UN WOMEN Jobs - 95337- Finance and Administrative Assistant

Finance and Administrative Assistant – Spotlight Initiative

Advertised on behalf of

UN WOMEN

Location :

Kabul with possible travel to provinces, AFGHANISTAN

Type of Contract :

FTA Local

Starting Date :

Application Deadline :

30-Nov-20 (Midnight New York, USA)

Post Level :

GS-5

Duration of Initial Contract :

One year

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

About the Spotlight Programme in Afghanistan:

The Spotlight Initiative (SI) in Afghanistan main goal is to reduce the prevalence of sexual and gender-based violence (SGBV) and harmful practices (HP) against women and girls in Afghanistan. The Afghanistan SI initiative aims at targeting the most at risk groups, to accelerate efforts towards the elimination sexual gender-based violence and harmful practices. The initiative is tailored to promote Agenda 2030’s guiding principle of “leaving no one behind”. Across the six Pillars, the SI in Afghanistan will bring women and girls, including those with intersecting forms of discrimination and marginalization, to the centre of the interventions, recognizing that the empowerment of women and girls, and their unique experiences and solutions they bring based on their intersectional identities, is the key to design and implement a programme that responds to the needs and priorities of women and girls of Afghanistan in all their diversity. The SI in Afghanistan will work across the socio-ecological model, using a multi-sectoral and intersectional approach, to prevent and respond to SGBV/HP and impact lasting change at the national, sub-national, community and individual levels. The initiative will be informed by a comprehensive prevention strategy to addresses structural issues through this socio-ecological model. The SI in Afghanistan has an important focus on the prevention of SGBV/HP (pillar 3) and the provision of comprehensive services (pillar 4).

Under Pillar 1, SI will support the Afghanistan Independent Human Rights Commission to enhance the evidence-based knowledge on ending SGBV/HP. Under Pillar 2, key national stakeholders will be identified, supported and a national platform will be created to support the development and implementation of evidence-based plans and programming on ending SGBV/HP (including the National Action Plan to Eliminate Early and Child Marriage and the National Strategy and National Action Plan on the Elimination of Violence against Women 2016 – 2020). Under Pillar 3, multi-level and multi-stakeholder initiatives working across the socio-ecological levels will be implemented to address the root causes of SGBV/HP and prevent it, working with schools, communities, young people and the media. Under Pillar 4, coordinated, comprehensive and quality services will be promoted, in line with international standards. Under pillar 5, the SI will work with key stakeholders, including the national statistic office, the police, and civil society, to promote quality and comparable data on SGBV/HP to inform laws, policies, and service provision. Under Pillar 6, the SI will support women’s movement building and the creation of platforms, inclusive of most marginalized, small, young and grass-roots organizations to effectively advocate and influence SGBV/HP and gender equality progress.

National actions will be connected with efforts at the provincial and district levels outside the capital (where the vast majority of the population lives) to strengthen the flow of information, expansion and reach of programming and operations as well as the engagement of communities. The SI will be implemented at the national level in Kabul and in 3 provinces: Paktia, Kandahar, and Herat. The functionality and impact of existing coordination mechanisms and institutions working on SGBV/HP will also inform and be informed by provincial and district level programming. In doing so, key coordination and decision-making structures at the national level will be informed by the voices and experiences of traditionally marginalized communities

The Programme has also innovations that will further enhance efforts to capitalize on lessons learned and link to existing efforts under the UN and other development partners’ programming on SGBV, SRHR, etc. contributing to building knowledge and good practices in preventing SGBV/HP and improving women’s and girls’ life and that of the most left behind through access to quality, integrated essential services that include SRH, justice, and psychosocial support in line with survivor-centered and child-centered approach standards.

Under the daily supervision of the Spotlight Afghanistan Technical Lead Coordinator (EVAW), the Finance and Administration Associate provides programme, administrative, logistical, financial, and support services to Spotlight in Afghanistan responsibilities, deliverables, and operations. the Finance and Administration Associate promotes a client-oriented approach, in the framework of UN Women policies and procedures, rules and regulations, ensuring effective delivery of the Spotlight in Afghanistan program by supporting programme implementation.

