UN WOMEN Jobs - 75111- Finance and Administrative Associate

Finance and Administrative Associate

Advertised on behalf of

UN WOMEN

Location :

Abu Dhabi, UNITED ARAB EMIRATES

Type of Contract :

TA Local

Starting Date :

27-Nov-2017

Application Deadline :

27-Oct-17 (Midnight New York, USA)

Post Level :

GS-6

Duration of Initial Contract :

364 days

Languages Required :

Arabic English

Expected Duration of Assignment :

364 days

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. Placing women’s rights at the center of all its efforts, UN Women leads and coordinates United Nations system efforts to ensure that commitments on gender equality and gender mainstreaming translate into action throughout the world. It provides strong and coherent leadership in support of Member States’ priorities and efforts, building effective partnerships with civil society and other relevant actors.

The work of the UN Women UAE Liaison Office is shaped to contribute to UN Women’s Strategic Plan 2014-2017. The strategic focus is on resource mobilization and partnership development in the area of public and political advocacy with, and substantive support to, UAE on issues pertaining to UN Women’s mandate to advance gender equality and women’s empowerment and rights.

Under the supervision of the Head of the Liaison Office, the Finance and Administrative Associate is responsible for the financial, administrative and operational support to the Liaison Office in order to ensure that all the activities related to operationalization of the UN Women Liaison Office in UAE are undertaken in a timely manner.

The Finance and Administrative Associate will work closely with the Resource Mobilization team, the Division of Management and Administration, including Finance and Procurement colleagues and Human Resources Sections.

Duties and Responsibilities

Finance and Budget support

Provide financial inputs to the drafting of the Liaison Office budget in line with the annual workplan and liaise with the Resource mobilization team for approval;

Prepare all budget revisions, year-end rephasals, mandatory revisions, liaise and assists supervisors regarding budget queries, identify under-utilized funds and make any other required adjustment;
Prepare monthly and year-end financial checklist and liaise with Finance for accurate documentation statements preparation and certification;
In compliance with financial regulations and rules for certifications, enter requisitions into Atlas, accrual receipts and liaise closely with Procurement, Budget and Finance Sections for financial transactions clearances/approvals;
Coordinate and administer all payments to vendors, consultants and provide relevant documentation in close liaison with Finance Section.

Procurement Support

Prepare and update the Liaison Office annual procurement plan and ensure approval and upload on the UN Women SharePoint;
Organize procurement processes including preparation and conduct of requests for quotations (RFQs), Invitation to Bids (ITBs) or (requests for proposals (RFPs), receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UN Women procurement guidelines and submit to HQ for review and clearance;
Initiate the Liaison Office procurement process including submission of RFQ, RFPs, contracts as required;
Organize official travels including purchase of tickets, the UN daily subsistence allowance (DSA)SA calculation and processing of claim forms in a timely manner;
Monitor and track receipt of good and services against contract provisions;
Process invoices by vendors based on delivery of goods and services;
Prepare and update the year-end assets physical verification and inventory in close collaboration with the Assets Management team.

Coordinate and organize administrative Human Resources services

Create and upload vacancy announcements and organize interview panels;
Maintain staffing lists and reports;
Assume overall responsibility for attendance and leave management monitoring;
Provide support in personnel administration for international and national staff as appropriate (e.g. renewal of UNLPs, visas; extension of contracts, administration of national benefits and allowances; administration of home leave entitlements);
Prepare staffing/personnel related reports; research and draft responses to enquiries for clearance by the Operations Manager.

Administrative and logistics support

Maintain the Liaison’s office filing system, both hard-copy and electronic, as well as safekeeping of confidential materials and archiving;
Monitor office environment needs and coordinate as necessary, monitor maintenance and equipment needs;
Review incoming correspondence, draft memos and other correspondence as required, arrange appointments and meetings and ensuring timely response to all appointment requests, identify matters that should be brought to the immediate attention of the Head of the Liaison Office or which may be appropriately referred to the other officers;
Provide support in developing communication materials including flyers, logistics notes and undertakes other activities related to logistical coordination of events and meetings;

Assists the Head of the Liaison Office with any other tasks as required.

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 oversee and process financial document;
Ability to administer and execute administrative processes and transactions;
Ability to perform work of confidential nature and handle a large volume of work;
Strong knowledge of administrative rules and regulations;
Strong IT and web based management skills;
Ability to extract and interpret data;
Ability to perform and deliver expected results in a fast-paced working environment;
Strong interpersonal skills;
Strong sense of initiative and ability to work independently;
Excellent organizational skills and sound judgement;
manage multiple activities concurrently, works under pressure, and to tight deadlines.

Required Skills and Experience

Secondary Education is required;
University Degree in Business or Public Administration is desirable;
A minimum of 6 years of operations and administrative experience preferably in a large or international corporation or international organization;
Experience in finance is required;
Solid knowledge of the UN/UN Women rules and regulations, procedures and operations related to procurement, finances, administration would be an asset;
Experience in the use of computers applications and software package (MS Word, Excel) and web based management systems; proficiency in the use of the Atlas system;
Fluency in English and Arabic is required;
Knowledge of the other UN official working language is an asset;
Knowledge of the Arab Gulf Region is an asset.