicating and Information Sharing: Facilitate and encourage open communication and strive for 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;
Continuous Learning and Knowledge Sharing: Encourage learning and sharing of knowledge;
Appropriate and Transparent Decision Making: Demonstrate informed and transparent decision making.

FUNCTIONAL COMPETENCIES

Thorough knowledge of financial rules and regulations and accounting principles;
Excellent knowledge and application skills of IT tools and management systems;
Ability to provide input to business processes re-engineering, implementation of new systems;
Good analytical skills and results orientation;
Client oriented approach to work;
Skills to manage relationships and communicate.

CORE VALUES / 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.

Required Skills and Experience

Educaition:

Bachelor degree in Accounting/ Finance.

Experience:

3 years of progressively responsible experience in finance, administration or program support is required at the national or international level. Proficiency in using computers and standard office software packages (MS Word, Excel, etc) and advance knowledge of spreadsheet and database packages, experience in handling of web based management systems required.

Lauguage Requirements:

Fluency in English and Arabic is required;
Knowledge of the other UN working knowledge is an asset.