Programme/Finance Associate

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. In Nigeria, UN Women’s work is guided by its three-pronged mandate: 1) Normative support to the Nigerian government, including Federal and State Ministries of Women Affairs, in championing initiatives and implementing policies, systems and practices that advance women’s rights; 2) Programmatic interventions across four priority areas: Women, Peace, Security and Humanitarian Action (WPSHA), Economic Empowerment and Resilience, Leadership and Political Participation, and Ending Violence Against Women; 3) Coordination of gender-focused networks and platforms within the UN system and development community to promote and advance gender equality in line with the development and humanitarian objectives. Over the years, Nigeria has been contending with incessant violent conflicts across the six geopolitical zones. These include attacks by the Boko Haram insurgents in the North-East, farmer-herder conflict, resource-based conflict in the Niger Delta region, as well as a general increase of incidences of armed robbery and kidnapping for ransom. The humanitarian crisis in North-East Nigeria remains one of the world's largest and most complex humanitarian crises. Though women constitute about 50% of the country's population and contribute in many informal ways to conflict resolution, they continue to be poorly represented in formal peace and security processes. The security sector institutions are major actors engaged by the government to prevent and respond to the security issues in Nigeria. These institutions include the Armed Forces of Nigeria (AFN), Nigeria Police Force (NPF), and Nigeria Security and Civil Defence Corps (NSCDC). However, there is a huge gender gaps in the policies and operational procedures by the institutions, at all levels. The advancement of gender balance in security sector institutions has been increasingly identified as a key strategy for enhancing gender-responsive security sector response, which is supported by global normative frameworks, including the United Nations Security Council Resolution (UNSCR) 1325 (2000) and UNSCR 1820 (2008), among others. Ensuring women’s meaningful representation in the security sector is critical to building an inclusive, responsive, and accountable security sector that reflects the diversity of the community it serves and better responds to their needs.

In view of the above, UN Women facilitated several strategic initiatives to enhance gender-responsive security sector operations in Nigeria. One of these is the Enhancing Gender-Responsive Security Operations and Community Dialogue Project (2020-2021), supported by the Government of Germany. The project successfully enhanced the integration of gender-sensitive and human-centric security responses into the security sector at the federal level and target areas in Borno and Yobe states. The development and adoption of gender policies by the AFN, NSCDC and review of gender policy of the NPF. Moreover, the development of a standard training manual on gender for security institutions, and the adoption training manual and SOP on SGBV by the police, supported by the project creates opportunities for further engagements and consolidation of achievements for sustainable impact. These initiatives will therefore be further supported under Phase II of the project.

The project “Enhancing Gender-Responsive Security Operations and Community Dialogue in Nigeria - Phase II (2023 – 2024)  is designed to consolidate on the successes recorded by achieving the following outcome results: (i) Security sector legislation, policies, and institutions are reformed to promote gender equality, and  women’s participation and rights.; (ii) Women in their diversity, especially those in conflict-affected grassroots communities are empowered to voice and assert their rights to protection and have enhanced collaboration with security institutions to address community security needs in an inclusive and gender-responsive manner, and (iii) Coordination mechanisms among key security sector institutions in Nigeria is improved to address the security needs of individuals and communities in a gender-responsive and inclusive manner. The Governments of the target states (Borno, Yobe, and Adamawa) will also be supported to review the State Action Plans on Women, Peace, and Security in their respective states, in line with emerging issues, including strengthening mechanisms to enhance the implementation of the policy documents. The entry points will include continuous engagements with the Federal Ministry of Women Affairs at the national level and other MDAs, Legislators at the National Assembly, and Security Institutions (including AFN, NPF, and NSCDC). At the state level, the State Ministry of Women Affairs and other key MDAs, Traditional and Religious Leaders, CSOs, Community Security Platforms (CSPs), Mixed Observers Teams (MOTs), and Women-Led Organizations (WLOs), among others, will serve as the entry points.

Under the overall guidance of the Operations Manager at the Country Office and the daily supervision of the Programme Specialist/Coordinator, the Finance Associate is responsible for the execution of a wide range of financial services and administrative processes for Enhancing Gender-Responsive Security Operations and Community Dialogue in Nigeria - Phase II and in the Country Office (CO), ensuring timeliness, efficiency and transparent use of financial resources and delivery of services in accordance with organizational financial rules, regulations, policies, procedures and approved allocations. The Finance Associate promotes a client-oriented approach consistent with UN Women rules and regulations, standard practices, and guidelines.

The Finance Associate works in close collaboration with the Programme and Operations Team as well as with the Operations and Programme teams in UN Women CO for solving complex finance-related issues and information delivery.

