Background

Grounded in the vision of equality enshrined in the Charter of the United Nations, UN Women will work 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 centre of all its efforts, UN Women will lead and coordinate United Nations System efforts 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 efforts, building effective partnerships with civil society and other relevant actors.

The Programme-Finance Associate works under the supervision of the Liaison Specialist. In close collaboration with HQ-based colleagues, the Programme-Finance Associate provides a wide range of support to the work of the Liaison Office in Spain.

Duties and Responsibilities

Summary of key functions:

• Effective Administrative Support
• Programme and Finance Support
• Procurement Services
• Support to the administration of budgets and functioning of the optimal cost-recovery system

1. Effective administrative support

• Coordination of travel arrangements (reservations, travel authorizations, requests for visas and other related documents) for the Spanish Liaison office and external participants of meetings if necessary. Performing a buyer role in ATLAS for preparation of POs for travel and other administrative expenses;
• Provides supervisor with general secretarial and administrative assistance in carrying out the day to day activities of the Office, including filing correspondence/ documents and organizing electronic filing systems;
• Supports with protocol matters, registration of staff, coordination with local authorities in relation to  visits of UN Women representative staff to Spain;
• Maintains and updates directory of contacts with Spanish partners including government, civil society and academia, private sector and other UN Women supporters;
• Obtains and organizes briefing materials for meetings, official missions and appointments;
• Screens incoming correspondence and determines matters for immediate action and/ or routes to colleagues as appropriate;
• Acts as leave monitor and maintains updated information on leave plans for the Liaison Office;
• Manages the acquisition of office supplies, receives deliveries and takes action for payment to suppliers;
• Provides Atlas support to managers and support staff as requested and in a timely manner;
• Undertakes other ad hoc duties and assignments as required.

2. Programme and Finance Support

• Assists the Liaison Specialist in preparing for conferences, seminars, annual retreats, and any other programme related events including travel and logistics arrangements;
• Assists the Liaison Specialist in the collection, analysis and presentation of background information to Spanish partners involved in the implementation of UN Women projects;
• Maintains and update financial management regarding premises related payments;
• Supports resource mobilization efforts by maintaining donor and fundraising information. Prepares drafts of contribution agreements for management review.

3. Procurement Services

• Ensures requisitions, purchase orders/vouchers are processed in Atlas adhering to UN Women standards and procedures, based on proper review of quotations for bids or proposals.
• Creates and maintains vendor profiles in Atlas;
• Performs  buyer role in Atlas for goods and services

4. Support to the administration of budgets and functioning of the optimal cost-recovery system

• Collects, verifies and organizes information required for formulation of project work plans and budgets;
• Provides inputs for the preparation of cost-recovery bills in Atlas and follow up on issues related to cost recovery system to ensure all necessary actions are complied with or completed;
• Coordinates and follows up the collection and submission of the budget proposals and financial reports of the implementing partners;
• Assists in the compilation and review of financial reports on the status of administrative and programme budgets.

Competencies

• Integrity: Demonstrating consistency in upholding and promoting the values of UN Women in actions and decisions, in line with the UN Code of Conduct.
• Cultural Sensitivity/Valuing diversity: Demonstrating an appreciation of the multicultural nature of the organization and the diversity of its staff. Demonstrating an international outlook, appreciating differences in values and learning from cultural diversity.

CORE COMPETENCIES

• Ethics and Values : Demonstrating / Safeguarding Ethics and Integrity
• Organizational Awareness : Demonstrate corporate knowledge and sound judgment
• Developing and Empowering People / Coaching and Mentoring : Self-development, initiative-taking.
• Working in Teams : Acting as a team player and facilitating team work
• Communicating Information and Ideas : Facilitating and encouraging open communication in the team, communicating effectively
• Self-management and Emotional intelligence : Creating synergies through self-control
• Conflict Management / Negotiating and Resolving Disagreements
• Knowledge Sharing / Continuous Learning : Learning and sharing knowledge and encourage the learning of others

FUNCTIONAL

• Ability to perform a variety of administrative tasks related to finance, procurement, and budget
• Familiarity with relevant UN/ UN WOMEN financial, budgetary and procurement regulations and procedures
• Experienced in the use of ATLAS or other ERP
• Excellent computer skills, with good knowledge of ATLAS or other ERP Finance modules and Microsoft Office applications, including advanced knowledge in use of spreadsheet and database packages and preparing Power Point presentations
• Excellent programme management and communications skills, including drafting ability
• Full knowledge of computer applications and advance knowledge of database packages. Experience in information management systems
• Knowledge of Spanish public administration system and cooperation policy will be an asset.
  

Required Skills and Experience

Education:

• Completion of secondary education; first university degree in business or public administration, economics, political science or social sciences desirable but not required.

Experience:

• Six years of progressively responsible experience in administrative/programme management functions;

Language Requirements:

• Excellent written and spoken English and Spanish; knowledge of another official UN language an asset.