The Administrative and Finance Associate position is located in the UNFPA Ukraine Country Office based in Kyiv. Deadline - November 17, 2019.
Job title: Administrative and Finance Associate
Position Number: 0006016
Location: Ukraine, Kyiv
Full/Part time: Full time
Fixed term/Temporary: Fixed Term
Rotational/Non Rotational: Non Rotational
The Administrative and Finance Associate position is located in the UNFPA Ukraine Country Office based in Kyiv. Under the guidance and supervision of the Representative, the Administrative and Finance Associate provides quality services in the areas of finance, human resources (HR), procurement and general administration to internal and external clients mastering all relevant rules, guidelines, processes and procedures. S/he supervises clerical and support staff.
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 new strategic plan (2018-2021), focuses on three transformative results: to end preventable maternal deaths; end unmet need for family planning; and end gender-based violence and harmful practices.
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.
S/he takes a client-oriented results-focused approach to interpreting the rules, procedures and guidelines, providing support and guidance to the Country Office.
In support of UNFPA’s strategic direction at the country level, the Administrative and Finance Associate contributes to ensuring effective and efficient application of country office resources through support and monitoring in the following areas:
- Finance and Budget Management
- General Administrative Services including Procurement
- Human Resources Management
Internal partners include ITSO, to resolve Atlas-related queries; Finance Branch, to resolve budgeting and expenditure issues; DHR, for personnel related issues; OAIS, for audit related issues; Programme Division and Operations Community, to resolve policy and procedural issues.
You would be responsible for:
1. Finance and Budget Management
- Prepare annual budget and budget revisions for operational activities and enter in the GPS module in Atlas;
- Provide timely operational clearance in GPS on programme-related budgets and send to commitment control (KK);
- Perform Finance User function in ATLAS and verify completeness and accuracy of payment requests in line with prevailing policies, etc., identifying and following up with relevant personnel on errors and gaps;
- Raise Accounts Payable (AP) vouchers in ATLAS and ensure proper payee information, accurate COA and approved amount and liaise with UNDP to ensure timely processing in the system as required;
- Create, edit and present information (queries, reports, documents) in visually pleasing, clear and presentable formats;
- Ensure timely submission of VAT amounts to UNDP and perform reconciliation on a regular basis;
- Prepare monthly and quarterly Financial Accountability Checklists for approval by the Representative with relevant supporting documentation;
- Monitor Institutional Budget expenses on a regular basis and submit timely requests for redeployment to HQ, if necessary;
- Carry out cost recovery exercise to proportionately charge the common expenses to non-core resources;
- Respond to HQ’s and RO queries as and when required and provide guidance on financial matters/policies to programme colleagues;
- Conduct secondary review of E-FACE forms entered by Programme Assistants, verify accuracy of information, ensure proper recording of expenses including timely release of funds to IPs and perform quarterly reconciliations;
- Review monthly Atlas statements and generate financial reports in COGNOS to ensure that expenditures have been properly recorded and that the allotments are not exceeded;
- Ensure timely completion of year-end closure activities;
- Develop tools and mechanisms for effective and efficient monitoring of financial resources;
- Interpret financial policies and procedures and provides guidance to office colleagues
- Contribute to the development of the annual assurance plan, take part in conducting spot checks of Implementing Partners jointly with programme colleagues and participate in HACT-related meetings and discussions on a regular basis;
- Draft responses to audit findings and recommendations, and follow up accordingly Review and monitor charges for common premises, services and cost-recovery taking into account maximum cost efficiency and represent UNFPA’s interest in related negotiations and agreements;
- Implement corporate systems and applications in support of financial management;
- Act as Petty Cash Custodian.
2. General Administration including Procurement
- Assist in the preparation of the Country office work plans, progress reports, enterprise risk management in accordance with the latest requirements of the Strategic Information System;
- Draft and enter online procurement plan. Review procurement requests and initiate procurement procedures for the office;
- Liaise with the Procurement Services Branch, RO and other relevant offices on procurement-related issues;
- Monitor and update vendor performance and assessment in the system;
- Contribute to the smooth running of the office by ensuring provision and maintenance of services and supplies following-up and maintaining up-to-date assets and records;
- Coordinate and supervise shipment and custom clearance, travel, event management, administrative surveys, transportation services and insurance, space management, procurement of supplies;
- Coordinate asset management, periodic assets reports, coordination of physical verification of assets;
- Actively contribute to the UN Operations Management Team and relevant sub-groups;
- Actively contribute to the Operations Community within UNFPA;
- Act as security focal point for the UNFPA CO;
- Carry out regular security-related self-compliant exercise
3. Human Resources Management
- Assist in HR management, coordinated recruitment and the selection process applying best practices HR tools and mechanisms;
- Act as HR local recruiter and HR focal point;
- Assist the Representative in monitoring the compliance of the Performance Appraisal and Development cycle (PAD) and staff learning and development (training and workshops).
Carry out any other duties as may be required by the Representative.
Qualifications and Experience
Completion of secondary school education required. First level University degree in finance, business administration or public administration is desirable.
Knowledge and Experience:
- 7 years of relevant experience in administration and finance in the public or private sector.
- Ability to interpret financial rules, regulations and procedures and explain them clearly and concisely;
- Ability to interpret administrative and personnel rules, regulations and procedures and explain them clearly and concisely. Experience in UN personnel and administrative procedures desirable;
- Proficiency in use of spreadsheets, word processing and computerized accounting systems;
- Previous experience in the UN, as well as, experience of UN accounting framework and systems, Atlas/PeopleSoft desirable;
- Good writing and communication skills.
Fluency in English and Russian is required. Good knowledge of Ukrainian language is highly desirable.
- Exemplifying integrity
- Demonstrating commitment to UNFPA and the UN System
- Embracing cultural diversity
- Embracing change
- Managing the organization’s financial resources
- Providing procurement services
- Ensuring facilities and assets management
- Providing logistical support
- Managing data
- Managing documents, correspondence and reports
- Managing information and work flow
- Planning, organizing and multitasking
- Supporting financial data analysis
- 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
• Providing strategic focus
• Engaging internal/external partners and stakeholders
• Leading, developing and empowering people/ creating a culture of performance
• Making decisions and exercising judgment
Compensation and Benefits
This position offers an attractive remuneration package including a competitive net salary.
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
In accordance with the Staff Regulations and Rules of the United Nations, persons applying to posts in the international Professional category, who hold permanent resident status in a country other than their country of nationality, may be required to renounce such status upon their appointment.