Programme/Finance Associate-SB3

For Egyptian Nationals ONLY

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.

UN Women supports UN Member States as they set global standards for achieving gender equality and work with governments and civil society to design laws, policies, programmes and services needed to ensure that the standards are effectively implemented and truly benefit women and girls worldwide. It works globally to make the vision of the Sustainable Development Goals a reality for women and girls and stands behind women’s equal participation in all aspects of life. The Regional Office for the Arab States (ROAS) covers 18 Arab countries, including 4 country offices and several programme and project presences.

WPS-HA is implementing Phase III of “Women, Peace and Security in the Arab States- Phase III” (2023-2025) funded by the Governments of Finland, with the overall objective of strengthened implementation of WPS commitments on the ground by ensuring that national actors have the capacities, resources and will to implement the WPS agenda; enhancing protection for women survivors of conflict; and promoting their role as key actors in conflict prevention, and phase III of “Enhancing Women's Leadership for Sustainable Peace in Fragile Contexts in the MENA Region-Phase III” (2022-2025) funded by GIZ, with overall objective is for women and girls to be able to contribute to and have a greater influence in building sustainable peace and resilience in protracted conflict and crisis settings in the MENA region.

Reporting to Operations Analyst, the Programme/Finance Associate supports the WPS in Arab States' regional programme Operations by performing a variety of standard programme, finance and administrative processes ensuring high quality and accuracy of work. The Programme/Finance Associate promotes a client, quality and results-oriented approach, and works in close collaboration with the Operations, Programme and Projects staff team to ensure consistent service delivery and to resolve complex administration-related issues and information delivery.

Duties and Responsibilities

Provide general administration and operations support to the WPS in Arab States programme in compliance with UN Women rules, regulations, policies, and strategies:

Coordinate and supervise administrative support staff in the unit;
Coordinate and supervise shipments and customs clearance arrangements;
Coordinate and supervise travel arrangements;
Coordinate and facilitate the organization of conferences, workshops, and retreats;
Oversee protocol matters, registration of staff, coordination with local authorities on space and other administrative matters;
Manage and improve filing system ensuring safekeeping of confidential materials.

Coordinate and organize assets management and procurement processes for WPS in Arab States programme:

Manage WPS programme stationery supplies including maintenance of stock list of stationery, distribution of stationery and keeping a log of distribution;
Coordinate assets management in the unit, prepare and submit periodic inventory reports, coordinate physical verification of inventory items;
Provide substantive inputs to the preparation of procurement plans for the WPS programme and contribute to monitoring their implementation;
Generate procurement-related reports; research and draft responses to enquiries;
Review procurement requests and initiate procurement procedures for WPS programme and project equipment, supplies and services;
Organize and manage procurement activities and processes, including preparation and conduct of Request for Quotations, Invitations to Bid or Requests for Proposals, and the opening and evaluation of tenders;
Coordinate contract negotiations, and prepare requests for award of contract for the review and approval of relevant authorities, as required;
Coordinate and supervise the preparation of Purchase Orders (PO) and contracts in and outside Atlas; ensure accuracy of POs;
Review of procurement processes conducted by the unit; submissions to the Local Acquisition Management Review Committee (LAMRC) and Acquisition Management Review Committee (AMRC);
Administer and establish Long Term Agreements (LTAs) with UN Joint Teams.

Coordinate and organize administrative Human Resources services for WPS in Arab States programme:

Create and upload vacancy announcements and organize interview panels;
Maintain staffing lists and reports;
Provide support in personnel administration for international and national staff as appropriate (e.g. renewal of UNLPs, visas; extension of contracts, administration of national benefits and allowances; administration of home leave entitlements);
Prepare staffing/personnel-related reports; research and draft responses to enquiries for clearance by the Operations Manager.

Provide finance support to WPS regional Programme:

Prepare non-PO invoices for development projects;
Monitor regular transactions posted to projects ensuring actual expenditure has been recorded against the correct budget category and activity, and take timely corrective actions as required;
proper follow-up of advances to implementing partners, review their financial reports together with project managers;
Monitor the financial status and under the guidance of the Operations Analyst implement control mechanisms for /development projects;
Monitor and properly follow up on all the financial items in Month-end and Year-end closure instructions status and under the guidance of the Operations Analyst, take corrective actions as required;
Keep stakeholders and clients informed for timely actions/decisions and review status reports for quality control;
Provide information inputs to financial reports for Regional Office, HQ Finance and stakeholders;
Provide inputs and take necessary actions to facilitate timely financial project closure.

Provide administrative support to knowledge building and knowledge sharing:

Organize training for the WPS-HA operations/ projects staff on administrative-related matters;
Compile lessons learnt and best practices in administration, procurement, and human resources;
Brief staff members on general administrative matters; provide advice and administration support.

Key Performance Indicators:

Adherence to UN Women rules and regulations;
Timely and quality procurement services;
Perform duties in a transparent and cost-effective manner;
Provide timely and quality advice to clients;
Timely and quality 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.

Please visit this link for more information on UN Women’s Core Values and Competencies: https://www.unwomen.org/sites/default/files/Headquarters/Attachments/Sections/About%20Us/Employment/UN-Women-values-and-competencies-framework-en.pdf

Functional Competencies:

Ability to administer and execute administrative processes and transactions;
Ability to perform work of confidential nature and handle a large volume of work;
Excellent knowledge of administrative rules and regulations;
Excellent IT and web-based management skills;
Ability to extract and interpret data.

Required Skills and Experience

Education and certification:

Completion of secondary education is required;
Bachelor’s degree in Business Administration or related fields is an asset.

Experience:

At least 7 years of progressively responsible experience in administration, procurement, HR, or logistic support service;
Experience in the usage of computers and office software packages (MS Word, Excel, etc.);
Experience in the use of Quantum ERP system is an asset.

Language Requirements:

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