Administrative/Finance Associate

Job Posting Organization:
The United Nations Population Fund (UNFPA) is a leading organization in the field of reproductive health and rights, established to promote the well-being of individuals and families globally. UNFPA's mission is to ensure that every pregnancy is wanted, every childbirth is safe, and every young person's potential is fulfilled. The organization operates in over 150 countries, focusing on various aspects of population and development, including family planning, maternal health, and gender equality. UNFPA is committed to achieving the Sustainable Development Goals (SDGs) and works collaboratively with governments, civil society, and other stakeholders to implement programs that address the needs of vulnerable populations. The organization emphasizes the importance of data-driven decision-making and innovative solutions to tackle complex challenges related to population dynamics and reproductive health.

Job Overview:
The Administrative/Finance Associate plays a crucial role in the South Sudan Country Office (CO) operations team, providing high-quality financial and administrative services to both internal and external clients. This position requires a deep understanding of UN/UNFPA rules, guidelines, and procedures, as well as a client-oriented and results-focused approach. The Associate will support the CO and UNFPA-supported projects in delivering the International Conference on Population and Development (ICPD) agenda effectively. The role is pivotal in ensuring that the organization's strategic plan aligns with the Sustainable Development Goals (SDGs), particularly in addressing issues such as family planning, maternal health, and gender-based violence. The Associate will be expected to leverage advanced data analytics and artificial intelligence to identify and support populations that are most in need, contributing to the overarching goals of the UNFPA.

Duties and Responsibilities:
The Associate will be responsible for a variety of tasks, including: A. Financial Management and Monitoring - Monitoring financial performance for both core and non-core resources, providing analysis on implementation rates against results, and proposing remedial actions for any over or under-expenditure. - Assisting in the formulation of the CO budget, controlling allotments, monitoring expenditures, and preparing revisions based on evolving needs. - Maintaining effective financial recording systems, internal controls, and audit follow-up; processing transactions accurately and timely in the ERP system (Quantum). - Interpreting financial policies and providing guidance and training to staff and partners to ensure program needs are met within existing policy frameworks. B. Administrative and Operational Support - Ensuring full compliance of administrative activities with UNFPA rules and regulations; contributing to the mapping of CO business processes and implementation of Standard Operating Procedures (SOPs). - Performing the "Buyer" role in the ERP system; managing travel arrangements, hotel reservations, visas, and identity cards for staff and consultants. - Reviewing and monitoring charges for common services and cost recovery; representing UNFPA’s interests in negotiations to ensure maximum cost efficiency. - Maintaining meticulous records on office assets and preparing periodic reports. C. Office Maintenance and Support - Contributing to the administrative team's results-oriented work plans. - Maintaining comprehensive files and records relevant to office maintenance and common premises. - Providing guidance and supervision to administrative and clerical staff as required.

Required Qualifications:
The position requires a completed Bachelor degree, with a First-level University Degree (Bachelor’s) in Finance, Business Administration, Public Administration, or a related field being highly desirable. Candidates should possess a minimum of 6 years of relevant experience in administration, finance, or office management. Proven experience in budget monitoring and financial reporting is essential, along with proficiency in current office software applications such as MS Word, Excel, and PowerPoint. Experience with ERP systems (such as Oracle, Atlas, or Quantum) is required, and prior experience within the UN system or an international NGO is considered an advantage.

Educational Background:
Candidates must have completed a Bachelor degree in a relevant field. A First-level University Degree (Bachelor’s) in Finance, Business Administration, Public Administration, or a related field is highly desirable, indicating a solid foundation in the principles of finance and administration necessary for the role.

Experience:
The position requires a minimum of 6 years of relevant experience in administration, finance, or office management. This experience should include proven capabilities in budget monitoring and financial reporting, as well as familiarity with current office software applications. Experience with ERP systems is also a critical requirement, and candidates with prior experience in the UN system or international NGOs will have a competitive advantage.

Languages:
Fluency in English is required for this position, as it is the primary language of communication within the organization. A working knowledge of Arabic will be considered an asset, enhancing the Associate's ability to communicate effectively in the local context and with diverse stakeholders.

Additional Notes:
The UNFPA provides a work environment that reflects the values of gender equality, diversity, integrity, and a healthy work-life balance. The organization is committed to ensuring gender parity and encourages women to apply. Additionally, individuals from the LGBTQIA+ community, minority ethnic groups, indigenous populations, persons with disabilities, and other underrepresented groups are highly encouraged to apply. Reasonable accommodation may be provided to applicants with disabilities upon request to support their participation in the recruitment process. UNFPA promotes equal opportunities in terms of appointment, training, compensation, and selection for all, regardless of personal characteristics and dimensions of diversity. The selection and appointment process may be subject to background and reference checks, medical clearance, visa issuance, and other administrative requirements. Importantly, UNFPA does not charge any application, processing, training, interviewing, testing, or other fees in connection with the application or recruitment process.