Job Purpose:
Financial Management
Monitors financial resources by providing the necessary financial information and analysis to management. Projects expenditures to determine possible problems, notifies management and proposes remedial action. Makes budget revisions as required;
Ensures financial transactions are in accordance with UNFPA financial rules and procedures;
Reviews and processes invoices
Prepares all Quantum requests ensuring validity of the Chart of Accounts. Following receipt of goods or services, maintains receipts to enable processing of vendor payments;
Responsible for ownership, purchases, and reporting of Corporate Credit Card transactions.
Procurement
As focal point for all team procurement matters, review procurement requests and initiate procurement procedures for equipment, supplies and services in a transparent and cost effective manner;
General Administrative Services
Interpret UN/UNFPA Administrative rules and regulations and provide guidance to staff; identify ways in which the administrative needs can be met within existing policies; adapt processes and procedures, anticipate and manage operational requirements of the team;
Develop tools and mechanism for effective and efficient monitoring of administrative activities in support of team operations;
Assist in the general management of personnel and operations, specifically responding to audit findings and recommendations; and staff development activities (training and workshops);
Liaise and support staff operational requirements in the areas of personnel and travel administration, as appropriate (e.g. renewal of UNLPs, visas; travel authorizations and bookings; security clearances; preparation of F10s; extension of contracts, leave management and entitlements; etc);
Manage and track consultancies, including: updating of consultancy information; Atlas balance reconciliation; time sheet reconciliation; and ensure accuracy of hours worked.
As Directory Focal Person, request and input email and Quantum profiles for new staff and consultants, as well as modifications of existing profiles.
Manage the Team's calendar and schedule of appointments;
Perform any other duties as may be assigned by the supervisor
Qualifications and Experience:
Completion of Secondary School Education with additional training in Finance, Procurement, Administration and Management is required. A first level university degree in business administration or public administration is desirable.
Experience:
A minimum of 6 years of progressively responsible relevant experience in administration in the public or private sector is required
The minimum years of relevant experience is reduced to 3 years for candidates who possess a relevant first-level or advanced university degree
Experience in UN procurement and financial procedures is desirable
Computer literacy - Word, Excel, PowerPoint and Google Suite.
Good writing and communication skills.
Language requirements:
Fluency in English is required; Fluency in another UN language, particularly French or Spanish, is desirable.
Required Competencies:
Values:
Exemplifying integrity,
Demonstrating commitment to UNFPA and the UN system,
Embracing cultural diversity,
Embracing change
Core Competencies:
Achieving results,
Being accountable,
Developing and applying professional expertise/business acumen,
Thinking analytically and strategically,
Working in teams/managing ourselves and our relationships,
Communicating for impact
Functional Competencies:
The ability to interpret rules, regulations and procedures and explain them clearly and concisely;
Computer literacy – proficiency in Oracle or similar systems, Word, Excel, PowerPoint; and other computerized applications; experience in Google workspace is ideal
Good writing and communications skills;
Strong interpersonal and organizational skills;
Basic data fluency
Compensation and Benefits:
This position offers an attractive remuneration package including a competitive net salary plus health insurance and other benefits as applicable.