UNDP Jobs - 112780- Administrative and Finance Assistant (UN WOMEN)

Administrative and Finance Assistant (UN WOMEN)

Location :

Home Based, BRAZIL

Type of Contract :

Service Contract

Starting Date :

03-Jul-2023

Application Deadline :

28-Jun-23 (Midnight New York, USA)

Post Level :

SB-3

Duration of Initial Contract :

7 months

Languages Required :

Portuguese

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.

Under the overall guidance of the Operations Analyst and direct supervision of the Project Manager, the Administrative and Finance Assistant supports the Office Operations by performing a variety of standard administrative processes ensuring high quality and accuracy of work. The Administrative and Finance Assistant focuses in the project “Connecting Women, Defending Rights”. In addition, can provide support to other programmes and projects of the Ending Violence Against Women thematic area, if needed and requested. Sh/e promotes a client, quality and results-oriented approach.

The Administrative and Finance Assistant works in close collaboration with the programme and projects staff and the Operations team to ensure consistent service delivery.

Duties and Responsibilities

Support implementation of the programme and financial management strategies by:

Ensuring full compliance of financial processes, financial records and reports with UN Women rules and regulations and other relevant policies on financial recording/reporting system. • Following-up on audit recommendations; implementing effective internal controls over proper functioning of a client-oriented financial resources management system; • Providing day-to-day financial management and operational support to the project in accordance with UN Women rules and regulations and relevant Standard Operating Procedures (SOPs);

Provide support to management and administration of project budget by:

Assisting in preparation and monitoring of project budget, assist in preparation of these budgets and maintain necessary budgetary controls and records;
Collecting and presenting of financial information for formulation of the project/country programme work plans, budgets, proposals on implementation arrangements and execution modalities
Ensuring accuracy verification of Delivery Reports;
Providing information for the audit of projects, implementation of audit recommendations;
Implementing control mechanism for the projects through monitoring of budgets preparation and modifications;
Analyzing, reviewing and certifying the cost recovery charges levied by UNDP for their services related to the project in supporting programme implementation;
Supporting preparation of travel requests and monitoring project travel advances, claims and settlements.

Provide accounting and administrative support to the Project Management focusing on achievement of the following results by:

Preparing requests of payments (PO and Non-PO vouchers) APJVs and GLJEs and submitting them through Planner
Ensuring that vouchers processed are matched and completed, transactions are correctly recorded and posted in Atlas;
Preparing financial reports as required; provision of inputs to reports including donor reports;
Generating project expenditure reports on monthly and ad hoc basis to review accuracy of expenditure data captured in Atlas;
Maintaining filing of all physical and virtual files;
Providing administrative coordination support for internal / external and annual audit exercise;
Examining all financial reports from grantees for accuracy and alignment with the project; budget and work plan and follow-up on correction of mistakes / deviations, if any;
Following up receipts creation in Atlas;
Providing other administrative and logistical support for procurement, events and meetings.

Ensure facilitation of knowledge building and knowledge sharing by:

Facilitating/conducting trainings for the operations/programme/projects staff on Finance;
Synthesizing lessons learnt and best practices in Finance;
Providing sound contribution to knowledge networks and communities of practice.

Key Performance Indicators:

Adherence to UN Women rules and regulations;
Quality support to conferences and events;
Quality organization of files and reports;
Timely support to team.

Competencies

Core Values:

Respect for Diversity
Integrity
Professionalism

Core Competencies:

Awareness and Sensitivity Regarding Gender Issues
Accountability
Creative Problem Solving
Effective Communication
Inclusive Collaboration
Stakeholder Engagement
Leading by Example

Functional Competencies:

Ability to administer administrative processes and transactions;
Ability to extract, interpret, analyze data and resolve operational problems with special focus on financial management;
Ability to perform work of confidential nature and handle a large volume of work;
Good knowledge of financial management;
Good IT and web-based management skills.
Attention to details.

Required Skills and Experience

Education and certification:

Bachelor’s degree in Business Administration, Commerce, Finance and any other related fields.

Experience:

Minimum five (5) years of relevant experience in administration, finance and/or programme support service or other related fields.
Experience in the usage of computers and office software packages (Word, Excel etc.).
Experience in handling of web-based management systems.
Knowledge of ATLAS ERP or Quantum will be an added advantage.
Experience in Finance in the UN System will be an added advantage.

Language Requirements:

Working knowledge in English is required. Working knowledge in Spanish is an asset.

At UN Women, we are committed to creating a diverse and inclusive environment of mutual respect. UN Women recruits, employs, trains, compensates, and promotes regardless of race, religion, color, sex, gender identity, sexual orientation, age, ability, national origin, or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, competence, integrity and organizational need.

If you need any reasonable accommodation to support your participation in the recruitment and selection process, please include this information in your application.

UN Women has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UN Women, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. All selected candidates will be expected to adhere to UN Women’s policies and procedures and the standards of conduct expected of UN Women personnel and will therefore undergo rigorous reference and background checks. (Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.)

** PARA VALIDAR SUA CANDIDATURA PREENCHA O FORMULÁRIO P11 (O DOCUMENTO PODE SER APRESENTADO EM PORTUGUÊS), E ENVIE ATRAVÉS DO ÍCONE "UPLOAD CV". ***. O DOCUMENTO PODE SER OBTIDO ATRAVÉS DO LINK.

Importante:

A estação de trabalho pode ser alterada dependento das condições da pandemia no Brasil naquele momento.
Podem se candidatar ao processo pessoas de nacionalidade brasileira ou outros legalmente autorizados a trabalhar no Brasil.

Para este cargo, o candidato deve ter inscrição no Instituto Nacional de Seguro Social (INSS).

Candidaturas:
Para terem candidaturas válidas a este processo, os candidatos deverão submeter o formulário P11 do PNUD/ONU MULHERES devidamente preenchido;
Apenas as candidaturas cadastradas no site do PNUD (www.pnud.org.br), no link “Oportunidades” - “APPLY NOW”, tendo o formulário P11 devidamente preenchido e enviado dentro do prazo, serão examinadas.
Não serão emitidos recibos individuais de confirmação da candidatura devido ao volume de candidaturas.
O PNUD está empenhado em garantir a diversidade da força de trabalho em termos de nacionalidade, gênero, raça e cultura. Os indivíduos pertencentes a grupos indígenas e pessoas com deficiência são igualmente incentivados a se candidatar. Todas as candidaturas serão tratadas com sigilo.
Devido ao grande volume de candidaturas recebidas, apenas os candidatos pré-selecionados serão contatados.