UN Women: Administrative Finance Assistant

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.

The Intergovernmental Support Section in PPID is responsible for leading UN-Women’s strategic engagement with, and support for intergovernmental bodies and processes towards ensuring that a comprehensive and dynamic set of global norms, policies and standards on gender equality, the human rights and the empowerment of all women and girls is strengthened and implemented. It manages and coordinates the Entity’s substantive engagement with intergovernmental bodies on gender equality and the empowerment of all women and girls and drives the process of integration of normative frameworks into UN Women’s operational and UN system coordination functions.

Under the guidance and supervision of the Chief of the Intergovernmental Support Section, the Administrative Finance Assistant works with and provides support to the Intergovernmental Support Section by performing a variety of financial and administrative support functions, ensuring timeliness, efficiency and transparent use of financial resources and delivery of services in accordance with organizational financial rules, regulations, policies, procedures and approved allocations. 

Key Functions and Accountabilities:

Provide financial management support to the Intergovernmental Support Section

• Review and verify financial transactions, activities, and documentation; propose corrective actions, as needed and report any unusual activities;
• Create projects and corresponding budgets in Quantum and RMS, prepare budget revisions, year-end rephasals and mandatory revisions; liaise and assist team members regarding budget queries as needed;
• Monitor budgets implementation and finances of the programme to ensure that spending is on track and in line with the planned budget and procurement policies and procedures; support reallocation of resources as needed;
• Monitor regularly transactions posted to projects ensuring actual expenditure has been recorded against correct budget category and activity, take timely corrective actions as required;
• Process GLJEs for adjustments of transactions, as needed and ensure of its completion with the Finance section.
• Review and verify financial transactions including the processing of payment to vendors.
• Maintain internal expenditures control system;
• Create requisitions and register good receipts in Quantum;

Provide programme support to the to the Intergovernmental Support team

• Monitor and follow up all the financial items in Month-end and Year-end closure instructions status and under the guidance of the Chief, take correction actions as required;
• Provide assistance in Annual Work Plan entry in Results Management System (RMS) as required.
• Provide support in the preparation of budgets and tracking the delivery of funds;
• Provide support to the Section on routine delivery and reporting of programme supported activities and finances;
• Process payment for consultants, as delegated;
• Prepare travel requests, expense checklists and expense reports for the IGS team; liaise with PPID, the UN Women Procurement team, AMEX and the UNDP Visa Desk on all travel and visa needs for IGS team.
• Regularly provide the Chief of Section with up-to-date information on expenditures and delivery rates;

Provide administrative support to the Intergovernmental Support team

• Assist and guide programme staff with procurement, administrative and human resources issues;
• Support the procurement planning and its implementation for timely and efficient programme delivery under the guidance and compliance of organizational rules, regulations, and procedures.
• Support implementation of HR services with full compliance with HR rules, regulations, policies and strategies;
• Submit and follow-up on Global Service Tracker requests, as needed
• Backstop Administrative Assistant

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Competencies :

Core Values:

• Integrity;
• Professionalism;
• Respect for Diversity.

Core Competencies:

• Awareness and Sensitivity Regarding Gender Issues;
• Accountability;
• Creative Problem Solving;
• Effective