- Country: New York, USA
- No of vacancies: N/A
- Salary: N/A
- Organization: UNDP
- Gender: Both
- Deadline: 2024-02-28
Duties and Responsibilities
1. Provide budget and financial management support to the Women Count Programme
- Create projects and corresponding budgets in Quantum and RMS, prepare budget revisions, year-end rephasals and mandatory revisions; liaise and assist team members and programme staff regarding budget queries as needed.
- Monitor budget implementation and finances of the programme to ensure that spending is on track and in line with the planned budget and procurement policies and procedures; propose routine changes to the programme components to attain programme objectives in consultation with the supervisor and support reallocation of resources as needed;
- Produce, review and analyze monthly financial reports to update status of budgets and expenditures;
- Support cash allocation exercises; process GLJEs for adjustments of transactions, as needed and ensure of its completion with the Finance section;
- Review and verify financial transactions including the processing of payment to vendors, advances to implementing partners, and completing liquidations;
- Maintain internal expenditures control system;
- Create requisitions and register good receipts in Quantum;
- Document all transactions for audit purposes.
2. Provide administrative support to the Women Count programme
- Assist and guide programme staff with procurement, administrative and human resources issues;
- Support the hiring and onboarding processes of Women Count staff and consultants including preparation of contracts and renewals, in liaison with Human Resources, Facilities and ICT;
- Act as the leave monitor for the HQ Women Count team and ensure timely recording of all staff’s leave;
- Undertake all logistical, administrative and financial arrangements for organization for meetings, workshops, events, and missions;
- Make travel arrangements for the programme team, including travel requisitions and claims;
- Maintain a tracker of contracts with consultants and vendors and monitor regularly expiration of contracts;
- Support the procurement planning and its implementation for timely and efficient programme delivery under the guidance and compliance of organizational rules, regulations, and procedures;
- Ensure clearance of partner agreements in PGAMS are processed in a timely fashion;
- Prepare public information materials and briefing packets as needed;
- Provide guidance and training to staff members on general administrative matters; provision of administrative guidance as requested;
- Liaise with UN Women HQ Facilities and UN Women ICT team on behalf of the Programme as needed.
3. Facilitate knowledge building and knowledge sharing
- Keep abreast of new developments and/or changes in UN Women’s policies, procedures and guidelines and share them with the Research and Data section;
- Provide audit preparedness for the Women Count programme;
- Create and share operational guidance tools on HR/ Procurement/Project Management/ ERP systems/RMS and provide support to the Women Count programme and the Research and Data Section, as needed;
- Provide administrative support related to training for the programme staff and partners on programme and operations related issues.
Competencies
Core Values:
- Integrity;
- Professionalism;
- Respect for Diversity
Core Competencies:
- Awareness and Sensitivity Regarding Gender in Humanitarian Action Issues;
- Accountability;
- Creative Problem Solving;
- Effective Communication;
- Inclusive Collaboration;
- Stakeholder Engagement;
- Leading by Example.
Functional Competencies:
- Ability to administer administrative processes and financial transactions, and proven ability to promptly learn and comply with administrative rules and regulations;
- Proven ability to support budget tracking and development;
- Strong financial and budgeting skills;
- Ability to manage data, documents, correspondence, reports, and maintain protocol and information flow;
- Ability to use appropriate IT tools as necessary, including familiarity with web-based information systems and strong knowledge of computer office tools such as Atlas and Microsoft Office (Word, Excel, PowerPoint, Outlook) as well as familiarity with web based information systems, production/update of web content, internet searches;
- Strong organization skills, including ability to organize and complete multiple tasks by establishing priorities;
- Good interpersonal skills and a team player, including ability to establish, build and sustain effective relationships with clients, demonstrating understanding of client’s perspective; anticipates client needs and addresses them promptly;
Required Skills and Experience
Education:
- Completion of secondary education required.
- Bachelor’s degree in Business or Public Administration is an asset.
Experience:
- At least six (6) years of progressively responsible administrative and financial management experience is required at the national or international level.
- Experience in the use of a modern web-based ERP System, preferably Oracle Cloud, is required.
- 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 is required.
- Experience in supporting a team is required;
- Experience in project management is an asset.
Language Requirements:
- Fluency in English is required.
- Fluency in other UN languages is an advantage
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