Background
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Duties and Responsibilities
- Full compliance with UNWOMEN and UN rules and regulations of financial processes, financial records and reports and audit follow up; implementation of the effective internal control framework.
- UNWOMEN office finance business processes mapping and elaboration of the content of internal Standard Operating Procedures in Finance in consultation with the direct supervisor and UNWOMEN Country Programme Manager
- Preparation of cost sharing and trust fund agreements, follow up on contributions within the office resource mobilization efforts.
- Ensure timely disbursement and effective deployment of funds as requested in liaison with the Country Manager for budget compliance purposes and effective service delivery by the implementing partners
- Accounting and administrative support
- Maintain updated records pertaining to the disbursements, project status and current financial status of the fund
- Undertake timeous production of financial reports for donors in liaison with the UNWOMEN Country Programme Manager and Programme Officers to ensure that reports are produced on time in line with the standards and specifications set by the donor
- Preparation of annual accounts for auditing purposes in liaison with UNWOMEN Country Programme Manager.
- Liaise with UNWOMEN and donor appointed auditors on completed projects that require to be audited by providing information on given projects
- Assist in ensuring that unused balances are returned to UNWOMEN
Ensures administration of budgets and functioning of the optimal cost-recovery system focusing on achievement of the following results:
- Preparation and modifications of budgets for UNWOMEN management projects,
- Presentation of researched information for planning and status of financial resources of the CO.
- Sending project budget to KK if authorized by the UNWOMEN Country Programme Manager for signed prodocs and project budgets.
- Timely preparation of cost-recovery bills in Atlas for the services provided by UNDP, implementation of the income tracking system and follow up on cost recovery.
- Proper control of the supporting documents for payments and financial reports for the GSP and UNWOMEN Country Office projects; preparation of all types of vouchers; Pay Cycle and payments execution.
- Approval of vendors in Atlas
- Maintenance of the internal expenditures control system which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in Atlas; payrolls are duly prepared and processed; travel claims, MPOs and other entitlements are duly processed
- Timely accounts closure
- Timely corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers.
Timely response to HQ requests to resolve financial data issues. - Maintenance of the Accounts Receivables for UNWOMEN projects and follow-up with partners on contributions, deposits creation in Atlas and their application to AR pending items.
- Timely VAT reimbursements, payment of GLOC by the Government
- Timely review of cash position for local accounts to ensure sufficient funds on hand for disbursements. Timely identification and recording of receipts for income application.
- Daily review of zero-balance account bank statements in Atlas to monitor imprest level; identification and recording of contributions.
- Transaction and stop payment initiation on internet banking systems.
- Preparation of monthly UN exchange rate report.
- Timely and accurate preparation of bank reconciliations.
- Timely preparation of monthly cashflow forecast
- Initiation of bank transfers and deals in Atlas.
- Organization of trainings for the operations/ projects staff on Finance.
- Synthesis of lessons learnt and best practices in Finance.
- Sound contributions to knowledge networks and communities of practice
Competencies
- Level 1.1: Maintaining information and databases
Tracks and reports on mobilized resources
- Researches best practices and poses new, more effective ways of doing things
- Identifies and communicates opportunities to promote learning and knowledge sharing
- Understands the main processes and methods of work regarding to the position
- Possesses knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks (specialized knowledge related to financial resources management, including formulating budgets, maintaining Accounts Receivables and Accounts Payables, reporting).
- Strives to keep job knowledge up-to-date through self-directed study and other means of learning
- Demonstrates good knowledge of information technology and applies it in work assignments
- Documents ‘best practices’ in organizational change and development within and outside the UN system.
- Demonstrates ability to identify problems and proposes solutions
- Uses information/databases/other management systems
- Makes recommendations related to work procedures and implementation of management systems
- Reports to internal and external clients in a timely and appropriate fashion
- Organizes and prioritizes work schedule to meet client needs and deadlines
- Responds to client needs promptly
- Maintains databases
Core Competencies:
- Demonstrate corporate knowledge and sound judgment
- Self-development, initiative-taking
- Acting as a team player and facilitating team work
- Facilitating and encouraging open communication in the team, communicating effectively
- Creating synergies through self-control
- Managing conflict
- Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member.
- Informed and transparent decision making
Required Skills and Experience
- Secondary Education with specialized certification in Accounting and Finance. University Degree in Business or Public Administration would be desirable, but it is not a requirement.
Experience:
- Minimum of 6 years of progressively responsible experience in finance, administrative services, or related areas is required. Knowledge in operating specific UN applications and ATLAS is desirable.
- Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of spreadsheet and database packages, experience in handling of web based management systems.
- Experience within UNWOMEN, UNDP and other UN agencies will be an added advantage.
Language:
- Fluency in written and spoken English.