UN WOMEN: FINANCE ASSOCIATE

Background

Grounded in the vision of equality enshrined in the Charter of the United Nations, UN Women will work 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, 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.  Under the guidance and direct supervision of the Finance Specialist (Unit head)– Financial Operations Unit, the Finance Associate provides financial services ensuring effective and transparent utilization of financial resources and integrity of work. The Finance Associate promotes a client-oriented approach consistent with UN Women rules and regulations. The Finance Associate works in close collaboration with the staff of the Division of Management and Administration, Programme Division, Regional Centers and Country Offices, as well UNDP OFA units in HQS and COs for resolving complex finance-related issues and information delivery.

Duties and Responsibilities

Summary of Key Functions: General ledger reconciliations Calculate and record support costs on non core contributions received; Preparation of general journals; Approval of vendors; Timely preparation and review of payment vouchers; Monitoring, reconciliation and follow up of Implementing Partner Advances; Facilitation of knowledge building and knowledge sharing; Continuance of currency with International Public Sector Accounting Standards (IPSAS); Preparation for and participation in external audit by UNBoA and internal audit as necessary; Record Donor Agreements in Contracts/Revenue module of IPSAS; Record deposits received; Provide support for revenue management and revenue reporting; Other duties as required.  Detailed Description of Responsibilities: Ensures administration and implementation of operational strategies, adapts processes and procedures focusing on achievement of the following results: Keep abreast of and ensure full compliance with amendments to International Public Sector Accounting Standards (IPSAS). Inform other Finance Section staff and UNW Finance Users to ensure IPSAS compliance and currency;  Keep abreast of and ensure full compliance with all UNW Financial Regulations and Rules, Operations manuals, Internal Control policies and procedures, Standard operating procedures, Finance manual, and Delegations of Authority to ensure consistency across UNW and harmonisation with other UN Agencies. Provide recommendations to Unit head for proposed amendments; Provide input to Finance business processes mapping and elaboration of the content of Internal Control Framework, Operations Manual in consultation with management; Provide input to proposals and implementation of cost saving and reduction strategies in consultations with management; Participate as a member of UN Women's team in the  ATLAS and IPSAS or other systems development of UNDP and other UN agencies; Participate as a member of the UN Women finance team in the internal and external audits of UN Women, including full understanding of audit recommendations and clearance timetable;Actively promote a client-oriented Finance Section. Ensures administration of UN Women's financial resources focusing on achievement of the following results: Provide quality assurance review of financial reports prepared by Finance Associates in the Regional Centers and Country Offices (RCs and Cos). Follow up on errors in chart fields or over expenditures and ensure proper adjustments are made; Issue budget journals for authorized spending limits (ASL) for non core project. Associate non core funds in commitment control; Record pending items for all UN Women core contributions and non core contributions where our RCs and COs do not yet have the necessary authority; Implementation of the control mechanism through monitoring of non core budgets; Assist in the maintenance of the General Ledger, analyzing and reconciling particular accounts with supporting modules; Presentation of thoroughly researched information for planning of UN Women's financial resources; Reconcile assigned General ledger balances on a regular timetable as set by section; Monitor, reconcile and follow up with RCs and COs Advances to Implementing Partners which are not in accordance with the policy; Record Donor Agreements in Contracts/Revenue module of IPSAS and correspond with RCs and COs with queries. Record deposits received. Prepare covering letters for checks and ensuring they are passed to UNDP for banking; Provide support for revenue management and revenue reporting; Prepare other regular finance indicators or reports as requested; Filing of supporting work papers and documents as well as archiving. Provides accounting and administrative support to the Finance Section focusing on achievement of the following results: Timely preparation and review of payment vouchers based on proper supporting documents authorized by the budget owners and project managers; Prepare various reports on incomplete/unpaid vouchers and initiate follow-up actions; Proper control of the supporting documents for payments, accounts receivable and General Ledger journals; 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; and other entitlements are duly processed; Timely corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers; Timely response to requests to resolve financial data issues; Approval of Travel Requests as a back up to the Procurement Associate in HQS. Ensures facilitation of knowledge building and knowledge sharing focusing on achievement of the following results:  Assist with organization of training materials for the operations/ projects staff on Finance; Synthesis of lessons learnt and best practices in financial processes and procedures; Sound contributions to knowledge networks and communities of practice; Participate as a member UN Women's team in the  ATLAS and IPSAS or other system development of UNDP and other UN (Atlas) agencies; Actively participate in knowledge sharing and changes of duties with other staff in Finance Section, as requested by Chief of Accounts, to ensure that all duties have back up staff assigned and trained; Prepare RCA for yourself based on the work plan and ensure preparation and review meets established timelines. Impact of Results: The key results have an impact on the overall efficiency in financial resources management and success in implementation of operational strategies.  Accurate analysis and presentation of financial information enhances UN Women's credibility in use of financial resources and proper financial process management. The information provided facilitates management decision making.

Competencies

Core Values and Guiding Principles: Integrity: Demonstrating consistency in upholding and promoting the values of UN Women in actions and decisions, in line with the UN Code of Conduct; Cultural Sensitivity/Valuing diversity: Demonstrating an appreciation of the multicultural nature of the organization and the diversity of its staff. Demonstrating an international outlook, appreciating differences in values and learning from cultural diversity.  Core Competencies: Ethics and Values : Demonstrating / Safeguarding Ethics and Integrity; Organizational Awareness : Demonstrate corporate knowledge and sound judgment; Developing and Empowering People / Coaching and Mentoring: Self-development, initiative-taking; Working in Teams : Acting as a team player and facilitating team work; Communicating Information and Ideas : Facilitating and encouraging open communication in the team, communicating effectively; Self-management and Emotional intelligence : Creating synergies through self-control; Conflict Management / Negotiating and Resolving Disagreements; Knowledge Sharing / Continuous Learning : Learning and sharing knowledge and encourage the learning of others. Functional Competencies: Ability to perform a broad range of specialized activities related to financial resources management, including managing non core budgets, maintaining Accounts Receivables and Accounts Payables, and reporting; Knowledge of financial rules and regulations, and accounting; Strong IT skills; Ability to provide input to business processes re-engineering, implementation of new system.

Required Skills and Experience

Education: Secondary Education, preferably with specialized certification in Accounting and Finance. University Degree in Business or Public Administration, Finance would be desirable, but it is not a requirement. Experience: Minimum 6 years of progressively relevant finance work experience is required; Experience in the usage of computers and office software packages (MS Word, Excel, etc) and knowledge of database packages, working experience in web based ERP financial systems (i.e. SAP, PeopleSoft, Oracle, etc); Completion of UN Administrative Support Assessment Test (ASAT); Knowledge of IPSAS and/or IFRS is desirable; Completion of UN Women Accountancy & Finance Test required. Language: Fluency in English;  Knowledge of any other UN language is an advantage. Important Application Information: All applications must include (as an attachment) the completed UN Women Personal History form (P-11) which can be downloaded fromhttp://www.unwomen.org/about-us/employment; Kindly note that the system will only allow one attachment. Applications without the completed UN Women P-11 form will be treated as incomplete and will not be considered for further assessment; UN Women will only be able to respond to those applications in which there is further interest. Note: In July 2010, the United nations General Assembly created UN Women, the United Nations Entity for Gender Equality and the Empowerment of Women. The creation of UN Women came about as part of the UN reform agenda, bringing together resources and mandates for greater impact. It merges and builds on the important work of four previously distinct parts of the UN system (DAW, OSAGI, INSTRAW and UNIFEM), which focused exclusively on gender equality and women’s empowerment.

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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.