Finance and Administrative Assistant: Women Peace and Security with Military Actors (WPSMA)

Background

UN Women, 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.

As part of its interventions in supporting the implementation of the UNSC Resolution 1325 in Mozambique, UN Women will begin implementation of a project to enhance the capacity of the military actors and to contribute to a transformative Women Peace and Security agenda. This will involve enhancing women’s inclusion and integration in the security sector including the military and making sure that armed forces are better prepared to, based on a gender analysis, integrate a gender perspective in the planning, conduct of operations and activities in stability operations, conflict, and post-conflict settings.

In order to implement the Project, UN Women Mozambique Country Office seeks to recruit a Finance and Administrative Assistant. Reporting to the Programme Specialist, the Finance and Administrative Assistant provides support in the development and implementation of assigned projects consistent with UN Women rules and regulations. S/he contributes to financial management and provision of necessary operational, administrative and programmatic support. The Finance and Administrative Assistant will also support the implementation of other tasks as assigned by the supervisor.

Under the oeveral guidance of the Country Office Representative and direct supervision of the Programme Specialist and Operations Manager, the Finance and Administrative Assistant is responsible for the execution of a wide range of financial and administrative services in the Country Office ensuring timeliness, efficiency and transparent use of financial resources and delivery of services in support of the project and the CO Programme in accordance with UN Women and EU financial and administrative rules, regulations, policies, procedures. S/He will work in close collaboration with the programme and operations teams in the Country Office, Regional Office and relevant Headquarters colleagues in solving complex finance and administrative related issues.

Duties and Responsibilities

Provide Financial Support to the Project/s in full compliance of UN Women rules, regulations, policies and procedures

Support budget formulation, control allotments, monitor expenditures, and prepare revisions according to the needs;
Prepare supporting documents for timely payments, advance to partners and liquidations
Follow up with partners for submission of timely quarterly progresss and financial reports
Conducts regular spot checks to implementing partners to verify reported expenditures against submitted financial documents maintaining adherence to UN Women’s and EU rules and regulations
Prepare documents for internal and external audits, supports preparedness and ensures implementation of recommendations
Investigates, provide advice, recommends and implements agreed upon solutions to a wide range of financial issues to programme manager;
Draft and present information and data for use in the planning of financial resources and the formulation and revision of work plans and budgets;
Track the appropriate and timely use of financial resources and advise direct supervisor accordingly;
Monitor regularly transactions posted to projects ensuring actual expenditure has been recorded against correct budget category and activity, identifies overexpenditures and take timely corrective actions as required;
Monitor and proper follow up of all the financial items in Month-end and Year-end closure instructions status and take corrective follow up action under the guidance of the Programme msnsger
Provide information inputs to financial reports for Regional Office, HQ Finance and stakeholders
Support financial donor reporting by providing timely and accurate information and taking necessary actions as required in the UN Women Virtual Global Service Centre for financial donor reporting

Provide administrative support for effective project management

Prepare the necessary documentation related and support the entire partner selection process for the implementation of the project/s.
Prepare all financial and procurement requests related to the assigned project/s
Support the efficient and timely implementation of programmes’ activities.
Assist in the development of’ workplans and provide support for monitoring of progress.
Support to coordination efforts with programmes’ partners and ensuring flow of information arranging for meetings with stakeholders and draft minutes of meetings as requested.
Draft formal correspondence, in both English and Portuguese, as needed.
Provide administrative and logistical support in the organization of workshops, activities and events related to the programme interventions, as needed
Organize and keep updated hard and soft project files
Support the collection and analysis of data related to the programmes’ related baselines and targets;
Support in the inputting of the annual work plan and budget development exercise in consultation with the programme manager and the programme team;
Contributes to the review of partners narrative reports .
Liaise with administrative and operations staff from other relevant UN Women teams as needed

Contribute to project budget management and implementation in full compliance with UN Women rules, regulations, policies and procedures

Support programme manager in the creation of project budgets, linking projects results with corporate systems in corporate system and preparation of budget revisions
Support the preparation of budget and delivery plans and keeping track of expenditure;
Conduct budget analysis, recommends actions to programme manager and enter agreed upon budget budget revisions and maintain proper record of approved programme budgets and budget revisions
Support in Annual Work Plan, quarterly and annual report entry in corporate system as required
Input data in the corporate system and keep partners and clients informed for timely action and/or decisions;

Contribute to capacity/knowledge building and knowledge sharing

Support organization of all administrative actions related to training activities and events
Organize and conduct training on finance and administrative matters to partners
Collect and compile lessons learned and good practices in financial management and services and disseminate clients and stakeholders as appropriate.
Contribute to financial business operational practices and management innovations
Contribute to lessons learned and best practices in finance, in support of knowledge networks and communities of practice.

Key Performance Indicators

Timely,complete and accurate administrative and financial transactions/activities/documentation
Timely and accurate advice on UN Women financial rules and regulations
Timely and regular monitoring of financial resources management system and timely expenditure of financial resources
Timely and accurate support to budget formulation and controlling allotments
Timely and accurate monitoring of internal expenditures control systems
Timely and accurate drafting of management financial reports

Competencies

Core Values:

Respect for Diversity
Integrity
Professionalism

Core Competencies:

Awareness and Sensitivity Regarding Gender Issues
Accountability
Creative Problem Solving
Effective Communication
Inclusive Collaboration
Stakeholder Engagement
Leading by Example

Functional Competencies

Ability to perform multiple tasks, in a multi-cultural environment and dealt with confidential matters
Ability to manage day-to-day office activities (including but not limited to travel management) to meet operational needs.
Ability to review and edit documents and produce concise meeting reports identifying key actions.
Ability to evaluate financial data, derive relevant findings and present them in a meaningful manner.
Ability to identify and prioritize risks, and organize actions around mitigating them
Good knowledge in the application of complex financial systems and modules
Good knowledge of spreadsheet and database packages;
Good knowledge of administrative and financial rules and regulations preferably UN/UN Women Financial Rules and Regulations.

Required Skills and Experience

Education and certification:

Bachelors degree in Finance, Accounting, Business Administration or equivalent
Specialized national or international certification in accounting and finance is an asset

Experience:

At least 5 years of progressively responsible experience in finance and administrative functions
Experience in performing administrative functions (organize events, logistics etc)
Experience in the usage of computers and office software packages (MS Word, Excel, etc) and spreadsheet and database packages, experience in handling of web-based management systems.
Knowledge about gender equality and women´s empowerment issues is an asset
Experience working on EU funded projects is an asset

Language Requirements:

Fluency in English and Portuguese are required
Knowledge of the other UN official working language is an asset.