Duties and Responsibilities

Implement financial strategies, in full compliance of UN Women rules, regulations, policies, and recording and reporting systems

• Perform duties in full compliance with UN Women financial regulations and rules, policies and standard operating procedures, including internal controls;
• Review and verify financial transactions, activities, and documentation; taking corrective actions as needed and reporting any unusual activities;
• Monitor financial exceptions reports for unusual activities or transaction, investigate anomalies and report to the supervisor conclusions and/or present recommendations for actions/decisions;
• Draft reports on financial status, procedures, exchange rates, costs and expenditures;
• Follow-up on audit recommendations to monitor implementation of corrective actions;
• Collect, verify and present information and data for use in the planning of financial resources and the formulation of the Enhancing Gender-Responsive Security Operations and Community Dialogue project and Country Office programme work plans, budgets, proposals on implementation arrangements and execution modalities;
• Provide assistance in Annual Work Plan entry in Results Management System (RMS) as required.
• Provide advice and recommend solutions to a wide range of financial issues;
• Monitor the proper functioning of the financial resources management system for office and programmatic budgets and resources;
• Implement cost saving and reduction strategies;

Prepare and administer  budgets of the Enhancing Gender-Responsive Security Operations and Community Dialogue Project in full compliance of UN Women rules, regulations, policies, and recording and reporting systems

• Formulate the budget, control allotments, monitor expenditures, and prepare revisions according to the needs of the Enhancing Gender-Responsive Security Operations and Community Dialogue Project;
• Track the appropriate and timely use of financial resources; 
• Create projects in QUANTUM, prepare budget revisions, revise project awards and status; and determine unutilized funds;
• Implement and maintain control mechanism for development projects through monitoring budgets preparation and modifications and budgetary status;
• Maintain internal expenditure control system;
• Undertake corrective actions on un-posted vouchers, including vouchers with budget check errors, match exceptions and unapproved vouchers. Respond to RO /HQ requests to resolve financial data issues;
• Input data in QUANTUM and monitor status. Keep stakeholders and clients informed for timely action and/or decisions;

Provide finance support to the Programme and Operations team

• Prepare PO and non-PO vouchers for development projects;
• Record and post transactions in QUANTUM, process payroll, travel claims, MPOs, and other entitlements;
• Monitor the setup of budgets in QUANTUM to ensure they are in accordance with budgets agreed with donors and are input into QUATUM at the detailed Activity ID level;
• Monitor each month over-expenditure of budgets and follow up with Budget Owner;
• Monitor regularly transactions posted to projects ensuring actual expenditure has been recorded against correct budget category and activity, take timely corrective actions as required;
• Monitor 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 Manager implement control mechanisms for management/development projects;
• 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;
• Associate revenue and expenditure in commitment control for non-core projects;
• Provide inputs and take necessary actions to facilitate timely financial project closure;
• Support financial donor reporting by providing timely information and taking necessary actions as required by UN Women Virtual Global Service Centre for financial donor reporting.

Provide administrative support to Resource Mobilization, Formulation and Management of the Programme

• Compile and process information from donors, CO, and programme team, as inputs to various databases and documents.
• Prepare drafts for cost sharing agreements including conditions of contributions within resource mobilization efforts, adhering to standard agreements where possible. Follow up on contributions within the CO resource mobilization efforts.
• Provide administrative support in the preparation of Programme work plans, budgets and proposals on programme implementation arrangements;
• Provide technical guidance to the CO and executing agencies on routine delivery and reporting of programme supported activities and finances;
• Provide support to logistical, administrative and financial arrangements for organization of meetings, workshops, events and mission

Facilitate knowledge building and knowledge sharing

• Conduct training and/or helping organize training events and activities; as well as participate in trainings;
• Collect and compile lessons learned and best practices in financial management and services. Disseminate to clients and stakeholders as appropriate to build capacity and knowledge;
• Contribute to financial business operational practices and management innovations.

Key Performance Indicators

• Timely, complete and accurate 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

• Strong knowledge of financial rules and regulations and accounting principles;
• Strong knowledge and application skills of IT tools and understanding of management systems; 
• Strong knowledge of spreadsheet and database packages;
• Ability to provide input to business processes re-engineering, implementation of new systems;
• Ability to administer and execute financial and accounting processes and transactions.

Required Skills and Experience

Education and certification:

• Completion of secondary education is required.
• Specialized national or international certification in accounting and finance is an asset
• Bachelor's degree in Finance, Accounting is an asset.
• Successful completion of UN Women Accounting and Finance Test is required.

Experience:

• At least 6 years of progressively responsible experience in finance;
• 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.
• Experience in the use of Quantum is an asset.

Language Requirements:

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

Notes:

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.

Diversity and inclusion:

At UN Women, we are committed to creating a diverse and inclusive environment of mutual respect. UN Women recruits, employs, trains, compensates, and promotes regardless of race, religion, color, sex, gender identity, sexual orientation, age, ability, national origin, or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, competence, integrity, and organizational need.

If you need any reasonable accommodation to support your participation in the recruitment and selection process, please include this information in your application.

UN Women has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UN Women, including sexual exploitation and abuse, sexual harassment, abuse of authority, and discrimination. All selected candidates will be expected to adhere to UN Women’s policies and procedures and the standards of conduct expected of UN Women personnel and will therefore undergo rigorous reference and background checks. (Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.)