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; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security.

The Finance Associate reports to the Operations Manager for guidance and supervision and is responsible for the execution of a wide range of financial services and administrative processes in the CO, ensuring timeliness, efficiency and transparent use of financial resources and delivery of services in accordance with organizational financial rules, regulations, policies, procedures and approved allocations. The Finance Associate promotes a client-oriented approach consistent with UN Women rules and regulations, standard practices and guidelines.

The Finance Associate works in close collaboration with the Operations Team in the Regional Office as well as with the Operations and Programme teams in UN Women HQ for solving complex finance-related issues and information delivery.

Duties and Responsibilities

Summary of key functions:

• Administration and implementation of program and operational financial services
• Support the CO Management in the preparation, and administration of budget
• Accounting services and administrative support
• Facilitation of knowledge building and knowledge sharing

Administration and implementation of program and operational financial services

• Review and verify financial transactions/activities/documentation for accuracy, appropriateness and completeness and ensure full compliance of financial services and transactions with UN Women rules, regulations, policies and recording and reporting systems. Certify transactions for accuracy and propriety prior to submission to the supervisor for approval and/or action;
• Analyze/interpret UN Women financial rules and regulations, as well as established policies and procedures, and provide advice and recommend solutions to a wide range of financial issues;
• Check drafts for cost sharing and Trust Fund agreements including conditions of contributions within resource mobilization efforts. Follow up on contributions within the CO resource mobilization efforts;
• Monitor the proper functioning of the financial resources management system;
• Under the guidance of the Operations Manager, help manage the financial business processes mapping and elaboration of the content of internal Standard Operating Procedures in finance;
• Monitor the financial status and under the guidance of the Operations Manager implement control mechanisms for management/development projects;
• Keep stakeholders and clients informed for timely actions/decisions and review status reports for quality control;
• Under the guidance of the Operations Manager implement cost saving and reduction strategies;
• Monitor financial exceptions report for unusual activities or transaction, investigate anomalies and report to the supervisor conclusions and/or present recommendations for actions/decisions;
• Follow-up on audit recommendations to monitor implementation of corrective actions;
• Supervise staff and personnel under his/her responsibility, as applicable, provide technical guidance and hands-on training, and monitor performance to ensure delivery of results according to plans and standards of accountability and performance.

?Support CO Management in the preparation and administration of budgets

• Assists in the management of the budget by budget formulation, controlling allotments, monitoring expenditures, and preparing revisions according to the needs of MCO/CO;
• Provide information to the executing agencies on routine implementation of projects;
• Collect, verify and present thoroughly researched information and data for use in the planning of financial resources and the formulation of country program work plans, budgets, proposals on implementation arrangements and execution modalities;
• Input data in Atlas for new grants in the form of Annual Work Plans (AWPs) and monitor status. Keep stakeholders and clients informed for timely action and/or decisions;
• Search for information for planning of financial resources of the CPO, including reports containing an analysis of the office’s financial situation (expenditures versus budget allocations);
• Keep track of the appropriate and timely use of financial resources;
• Verify accuracy of Combined/Programme Delivery Reports and One UN Financial Reports as applicable. Take appropriate action to ensure accuracy of information;
• Provide information for the audit of projects and for the implementation of audit recommendations;
• Help implement control mechanism for development projects through monitoring budgets preparation and modifications and budgetary status. Track and report on program and operational financial resources;
• Prepare accurate and timely mandated financial reports to donors and other clients and stakeholders;
• Prepare timely cost recovery documents for the services provided by UN Women to non-core programmes by core programme resources or to prepare bills to services provided to other organizations for reimbursement. Elaborate and implement the income tracking system and follow-up on cost recovery.

?Accounting services and administrative support

• Verify accuracy and relevancy of the supporting documents for payments and generate financial reports. Prepare PO and non-PO vouchers for development projects;
• Monitor internal expenditures control systems to ensure 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;
• Review accounts receivables for UN Women projects and follow-up with project managers and finance section at headquarters on contributions, deposits creation in Atlas and their application to AR pending items;
• Maintain up to date and accurate data in Atlas and take timely corrective actions on erroneous data;
• Monitor proper follow up of advances to implementing partners, review their financial reports together with project managers and together be fully satisfied before making next installment;
• Draft financial reports for donors in accordance with donor requirements, UN Women procedures and in conjunction with project managers;
• Associate revenue and expenditure in commitment control for non-core projects;
• Manage petty cash fund, cash imprest level and other temporary GL accounts, ensuring accuracy and transparency in use and reporting;
• Undertake timely corrective actions on un-posted vouchers, including vouchers with budget check errors, match exceptions and unapproved vouchers. Timely response to HQ requests to resolve financial data issues;
• Prepare timely VAT reimbursements with adequate documentation support;
• Ensure all supporting documents on financial transactions are secured and properly filed;

?Facilitation of knowledge building and knowledge sharing

• Contribute to training initiatives on financial processes by conducting training and/or helping organize training events and activities;
• Collect and compile lessons learned and best practices in financial management and services. Disseminate to clients and stakeholders as appropriate to build capacity and knowledge;
• Contribute in financial business operational practices and management innovations

The key results have an impact on the overall execution of the financial resources management and success in implementation of operational strategies in the Office.  Accurate analysis and presentation of financial information enhances UN Women credibility in use of financial resources and proper financial process management. The information provided facilitates management decision making’ processes.

Competencies

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.

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 understanding of 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.

Required Skills and Experience

Education:

• Secondary Education is required with specialized certification in Accounting and Finance.
• University Degree in Business or Public Administration desirable, but it is not a requirement.

Experience:

• Minimum 6 years of progressively responsible experience in financial management and administration, in a large corporation or organization is required.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and advanced knowledge of spreadsheet and database packages, experience in handling of web based management systems.

Language Requirements:

• Written and oral proficiency in English and Romanian is required.
• Working knowledge of one or more additional languages relevant for Moldova, including Russian, Bulgarian, Gagauzian, Romani, Ukrainian or sign language would be an asset.

The United Nations in Moldova is committed to workforce diversity. Women, persons with disabilities, Roma and other ethnic or religious minorities, persons living with HIV, as well as refugees and other non-citizens legally entitled to work in the Republic of Moldova, are particularly encouraged to apply

Application Process

This is a local position, therefore only citizens of the Republic of Moldova are eligible to apply. Applications should be submitted on line and include fully completed UN Women Personal History Form as attachment instead of CV/resume, with the mark “Finance Associate /UN Women Vacancy” by 18 April 2016, COB.

Failure to disclose prior employment or making false representations on this form will be grounds for withdrawal of further consideration of his/her application or termination, where the appointment or contract has been issued.

Note:
The system will only allow one attachment, hence all supporting document e.g. P11, CV and Cover letter must be scanned as one attachment. Applications without the completed UN Women P-11 form will be treated as incomplete and will not be considered for further assessment. Only qualified, shortlisted candidates will be contacted for test and interview.

In July 2010, the United Nations General Assembly created UN Women, the United Nations Entity for Gender Equality and the Empowerment of Women. The creation of UN Women came about as part of the UN reform agenda, bringing together resources and mandates for greater impact. It merges and builds on the important work of four previously distinct parts of the UN system (DAW, OSAGI, INSTRAW and UNIFEM), which focused exclusively on gender equality and women's empowerment.