The Finance and Administration Assistant works in close collaboration with the Spotlight programme staff and UN Women Operations team, as required in resolving administrative and finance related issues and information exchanges. The Finance and Administration Assistant identifies and helps resolve bottlenecks, clarifies and interprets procedures, and escalates complex programme and administrative issues as needed.

Duties and Responsibilities

Provide general financial support for the Spotlight Initiative Programme for UN Women including support for financial tracking, monitoring of activities and reporting

Prepare requests for advance of funds and/or direct payments ;
Record and post transactions in Atlas, process payroll, travel claims, MPOs, and other entitlements;
Monitor follow up on advances to implementing partners, review their financial reports together with Programme Manager;
Undertake corrective actions on un-posted vouchers, including vouchers with budget check errors, match exceptions and unapproved vouchers. Provide administrative support, together with supervisor on Finance Section requests to resolve financial data issues;
Prepare VAT reimbursements with adequate documentation support as needed;
Provide inputs in the formulation of the budget, control allotments, monitor expenditures, and revisions according to the needs of the Spotlight Initiative
Create projects in Atlas, review budget revisions, revise project awards and status; and determine unutilized funds;
Maintain proper record of approved programme budgets and budget revisions
Administer Spotlight Initiative budgets in full compliance of UN Women, EU and Spotlight rules, regulations, policies, and recording and reporting systems
Monitor budgets preparation and modifications and budgetary status, and escalate issues as needed
Track the appropriate and timely use of financial resources and escalate as needed;
Monitor budget expenditures
Monitor and follow up on the financial items in Month-end and Year-end closure instructions status and take correction actions as required in discussion with supervisor
project;
Provide administrative financial donor reporting support by providing timely information and taking necessary administrative actions as required by UN Women Virtual Global Service Centre for financial donor reporting

Provide procurement support to the Spotlight Initiative for UN Women in Afghanistan

Provide administrative support in the procurement equipment and its maintenance, supplies and services; following the UN rules and regs and EU standards.
Draft individual contracts, contract with companies, institutional and universities based on existing templates; following the UN rules and regulations and EU standards
Track contracts as needed
Provide administrative and coordination support procurement actions as required but does not act as Buyer

Provide administrative and operational support to the Spotlight Initiative for UN Women in Afghanistan

Provide administrative and coordination= inputs in preparing project documents, work plans, budgets and proposals on implementation arrangements;
Draft general administrative and coordination inputs to the team in preparation of narrative reports of the project implementation (quarterly, annual);
Organize, update and maintain Spotlight Initiative Programme related administrative documents in project files, in hard copy and electronic formats;
Make travel arrangements including preparation of travel requests, processing of tickets and DSA payments, obtaining security and medical clearances, etc;
Provide administrative and logistical support in the organization of workshops/ events;
Liaise with administrative and operations staff from other relevant UN Women teams.

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

Please visit this link for more information on UN Women’s Core Values and Competencies: http://www.unwomen.org/-/media/headquarters/attachments/sections/about%20us/employment/un-women-employment-values-and-competencies-definitions-en.pdf

FUNCTIONAL COMPETENCIES

Ability to perform multiple tasks, in a multi-cultural environment and dealt with confidential matters
Ability to manage day-to-day office activities (including but not limited to travel management, facilities and asset management, policy, and procedures maintenance) to meet operational needs.
Ability to review and edit documents, ability to produce meeting report identifying key actions.
Ability to efficiently handle and share information and knowledge
Ability to evaluate financial data, derive relevant findings and present them in a meaningful manner.
Ability to identify and prioritize risks, and organize actions around mitigating them
Good knowledge in the application of complex financial systems and modules (such as Atlas);
Good knowledge of spreadsheet and database packages;
Good knowledge of administrative and financial rules and regulations preferably UN/UN Women Financial Rules and Regulations.

Required Skills and Experience

Education:

Secondary education is required;
University Degree in Business or Public Administration, Economic, Political or Social Sciences would be desirable but it is not a requirement;
Successful completion of the UN Women Accounting and Finance Test is required.

Experience:

At least 5 years of progressively responsible administration, finance or programme experience at the national or international level is required
Experience in the application of complex financial systems and modules (such as Atlas);
Experience in the use of computers and office software packages (MS Word, Excel, PowerPoint, etc.) and ability to use internet for research
Experience working in an international organization, such as the UN, is an asset.

Language Requirements:

Fluency in English and Dari is required.