Administrative and Finance Associate

Job Posting Organization:
The Spotlight Initiative is a global partnership established between the United Nations (UN) and the European Union (EU) aimed at eliminating all forms of violence against women and girls. Launched in September 2017, this initiative serves as a model for partnerships with donors, civil society, and the UN to effectively deliver on the Sustainable Development Goals (SDGs) in a comprehensive manner. The initiative places a strong emphasis on SDG 5, which focuses on achieving gender equality, alongside Goal 16, to create an enabling environment for the implementation of all goals. In Liberia, the Spotlight Initiative has been operational since 2019, focusing on addressing the root causes of sexual and gender-based violence, harmful practices, and violations of women's rights. The second phase, Spotlight Initiative 2.0, aims to build on the achievements of the first phase and further galvanize efforts to eliminate violence against women and girls. To support this comprehensive, multi-stakeholder, and multi-year program, a dedicated Programme Coordination and Management Unit (PMCU) will be established within the UN Resident Coordinator’s Office.

Job Overview:
The Administrative and Finance Associate will play a crucial role in providing comprehensive administrative, logistical, and financial support services to the Spotlight Initiative team based in the Resident Coordinator’s office. This position involves assisting in the preparation of work plans and budgets for the Spotlight Initiative, offering technical guidance to the PMCU and executing agencies on routine delivery and reporting of program activities and finances. The Associate will be responsible for recording and posting transactions, travel claims, purchase orders, and other entitlements related to PMCU activities and budgets. Additionally, the role includes preparing budgetary and programmatic revisions, monitoring expenditures, and analyzing variances with approved budgets and work plans. The Associate will also participate in internal and external audits, follow up on audit recommendations, and ensure the implementation of corrective actions. The position requires a proactive approach to managing financial resources and ensuring compliance with UN rules and regulations.

Duties and Responsibilities:
The duties and responsibilities of the Administrative and Finance Associate include:

• Providing administrative and logistical support to the Spotlight Initiative, including preparation of work plans and budgets.
• Offering technical guidance to the PMCU and executing agencies on routine delivery and reporting of program activities and finances.
• Recording and posting transactions, travel claims, purchase orders, and other entitlements related to PMCU activities and budgets.
• Assisting in the preparation of budgetary and programmatic revisions and monitoring expenditures to analyze variances with approved budgets and work plans.
• Participating in internal and external audits, following up on audit recommendations, and monitoring the implementation of corrective actions.
• Administering the Spotlight Initiative budgets in compliance with UN rules, regulations, policies, and reporting systems.
• Formulating budgets, controlling allotments, monitoring expenditures, and preparing revisions as needed.
• Tracking the appropriate and timely use of financial resources and maintaining records of PMCU transactions.
• Coordinating logistical, administrative, and financial arrangements for meetings, workshops, events, and missions. 1
• Managing travel arrangements for the Programme Team, including travel requisitions and claims. 1
• Preparing public information materials, briefing packets, and presentation materials. 1
• Maintaining electronic filing systems and ensuring the safekeeping of confidential materials. 1
• Engaging proactively with operational counterparts in other UN agencies to support staff travel. 1
• Providing administrative support for synthesizing lessons learned and best practices related to program management and finance. 1
• Performing necessary training for PMCU and Spotlight Initiative staff in relation to financial management guidelines.

Required Qualifications:
The required qualifications for the Administrative and Finance Associate position include:

• Secondary education is required. A university degree (Bachelor’s degree) in Accounting, Finance, Economics, Business Administration, or a related field will be given due consideration, but is not mandatory.
• Minimum of 6 years of relevant work experience with a High School Diploma or 3 years of experience with a Bachelor’s degree in administration, program experience, or a related field is required.
• Demonstrated experience in administrative support of development programs/projects is required.
• Proven technical knowledge of EVAWG design" style="border-bottom: 1px dotted #007bff !important;">program design and implementation, including results-based reporting, monitoring, and evaluation is required.
• Strong written and verbal communication skills, with an excellent understanding of the structure and format of official UN documentation are required.
• Demonstrated experience working in a computer environment using multiple office software packages (MS Word, Excel, PowerPoint, etc.) and the ability to use the internet for research is desired.
• Proven experience with the UN and knowledge of UN policies, guidelines, and procedures is desired.
• Demonstrated experience with current knowledge management technologies, including social media-based systems is desired.
• Proven ability to promote knowledge sharing and develop knowledge products and systems is desired.

Educational Background:
The educational background required for the Administrative and Finance Associate position includes a minimum of secondary education. However, candidates with a university degree (Bachelor’s degree) in fields such as Accounting, Finance, Economics, Business Administration, or related areas will be given preference. While a degree is not a strict requirement, it is advantageous for candidates to possess relevant educational qualifications that align with the responsibilities of the role.

Experience:
The level of experience needed for the Administrative and Finance Associate position is as follows: Candidates must have a minimum of 6 years of relevant work experience if they hold a High School Diploma, or at least 3 years of relevant work experience if they possess a Bachelor’s degree. This experience should preferably be in administration or program-related fields. Additionally, candidates should have demonstrated experience in providing administrative support for development programs/projects, showcasing their ability to manage financial resources effectively and contribute to program implementation.

Languages:
The mandatory language requirement for this position is English, which is essential for effective communication and documentation within the UN framework. Knowledge of any other UN language is considered desirable and may enhance a candidate's profile, particularly in a diverse and multicultural work environment.

Additional Notes:
Additional notes regarding the position include that it is an equal opportunity employer, valuing diversity and encouraging qualified applicants from all backgrounds to apply. The UNDP is committed to creating an inclusive workplace where all personnel can thrive and benefit from career opportunities. The organization does not tolerate harassment, discrimination, or abuse of authority. Furthermore, UNDP reserves the right to select one or more candidates from this vacancy announcement and may retain applications for similar positions at the same grade level. It is important to note that UNDP does not charge any fees during the recruitment process.