Administrative and Finance Analyst

The Position:

The Administrative and Finance Analyst position is located in the Country Office of UNFPA in Juba. Under the direct supervision of the HR/Finance Analyst, the Admin and Finance Analyst is responsible for assisting the Operations Unit in effective delivery of financial services, transparent utilization of financial resources and management of the Country Office Finance Unit.

The Admin and Finance Analyst is responsible for effective delivery of admin and financial services, transparent utilization of financial resources and supports the management of the CO Finance Unit. He/she analyzes and interprets the financial rules and regulations and provides solutions to a wide spectrum of complex financial issues. The Finance Associate promotes a collaborative, client-oriented approach consistent with UNFPA rules and regulations. The Admin and Finance Analyst supervises works in close collaboration with the operations, programme and project teams in the Country Office (CO) and with UNFPA HQs staff and Government officials ensuring successful Country Office (CO) performance in Finance.

The Admin and Finance Analyst actively participates in local inter-agency coordination to ensure UNFPA’s needs in common systems and service issues are met. External partners include other UN agencies, vendors, and other non-UN partners that are essential to the work of the Finance section.

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 strategic plan (2022-2025), reaffirms the relevance of the current strategic direction of UNFPA and focuses on three transformative results: to end preventable maternal deaths; end unmet need for family planning; and end gender-based violence and harmful practices. These results capture our strategic commitments on accelerating progress towards realizing the ICPD and SDGs in the Decade of Action leading up to 2030. Our strategic plan calls upon UN Member States, organizations and individuals to “build forward better”, while addressing the negative impacts of the Covid-19 pandemic on women’s and girls’ access to sexual and reproductive health and reproductive rights, recover lost gains and realize our goals.

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.

Job Purpose:

Under the supervision of HR / Finance Analyst, in coordination with International Operations Manager, the Finance & Admin Analyst is expected to support in management of financial resources and administration of the organization assets and facilities. He / she is responsible for supervising an Administrative Finance Associate. He / she will analyse and interpret the financial rules and regulations of the Finance & Admin Unit.

The Admin and Finance Analyst is responsible for effective delivery of administrative services, transparent utilization of resources and supports the management of the CO Operations Unit. He/she analyzes, interprets, and enforces the admin rules and regulations; and provides solutions to a wide spectrum of complex administrative, logistical and travel issues.
He/she delivers quality services in administration to internal and external clients mastering all relevant rules, guidelines, processes and procedures. He/she promotes a collaborative, client-oriented, results-focused approach to interpreting the rules, procedures and guidelines in service of the country programme, providing support and guidance to the Country Office and UNFPA-supported projects. This Admin and Finance Analyst supervises the work of an Administrative Assistant (Assets & Facilities), and an Admin/Finance Associate in the unit.

You would be responsible for:

A. Implementation of Operational and Financial Management Strategies in the CO

Ensures full compliance of financial activities, financial recording/reporting system and audit follow up with UNFPA rules, regulations, policies and strategies; implementation of the effective internal control, proper design and functioning of the financial resources management system.
Oversees the financial management and performance of the SMS II project, continuous analysis and monitoring of the financial situation & presentation thereof.
Routinely monitors financial exception reports for unusual activities, transactions, and investigates anomalies or unusual transactions

B. Managing the SMS II project budgets

Supports putting in place of proper mechanisms to eliminate deficiencies in budget management.
Supports the SMS II project by budget formulation, controlling allotments, monitoring expenditures, and preparing revisions according to the needs of the project.
Supports the monitoring of the SMS II project financial performance by providing necessary financial information and analysis, including implementation rate against indicators/results.
Oversees the development of tools and mechanisms for effective and efficient monitoring of SMS II project budget, coordinates compilation of financial data and provides accurate and up-dated financial information to project staff and partners on a continuous basis.
Monitors the implementation of financial, procurement, and administrative systems related to the implementation of the SMS II project, ensuring adequate training of project staff and partners.

C. Proper control of CO accounts, Knowledge Management, Admin and Facilities management

Utilizes the internal expenditures’ control system which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in Atlas; travel claims and other entitlements are duly processed, receipting of goods and services and establishment of accruals are properly done in compliance with IPSAS and UNFPA policies and procedures
Manages complex vendor and contract management processes, and procurement processes including developing and implementing relevant plans in close collaboration with the CO’s operations team
Takes timely corrective actions on un-posted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers
Facilitates donor reporting.
Supervises administrative and support staff
Monitor the dashboard to ensure that any items requiring corrections are worked on a timely basis and serve as the focal point for completion of integrated accountability checklist.
Review and monitors charges for common services and cost recovery taking into account maximum cost efficiency and represent UNFPA’s interest in related negotiations and agreements.
Provide support and reviews to quality services in administration, procurement, communication and management of office equipment and infrastructure to internal and external clients mastering all relevant rules, guidelines, processes and procedures
Generates synthesis of lessons learnt and best practices in Finance.
Sound contributions to knowledge networks and communities of practice in the area of Admin and Finance

D. General Support

Stand-in for other team members on selected functions as may be required.
Carry out any other duties as may be required by UNFPA leadership.
Reviews and takes corrective action as appropriate on audit findings for implementing partners working on the SMS II project.

Qualifications and Experience Required:

Education:

Advanced (Masters) University Degree in Finance/Accounting, Administration, Business, or finance related discipline required
A professional accounting qualification and membership of an internationally recognized institute of accountancy is desirable.

Knowledge and Experience:

Minimum 2 years of relevant experience in administration, accounting, finance, or related fields is required.
Experience in handling of web based management systems and ERP financials, preferably PeopleSoft, as well as Quantum will be an asset.
Experience of IFRS and IPSAS will be an advantage.
Relevant experience in providing administrative management services
Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and knowledge of spreadsheet and database packages, experience in handling of web based management systems
A thorough understanding of the UN system in general, and especially UNFPA mandate, its policies and operations and current development topics and political issues in South Sudan will be an added advantage
Demonstrated ability to work in a team

Languages:

Fluency in oral and written English is required. Knowledge of Arabic is an added advantage. Working knowledge of another UN Official Language, an asset.

Required Competencies:

Values:

Exemplifying integrity.
Demonstrating commitment to UNFPA and the UN system.
Embracing cultural diversity.
Embracing change.

Core Competencies:

Achieve 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.

Functional Skill Set:

IFRS, IPSAS, Accounting and Finance Skills
Understanding of admin and financial systems in the UN and UNFPA is desirable
Managing documents, correspondence and reports
Managing information and workflow
Planning, organizing and multi-tasking
Managing operational processes
Job knowledge / technical expertise
Proficiency in current office software applications; good basic knowledge of Finance Management dashboard and software.

Compensation and Benefits:

This position offers an attractive remuneration package including a competitive net salary plus health insurance and other benefits as applicable.