Background
UNFPA 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.
UNFPA 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.
Job Purpose and Organizational Context
The Finance and Admin Associate position is located in Population and Development Branch
(PDB), Technical Division, New York. Under the general guidance and supervision of the Chief,
Population and Development Branch (PDB), the Finance and Administrative associate provides
organizational, administrative, operational and financial management assistance as well as
research support to the Branch/Technical Division.
The incumbent provides support on procurement, management of financial resources including
workplan development, budgeting and budget monitoring in compliance with UNFPA
procedures and guidelines. Based on sound knowledge of UNFPA rules, guidelines, and
processes, the Administrative and Finance Associate will demonstrate a client-oriented, results-
focused approach to interpreting rules, procedures and guidelines. He/ She will also provide advisory support to internal and external stakeholders to maximize efficiencies of branch
activities and projects.
Duties and Responsibilities
Assist the PDB in the efficient administrative and financial management of branch projects and
activities in adherence to UNFPA financial controls and corporate financial policies , rules and
regulations. The following major activities are expected:
Finance:
1. Manage the PDB workplan and budget by maintaining and updating, at branch level,
allocations and expenditures of core, and other extra-budgetary funds at the activity level of the
outputs.
2. Monitor implementation of PDB projects through QUANTUM with periodic analysis of
progress and lessons learned, including drafting of necessary correspondence and revision of
work-plans.
3. Maintain and update project files, including project progress reports, work plans and budgets
in compliance with UNFPA guidelines;
4. Prepare financial reports using the financial applications available to keep track of
expenditures and allocations to ensure the branch is within its budgetary ceiling and report on a
monthly basis. Review monthly statements to ensure that expenditures have been properly
recorded and that the allotments for regular, and Extra-Budgetary resources are not exceeded;
5. Maintain records of financial/substantive documents for co-financing activities and upload
agreements/ workplans in DARTS for reporting purposes;
6. Coordinate regularly with Technical Division Finance focal point, Resource Mobilization
Branch (RMB) and Finance Branch to ensure the quality and timeliness of reports and receipts
of Donor Funds ; and participate in year-end closure activities and preparation of financial
statements and reports;
7. Prepare procurement requisitions for approval and coordinate timely issuance of Purchase
Orders.
8. Assist in the financial recording and reporting system, internal control and audit follow-up
(where necessary) and processes financial transactions in an accurate and timely manner;
Administration:
1. Provide assistance in preparation of year-end assets of the Branch;
2. Provide assistance, as needed, in the preparation of Global Programme Action Plan;
3. Provide assistance in the preparation and finalization of Annual Workplans, Letters of
Understanding, Memoranda of Understanding and other contractual agreements with
implementing partners, and Amendments, as needed.
4. Follow-up on the submission of financial and substantive reports by partners. Provide
guidance and clarification to the implementing partners on UNFPA rules, regulations and
procedures and Global Programme Guidelines, as needed; Review and upload certified financial
documents and follow-up with Implementing Partners as needed, in a timely manner.
5. Provide assistance in following up on audit recommendations, and draft responses to
enquiries received by the Branch;
6. Provide guidance and support as needed for preparation of travel requests; and provide
administrative support including in preparation of reports, evaluations and justifications,
workshops, and assembly of briefing materials;
7. Support the coordination of administrative, logistical and financial arrangements for the
organization of technical workshops, meetings organized by PDB including compilation of
background materials, agenda and minutes of the meeting.
8. Act as HACT focal point for the Branch for IP assessments
9. Provide support for Branch procurements including service contracts, consultancies, and
publications)
10. Support Branch recruitment processes including scheduling of interviews and follow-ups with
DHR, as may be needed;
11. Draft internal and external communications including communications for non-core initiatives;
12. Serve as leave monitor for the Branch;
13. Perform any other duties as may be required by the Chief of the PDB.
Work Relations
Internal partners include all PDB colleagues; close collaboration within the Finance Branch,
Supply Chain Management Unit and MIS and UNFPA country/regional offices and Division/Branches at HQs to resolve policy and procedural issues.
External partners include UNDP and other UN agencies, vendors and other non-UN partners that are essential to the work of the office of the PDB.
Competencies
Core Competencies:
-Values, Guidelines and Principles
-Developing People
-Personal Leadership and Effectiveness
-Building and Managing Relationships
Functional Competencies:
- Managing data, documents, correspondence and reports
- Performance management
- Planning, organizing and multi-tasking
- Working in teams
- Client orientation and organizational awareness
- Job knowledge / technical expertise
- Results orientation
Required Skills and Experience
Education:
- As a minimum, completion of secondary school with additional training/studies in accounting
and finance or business administration or public administration. A first degree would be an
advantage with training in areas of finance and administration.
Experience:
● 6 years financial and administrative experience in the full range of UN system rules and
regulations covering finance, project management , general administration and human
resources.
● Ability to interpret financial rules, regulations and procedures and explain them clearly
and concisely;
● Strong organizational and interpersonal skills. Ability to work effectively in a multi
tasking environment and to take actions under limited supervision and under time pressure.
● Experience of UN accounting framework and systems, specifically Atlas/PeopleSoft,
and proficiency in use of spreadsheets, word processing and computerized accounting systems;
● Good writing and communication skills;
Please note that continuance of appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.
Languages:
Fluency in oral and written English is required.
Proficiency in another UN language would be of advantage.
Other Desirable Skills:
Initiative, strong conceptual abilities, sound judgment, strong interest in development work,
especially the mission of the United Nations Population Fund and dedication to the principles
of the United Nations.
Disclaimer
Important information for US Permanent Residents ('Green Card' holders)
UNFPA is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.
Candidates are required to have one of the following: (1) a Permanent Resident of the United States (Green Card holder), (2) a holder of a valid G-4 visa, or (3) a US citizen.
In addition, all candidate must pass, or have recently passed, the UN GGST exam to take up this post.
Scam warning
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We are no longer accepting applications for this position.
