Administrative/Finance Associate G7 FTA

Job Posting Organization:
The United Nations Population Fund (UNFPA) is the leading UN agency focused on ensuring that every pregnancy is wanted, every childbirth is safe, and every young person's potential is fulfilled. Established in 1969, UNFPA operates in over 150 countries and has a mission to promote reproductive health and rights, gender equality, and sustainable development. The organization is committed to addressing the needs of the most vulnerable populations and ensuring that their rights are respected and fulfilled. UNFPA's strategic plan for 2022-2025 emphasizes three transformative results: ending preventable maternal deaths, ending unmet needs for family planning, and ending gender-based violence and harmful practices. UNFPA seeks staff who embody these principles and are dedicated to achieving high-impact results.

Job Overview:
The Administrative/Finance Associate plays a crucial role in providing quality administrative and financial services to both internal and external clients. This position requires a strong understanding of relevant rules, guidelines, processes, and procedures. The Associate adopts a client-focused and results-oriented approach to interpret these rules and provide support and guidance to the country office and UNFPA-supported projects. The role is essential for ensuring the effective functioning of financial operations and systems, supporting program management, and collaborating closely with program and project staff to monitor and analyze financial performance, advising managers on spending trends and implementation rates.

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

• Financial Management and Budgeting: Supporting the monitoring of financial performance of the program by providing necessary financial information and analyses, including implementation rates against indicators/results; identifying potential over/under-expenditure issues and proposing corrective measures. Developing effective budget tracking mechanisms for programs and projects; coordinating the compilation of financial data and providing accurate and updated financial information to headquarters and regional offices. Interpreting financial policies and procedures and providing training and guidance to all staff and implementing partners (IPs). Identifying innovative ways to comply with financial disbursement modalities within existing policies. Advising management on budget management, sharing data related to budget formulation, controlling allocations, monitoring expenditures, and assisting program managers in preparing budget revisions as necessary. Maintaining an effective financial recording and reporting system, improving and adhering to internal controls, and processing financial transactions accurately and timely. Reviewing and controlling contributions for common services and cost recovery, ensuring maximum cost-effectiveness; representing UNFPA's interests in financial negotiations and agreements. Playing a key role in preparing and conducting management audits and HACT audits, supporting management and partners in implementing audit recommendations. Assisting in preparing implementing partners for HACT audit missions to ensure readiness; participating in the UNCT/BOS finance working group and serving as backup for the Operations Director in the UNCT; ensuring the smooth operation of the finance unit and maintaining good working relationships with the UNDP finance team and the Finance Branch at headquarters; regularly following up with UNDP for real-time status of office payments; managing the office training plan; contributing to training staff and implementing partners as a trainer; conducting spot checks and pre-audits at the level of implementing partners; ensuring proper account closure at the end of each quarter in accordance with headquarters procedures and recommendations; developing proposals and implementing cost-saving strategies in consultation with office management; implementing internal systems and applications to support financial and operational management of the country office, creating systems and mechanisms for effective management of UNFPA resources, and advising and training project staff.
• Procurement: Participating in procurement procedures for office and project materials, supplies, and services in a transparent and cost-effective manner; may be recommended by management as a member of the office procurement committee; contributing to the smooth operation of the office by ensuring the provision and maintenance of services and supplies by following processes and keeping inventory and records updated.
• General Administration: Reviewing and preparing materials for common system activities related to common services and premises, cost recovery, privileges and immunities, rights, and salary surveys, etc.; participating in UN common services such as HACT, UNCT, Finance or Administration Group and facilitating the Business Operations Strategy (BOS) for Haiti CO; supporting administrative processes related to the development of internal standard operating procedures (SOPs); participating in the preparation of results-oriented work plans for the CO Operations team; performing any other tasks that may be required by the Supervisor and UNFPA Management.

Required Qualifications:
The required qualifications for this position include:

• Education: A secondary education diploma is required. A university degree in Accounting, Finance, Audit, Management Control, or a similar discipline is desirable.
• Knowledge and Experience: Seven (7) years of relevant experience in financial management, administration, or office management. Proficiency in online management and ERP financial systems. Experience in auditing is an asset. In-depth knowledge of Excel, Word, and PowerPoint is required. Experience in the UN system or in a multilateral context is highly desirable.

Educational Background:
The educational background needed for this position includes a secondary education diploma as a minimum requirement. A university degree in a relevant field such as Accounting, Finance, Audit, or Management Control is preferred and would enhance the candidate's qualifications for the role.

Experience:
Candidates should have a minimum of seven (7) years of relevant experience in financial management, administration, or office management. This experience should demonstrate a strong understanding of financial processes and the ability to manage budgets effectively.

Languages:
Fluency in French is required, and a working knowledge of English is desirable. Proficiency in both languages would be beneficial for effective communication within the organization and with external partners.

Additional Notes:
This position offers an attractive compensation package that includes a competitive net salary, health insurance, and other benefits as applicable. The UNFPA promotes a work environment that reflects 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. Individuals from the LGBTQIA+ community, minority ethnic groups, indigenous populations, persons with disabilities, and other underrepresented groups are highly encouraged to apply. UNFPA promotes equal opportunities in terms of appointment, training, compensation, and selection for all, regardless of personal characteristics and dimensions of diversity. Diversity, Equity, and Inclusion are at the heart of UNFPA's workforce.