UN WOMEN Jobs - 32972- Finance and Administration Associate

Finance and Administration Associate

Advertised on behalf of

UN WOMEN

Location :

Hanoi, VIET NAM

Type of Contract :

FTA Local

Starting Date :

01-Dec-2012

Application Deadline :

10-Oct-12 (Midnight New York, USA)

Post Level :

GS-7

Duration of Initial Contract :

12 months

Languages Required :

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

The 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; the achievement of equality between women and men and beneficiaries of development, human rights, humanitarian actions and peace and security. Placing women's rights at the center of all its effords, the UN Women will lead and coordinate United Nations system effords to ensure that commitments on gender equality and gender mainstreaming translate into action throughout the world. It will provide strong and coherent leadership in support of Member States' priorities and effords, builsing effective partnerships with civil society and other relevant actions.

UN Women is an active member of the One Un Country Team in Vietnam and co-chair the Gender Programme Coordination Group. The UN Country Team in Vietnam is strongly committed to harmonization, increasing effectiveness and cohereance, and achieving a more sustainable impact of UN support to the development challenges currently facing Vietnam. The One UN Initiative, which has led to the development of the One Plan 2012-2016, is an expression of this common goal, enabling the UN to implement the core goals of the Hanoi Core Statement on Aid Effectiveness.

Under the overall guidance and direct supervision of the Operations Manager, the Finance and Administration Associate provides leadership in execution of programme finance services ensuring effective and transparent utilization of financial resourses and integrity of financial and administrative services. The incumbent promotes a client-oriented approach consistent with UN WOMEN rules and regulations.

The Finance and Administration Associate leads the project support staff and works in close collaboration with the Programme and Operations team in Vietnam Country Office, Regional Center and UN WOMEN HQ for resolving complex programme and financial-related issues.

Duties and Responsibilities

Summary of key Functions:

Administration and implementation of operational strategies
Support of Vietnam Country Office programme management, effective cost recovery
Provides accounting and administrative support
Support to implementation of the resource mobilization strategy
Faciliation of knowledge building and knowledge sharing, guidance to all stakeholders on financial matters

1. Ensure administration and implementation of operational strategies, adapts processes and procedures focusing on achievement of the following results:

Full compliance with One UN/UNDP/UN WOMEN rules, regulations, and policies of financial activties, financial records/ reporting system and follow-up on audit recommendations; implementation of the effective internal controls, proper functioning of a client-oriented financial resources management systems.
Vietnam Country Office business processess mapping and elaboration of the content of Internal Standard Operating Procedures in Finance in consultation with office management.
Implementation of cost sharing and trust fund agreement.

2. Provides support to Vietnam Country Office management, ensures the optimal cost recovery focusing on the achievement of the following results:

Sending project budget to KK (if authorised and on the basis of signed project documents and project budgets)
Oversight in Atlas matching, implementation of effective internal controls, proper functioning of a client-oriented financial resources management systems, control mechanism for development projects through monitoring budgets preparation and modifications, budgetary status versus ASL, follow up with HQs on ASL for development projects, maintenance on the General Ledger.
Provision of the information/reports on the situation in programme, indentification of operational and financial problems, proposal on solutions.
Accuracy verification and Combined Delivery Reports.
Regular monitoring of the Vietham Country Office delivery
Provision of advice on finanical reporting
Preparation of reports including donor reports
Verification and reconsiliation of various expenditure reports from the HQ and Executive Agencies and RCO for One Plan Fund allocations
Periodic monitoring of dashboards and exceptions, indentification of the remedial actions in coordinations with the supervisor
Provision of researched information for the audit of projects and support to the implemenation of audit recommendations.

3. Provides accounting and administrative support to the Vietnam Country Office focusing on achievement of the following results:

Proper control of the supporting documents for payments and financial reports to projects; preparation of all types of vouchers;
Approval of vendors in Atlas, ensuring accuracy 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; travel claims, MPOd 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.
Management 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
Weil managed asset management and 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,
Provide guidance to IP partners on request for the preparation of Financial Reports/FAC E forms in accordance with UN Women procedures.
Proper and timely processing of IP advances to NGOs and Government partners, in accordance with UN Women policy and internal control framework.
Tracking of outstanding advances and prompt follow up of overdue Financial Reports.
Review of Financial Reports received including, on a sample basis, obtaining and reviewing expenditure against source documents maintained by the IP; raising any significant issues with the supervisor and project manager for resolution.
Maintain auditable records of all expenditure reviewed against source documents by Implementing Partner and project.
Unless written authorization is received from the Operations Manager, ensuring that at least 80% of advances are accounted for before issuing the next IP advance.
Control of the supporting documents for payments and financial reports for ; preparation of relevant vouchers i.e. payment vouchers, APJVs and GLJVs when necessary.
Ensure audits of projects carried out in accordance with UN Women procedures and follow up timely receipt of reports and follow up and correction of weaknesses and other issues indentified by auditors.

4. Provides support to implementation of the resource mobilization strategy focusing on achievements of the following resutls:

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

5. Ensures facilitation of knowledge building and knowledge sharing, guidance for all stakeholders on financial matters focusing on the achievements of the following results:

Guidance to the UN WOMEN Vietnam office on routine implementation of projects, tracking use and support preparation of reports on utilization of financial resources.
Advice to project staff on UNWOMEN administrative and NGO reporting, in particular, on budgetary issues.
Organization of training for Operations/Project/Programme Staff on financial management.
Synthesis 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 the overall Vietnam Country Office efficiency in programme, effective operational management and the success in the implementation of programme strategies. 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

Corporate Competencies:

Demonstrates commitment to UN WOMEN’S mission, vision and values.
Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability

Functional Competencies:

Knowledge Management and Learning

Shares knowledge and experience
Encourages office staff to share knowledge and contribute to UN Women Practice Areas
Actively works towards continuing personal learning and development in one or more Practice Areas, acts on learning plan and applies newly acquired skilis

Development and Operational Effectiveness

Ability to perform a wide range of varied, inter-related complex financial services
Ability to extract, interpret and analyze data and resolve operational problems
Ability to work with minimum supervision
Ability to supervise and train support staff
Ability to plan and organize work
Good knowledge of Results Management Guide and Toolkit
Sound Knowledge of financial rules and regulations, accounting
Strong IT skills, Atlas
Ability to provide input to business processes re-engineering, implementation of new system, including new IT based systems.

Leadership and Self-Management

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
Demonstrates openness to change and ability to manage complexities
Responds positively to feedback and differing points of view

Required Skills and Experience

Education:

Secondary Education with specialized certification in Accounting, Finance and Business Administration.
University Degree in Business or Public Administration, Economics, Political Sciences and Social Sciences is a desirable asset

Experience:

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