Finance and Administrative Specialist

Mission and objectives

UNFPA is the United Nations sexual and reproductive health agency. Our mission is to deliver a world where every pregnancy is wanted, every childbirth is safe and every young person’s potential is fulfilled.

Context

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 expands choices and possibilities for women and young people to lead healthy and productive lives. Our work is derived from the ICPD Programme of Action; that all human beings are entitled to equal rights and protections and no one should be left behind in the fulfillment of their fundamental human rights. In a world where fundamental human rights are at risk, we need principled and ethical leaders, who embody these international norms and standards, and who will defend them courageously and with full conviction. UNFPA’s new strategic plan (2022-2025), focuses on three transformative results: to end preventable maternal deaths; end unmet need for family planning; and end gender-based violence and harmful practices. UNFPA is seeking candidates that transform, inspire and deliver high impact and sustained results. We need UNV who are exceptional in how they manage the resources entrusted to them and who commit to deliver excellence in programme results. The assignment will be within the UNFPA Humanitarian Office, Switzerland. The overall purpose of the Humanitarian Office is to facilitate the delivery of the UNFPA mandate by supporting humanitarian preparedness, response, and recovery actions in increasingly complex humanitarian situations, within globally agreed frameworks (2030 Agenda, Grand Bargain Commitments, Sendai Framework etc.). The Humanitarian Office leads in leveraging and increasing effectiveness, efficiency and capacity of UNFPA staff and partners to scale up UNFPA’s role as a key global humanitarian actor.

Task description

Within the delegated authority and under the supervision of the Operation Analyst, Financing and Operations Unit, or his/her designated mandated representative(s), the UN Volunteer will provide the support of the following: Finance: • Support the management of the Humanitarian Office budget, by budget formulation, controlling allotments, monitoring expenditures, and preparing revisions as required; • Maintain an effective financial recording and reporting system, internal control and audit follow-up; and processing financial transactions in an accurate and timely way; • Support the monitoring of programme financial performance, by providing necessary financial information and analysis, including implementation rate against indicators/results; detecting potential over/under expenditure problems and proposing remedial action; • Monitor allocation and expenditure records, and ensure proper calculation and recording of financial data, prepares revisions and prepares analytical financial reports, which will be submitted by budget managers; • Monitor programme and operational implementation of the projects/component budgets for assigned fund codes with periodic analysis of progress and lessons learned by assisting in developing HO tools and mechanisms for effective and efficient implementation of programme and project budgets; • Contribute into the process of WP design/review draft WP in GPS for IPs and UNFPA to comply with Policy and procedures for preparation and management of work plans and ensure all supportive documents are in place and attached to GPS; • Following up with required steps with IPs for implementation of WP revision; • Financial management and monitoring of expenses against detailed approved budgets, during implementation period through eFACE in GPS, check the statement of Cash Flow; • Maintain close collaboration with Admin/Finance Associate and Programme Associate with project monitoring and financial reports issues. Procurement & Administration: • Review procurement requests and carry out procurement activities and projects upon request in a transparent and cost-effect manner and in line with UNFPA procurement policy; • Provide logistical support for conferences, meetings and workshops; • Act as Requestor and/or Buyer in ATLAS to process Requisitions and Purchase Orders; • Process travel requests. Key outputs: • Programme and project budgets for assigned fund codes are continuously monitored, control of allotments and monitoring of expenditures done on a regular basis, reports prepared as requested and follow up actions are ensured; • WP budget revisions prepared and completed in Atlas in due course according to instructions and in full compliance with policies and procedures; • Spot checks and other assurance activities are completed and results are inserted into IPAS; • Verification of financial reports of IP’s through eFACE against detailed approved budget (correct allocation to the activity name, budget line and accurate usage of chart of accounts) on the monthly basis; • Monitor regularly the utilization of resources transferred to implementing partners comply with UNFPA Policy and Procedures for Management of Cash Transfers to Implementing Partners; • Project related procurement of goods/services prepared timely and in full compliance with UNFPA policies and procedures. Results/expected outputs: • As an active UNFPA team member, efficient, timely, responsive, client-friendly and high-quality support rendered to UNFPA and its beneficiaries in the accomplishment of her/his functions, including: o Provide quality services in the areas of program finance, procurement, administration; o Deliver quality financial services to internal and external clients, takes a client-oriented results-focused approach to interpreting the rules, procedures and guidelines; o Support the delivery of UNFPA mandate in all settings through administrative, logistical and financial support; • Age, Gender and Diversity (AGD) perspective is systematically applied, integrated and documented in all activities throughout the assignment; • A final statement of achievements towards volunteerism for peace and development during the assignment, such as reporting on the number of volunteers mobilized, activities participated in and capacities developed.

Requirements

Required experience

3 years of experience in administration, finance, procurement, or office management; • Strong analytical and strategic thinking skills; • Strong verbal and written communication skills; • Proven proficiency in current office software applications (especially MS Excel) and corporate IT systems, particularly web-based systems; • Experience in performing the audits; • Ability to function effectively in a team and dedication to multidisciplinary collaboration; • Excellent interpersonal skills; culturally and socially sensitive; ability to work inclusively and collaboratively with a range of partners, including grassroots community members, religious and youth organizations, and authorities at different levels; familiarity with tools and approaches of communications for development; • Self-motivated, ability to work with minimum supervision; ability to work with tight deadlines; • Have affinity with or interest in Gender areas, volunteerism as a mechanism for durable development, and the UN System; • Experience with UNFPA and UN is an advantage.

Area(s) of expertise

Administration, Economics and finance

Driving license

Languages

English, Level: Fluent, Required French, Level: Working knowledge, Desirable

Required education level

Master degree or equivalent in business administration, public administration, management, finance, human resources, information technology or a related field.

Competencies and values

• Professionalism • Integrity • Teamwork and respect for diversity • Commitment to continuous learning • Planning and organizing • Communication • Flexibility • Genuine commitment towards the principles of voluntary engagement, which includes solidarity, compassion, reciprocity and self-reliance; and commitment towards UNFPA’s mission and vision, as well as to the UN Core Values.