SPECIAL NOTE:
Applicants applying for UNFPA General Service posts located in New York must have a valid G-4 visa or U.S. Permanent Residency or U.S. Citizenship at the time of their application. Additionally, applicants must have passed the UN Clerical Test (GGST/ASAT) in order to be eligible to be appointed to this position.
* No expectancy of renewal in accordance with UN Staff Regulations 4.5
The Position:
The Finance and Admin Associate position is located in Sexual and Reproductive Health Branch (SRHB), Technical Division, New York. Under the general guidance and supervision of the Chief, Sexual and Reproductive Health Branch (SRHB) the Finance and Administrative associate provides organizational, administrative, operational and financial management assistance to the Branch and the Technical Division.
How you can make a difference:
UNFPA is the lead UN agency for delivering a world where every pregnancy is wanted, every childbirth is safe and every young person's potential is fulfilled. UNFPA’s strategic plan (2022-2025), reaffirms the relevance of the current strategic direction of UNFPA and focuses on three transformative results: to end preventable maternal deaths; end unmet need for family planning; and end gender-based violence and harmful practices. These results capture our strategic commitments on accelerating progress towards realizing the ICPD and SDGs in the Decade of Action leading up to 2030. Our strategic plan calls upon UN Member States, organizations and individuals to “build forward better”, while addressing the negative impacts of the Covid-19 pandemic on women’s and girls’ access to sexual and reproductive health and reproductive rights, recover lost gains and realize our goals.
In a world where fundamental human rights are at risk, we need principled and ethical staff, who embody these international norms and standards, and who will defend them courageously and with full conviction.
UNFPA is seeking candidates that transform, inspire and deliver high impact and sustained results; we need staff who are transparent, exceptional in how they manage the resources entrusted to them and who commit to deliver excellence in programme results.
Job Purpose:
Sexual and Reproductive Health Branch supports UNFPA’s goals of ensuring an integrated, rights based, evidence informed comprehensive SRHR approach across a life course and continuum of care and as part of primary health care and universal health coverage.
The Finance and Admin Associate provides support on procurement, management of financial resources including workplan development, budgeting, budget monitoring, funds disbursement, information processing, validation and reporting of accounting procedures in compliance with UNFPA procedures and guidelines. Based on sound knowledge of UNFPA rules, guidelines, and processes, the Administrative and Finance Associate demonstrates 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.
You would be responsible for:
Assist the SRHB in the efficient management of the 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 SRHB workplans 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 SRHB 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; Advise Technical Specialist and/or Branch Chief on trends in allocations and expenditures at the activity level of the outputs managed by SRHB
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 in the preparation and finalization of Annual Workplans, Implementing Partner Agreement, Memoranda of Understanding and other contractual agreements with implementing partners, and Amendments, as needed.
3. 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, as needed; Review and upload certified financial documents and follow-up with Implementing Partners as needed, in a timely manner.
4. Provide assistance in following up on audit recommendations, and draft responses to enquiries received by the Branch.
5. Support the coordination of administrative, logistical and financial arrangements for the organization of technical workshops, meetings organized by SRHB including compilation of background materials, agenda and minutes of the meeting.
6. Act as HACT focal point for the Branch for IP assessments.
7. Provide support for Branch procurements including service contracts, consultancies, and publications).
8. Support Branch recruitment processes including follow-ups with DHR, as may be needed.
9. Draft internal and external communications including communications for non-core initiatives.
10. Perform any other duties as may be required by the Chief of the SRHB to ensure seamless administrative and finance support to the Branch.
Work Relations:
Internal partners include all SRHB colleagues; close collaboration within the Finance Branch, Procurement Services Section and MIS and UNFPA country offices and Division/Branches at HQs to resolve policy and procedural issues, and region specific issues.
External partners include UNDP, UNOPS and other UN agencies, vendors and other non-UN partners that are essential to the work of the office of the SRHB.
Qualifications 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..
Knowledge and 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.
- Preferably with experience in dealing with donor reports such as EU, UNF etc.
- 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;
Languages:
Fluency in English; knowledge of other official UN languages, preferably French and/or Spanish, is desirable.
Required Competencies:
i) Core competencies
-Values, Guidelines and Principles
-Developing People
-Personal Leadership and Effectiveness
-Building and Managing Relationships
ii) 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 oriented
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.
SPECIAL NOTE:
Applicants applying for UNFPA General Service posts located in New York must have a valid G-4 visa or U.S. Permanent Residency or U.S. Citizenship at the time of their application. Additionally, applicants must have passed the UN Clerical Test (GGST/ASAT) in order to be eligible to be appointed to this position.
Disclaimer:
UNFPA does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Fraudulent notices, letters or offers may be submitted to the UNFPA fraud hotline http://www.unfpa.org/help/hotline.cfm
Notice: There is no application, processing or other fee at any stage of the application process. UNFPA does not solicit or screen for information in respect of HIV or AIDS and does not discriminate on the basis of HIV/AIDS status.
We are no longer accepting applications for this position.
