FINANCE ASSOCIATE

The UN Women (UNW), 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. Placing women’s rights at the centre of all its efforts, the UN Women will lead and coordinate United Nations system efforts to ensure that commitments on gender equality and gender mainstreaming translate into action throughout the world. It will provide strong and coherent leadership in support of Member States’ priorities and efforts, building effective partnerships with civil society and other relevant actors. The Finance Associate reports to the Country Program Manager (CPM) for guidance and supervision and is responsible for managing and supervising the execution of a wide range of financial services and administrative processes in Country Programme Office (CPO), 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. The Finance Associate promotes a client-oriented approach consistent with UN Women rules and regulations, standard practices and guidelines. The Finance Associate works in close collaboration with the Operations Manager of the Regional/Sub-Regional Office as well as with the operations, programme and project teams in UN Women Headquarters for solving complex finance-related issues and information delivery. .

Duties and Responsibilities

Ensures implementation of operational strategies, adapts processes and procedures focusing on achievement of the following results: Full compliance with UNWOMEN and UN rules and regulations of financial processes, financial records and reports and audit follow up; implementation of the effective internal control framework. UNWOMEN office finance business processes mapping and elaboration of the content of internal Standard Operating Procedures in Finance in consultation with the direct supervisor and UNWOMEN Country Programme Manager Preparation of cost sharing and trust fund agreements, follow up on contributions within the office resource mobilization efforts. Ensure timely disbursement and effective deployment of funds as requested in liaison with the Country Manager for budget compliance purposes and effective service delivery by the implementing partners Accounting and administrative support Maintain updated records pertaining to the disbursements, project status and current financial status of the fund Undertake timeous production of financial reports for donors in liaison with the UNWOMEN Country Programme Manager and Programme Officers to ensure that reports are produced on time in line with the standards and specifications set by the donor Preparation of annual accounts for auditing purposes in liaison with UNWOMEN Country Programme Manager. Liaise with UNWOMEN and donor appointed auditors on completed projects that require to be audited by providing information on given projects Assist in ensuring that unused balances are returned to UNWOMEN Ensures administration of budgets and functioning of the optimal cost-recovery system focusing on achievement of the following results: Preparation and modifications of budgets for UNWOMEN management projects, Presentation of researched information for planning and status of financial resources of the CO. Sending project budget to KK if authorized by the UNWOMEN Country Programme Manager for signed prodocs and project budgets. Timely preparation of cost-recovery bills in Atlas for the services provided by UNDP, implementation of the income tracking system and follow up on cost recovery. Provides accounting and administrative support to the Finance Unit and performs Global payroll functions focusing on achievement of the following results: Proper control of the supporting documents for payments and financial reports for the GSP and UNWOMEN Country Office projects; preparation of all types of vouchers; Pay Cycle and payments execution. Approval of vendors in Atlas Maintenance of the internal expenditures control system which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in Atlas; payrolls are duly prepared and processed; travel claims, MPOs and other entitlements are duly processed Timely accounts closure Timely corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers. Timely response to HQ requests to resolve financial data issues. Maintenance of the Accounts Receivables for UNWOMEN projects and follow-up with partners on contributions, deposits creation in Atlas and their application to AR pending items. Timely VAT reimbursements, payment of GLOC by the Government Ensures proper CO cash management functioning focusing on achievement of the following results: Timely review of cash position for local accounts to ensure sufficient funds on hand for disbursements. Timely identification and recording of receipts for income application. Daily review of zero-balance account bank statements in Atlas to monitor imprest level; identification and recording of contributions. Transaction and stop payment initiation on internet banking systems. Preparation of monthly UN exchange rate report. Timely and accurate preparation of bank reconciliations. Timely preparation of monthly cashflow forecast Initiation of bank transfers and deals in Atlas. Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results: Organization of trainings for the operations/ projects staff on Finance. Synthesis of lessons learnt and best practices in Finance. Sound contributions to knowledge networks and communities of practice

Competencies

Functional Competencies: Building Partnerships Level 1.1: Maintaining information and databases Tracks and reports on mobilized resources Promoting Organizational Learning And Knowledge Sharing Level 1.1: Basic research and analysis Researches best practices and poses new, more effective ways of doing things Identifies and communicates opportunities to promote learning and knowledge sharing Job Knowledge/Technical Expertise Level 1.1: Fundamental knowledge of processes, methods and procedures Understands the main processes and methods of work regarding to the position Possesses knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks (specialized knowledge related to financial resources management, including formulating budgets, maintaining Accounts Receivables and Accounts Payables, reporting). Strives to keep job knowledge up-to-date through self-directed study and other means of learning Demonstrates good knowledge of information technology and applies it in work assignments Promoting Organizational Change and Development Level 1.1: Presentation of information on best practices in organizational change Documents ‘best practices’ in organizational change and development within and outside the UN system. Demonstrates ability to identify problems and proposes solutions Design and Implementation of Management Systems Level 1.1: Data gathering and implementation of management systems Uses information/databases/other management systems Makes recommendations related to work procedures and implementation of management systems Client Orientation Level 1.1: Maintains effective client relationships Reports to internal and external clients in a timely and appropriate fashion Organizes and prioritizes work schedule to meet client needs and deadlines Responds to client needs promptly Promoting Accountability and Results-Based Management Level 1.1: Gathering and disseminating information Maintains databases Core Competencies: Demonstrate corporate knowledge and sound judgment Self-development, initiative-taking Acting as a team player and facilitating team work Facilitating and encouraging open communication in the team, communicating effectively Creating synergies through self-control Managing conflict Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member. Informed and transparent decision making

Required Skills and Experience

Education: Secondary Education with specialized certification in Accounting and Finance. University Degree in Business or Public Administration would be desirable, but it is not a requirement. Experience: Minimum of 6 years of progressively responsible experience in finance, administrative services, or related areas is required. Knowledge in operating specific UN applications and ATLAS is desirable. Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of spreadsheet and database packages, experience in handling of web based management systems. Experience within UNWOMEN, UNDP and other UN agencies will be an added advantage. Language: Fluency in written and spoken English. N.B. UNDP Zimbabwe reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP Zimbabwe at the same grade level and with similar job description, experience and education requirements. QUALIFIED AND EXPERIENCED FEMALE CANDIDATES ARE ENCOURAGED TO APPLY.

UNDP 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.