Administrative/Finance Assistant at United Nations Population Fund (UNFPA)

The Position:

The post of Admin/ Finance Assistant is located in Nairobi Service Unit, as part of the UNFPA Somalia Office and reports directly to the Operations Analyst/Head of Nairobi Service Unit. Under the overall guidance of the International Operations Manager (IOM), the Admin/ Finance Assistant is under the direct supervision and reports to the Operations Analyst/Head of NSU. The Admin/ Finance Assistant delivers high quality and accurate financial and administrative services to internal and external clients mastering all relevant rules, guidelines, processes and procedures and ensuring quality assurance and compliance. The Admin/ Finance Assistant takes a client oriented, result focused approach to interpreting the rules, procedures and guidelines providing support and guidance and ensuring follow up actions are undertaken timely for guaranteed compliance.

How you can make a difference:

UNFPA is the lead UN agency for delivering a world where every pregnancy is wanted, every childbirth is safe and every young person's potential is fulfilled. UNFPA's new strategic plan (2018- 2021), focuses on three transformative results: to end preventable maternal deaths; end unmet need for family planning; and end gender-based violence and harmful practices. In a world where fundamental human rights are at risk, we need principled and ethical staff, who embody these international norms and standards, and who will defend them courageously and with full conviction. UNFPA is seeking candidates that transform, inspire and deliver high impact and sustained results; we need staff who are transparent, exceptional in how they manage the resources entrusted to them and who commit to deliver excellence in programme results.

Main Tasks & Responsibilities

In support of UNFPA's strategic direction at the Nairobi support office level, The Admin/ Finance Assistant contribute to building NSU capacity and ensuring effective and efficient application of country offices resources within the NSU through support and monitoring in the areas of finance and budget management. Under the supervision of the Operations Analyst, the Admin/finance Assistant provides functional administrative support to the NSU in the delivery of quality services in e-file Management, effective Administrative system, Asset Management, Maintenance of office space and utilities, effective logistics Management and Store Management.

You would be responsible for:

• Ensure full compliance of financial processes and financial records with UN/UNFPA rules, regulations, policies and strategies.
• Works closely with programme and project staff in providing administrative support to programme, planning and implementation.
• Providing quality assurance on supporting documents for payments; ensuring payment processes are completed according to UNFPA policies and procedures and authorization of payments are in line with the Internal Control Framework.
• Review Travel claims/F10s settlements submitted by staff, participants, and consultants and ensure that they are adequately supported, approved, and compliant with UNFPA Travel Policy.
• Maintain a Travel Tracking System to ensure that F10 Settlements are timely submitted, and that no new advances are issued unless previous advances are liquidated.
• Preparation of monthly aging reports for monitoring of receivables (Petty cash, salary staff advances, Project Cash Advances and VAT).
• Working with travel and logistics team to reconcile pending Air Ticket invoices with Purchase Orders, analyze invoices' differences to resolve all pending issues and ensure timely processing of invoices.
• Maintenance of a proper filing system for finance records and documents ensuring they are properly stamped PAID and secured in google file for easy retrieval.
• Tracking and following up with UNDP on payments submitted via the daily payments tracking sheet and raise any issues.
• Provides administrative support to NSU, inclusive of coordinating review meetings /workshops/ events and other programmatic functions.
• Facilitates store maintenance, stock taking and allocation of stationery for staff and replenishing.
• Preparing for HACT audits, reconciling Combined Delivery Report with FACE forms, and retrieving and compiling in advance relevant documentation in preparation for upcoming assurance activities.
• Assist with follow up of HACT assurance activities specifically spot check and audit follow ups and periodically reviewing the previous audit findings and recommendations and ensuring corrective action is taken.
• Provides assistance in year-end closure activities.
• Perform other duties as required by the Operations Analyst to ensure seamless financial and administrative support to the country office.

Qualifications and Experience

• Education: Completed secondary level education with a minimum Five years (5 years) relevant experience required. Recognized training and/or certification in Business Administration, Commerce, Finance, Social Sciences or any other related fields is an asset.

OR;

• First level university degree in Business Administration, Commerce, Finance, Social Sciences, or any other related fields with two years (2 years) relevant experience is desirable and preferably with specialized certification in Finance and or Accounting.

Knowledge and Experience:

• Secondary Certificate holders should have at least 5 years of progressively responsible experience in the field while Bachelor Degree holders should have at least 2 years' experience.Excellent communication; oral and written skills;Excellent attention to detailStrong interpersonal and organizational skills;Familiarity with UN procedures and working methods is highly desirableProficiency in current office software applications and corporate ERP/PeopleSoft systems. The incumbent shall be able to work fluidly with Excel (electronic spreadsheet) software.Relevant certifications in IT Services, hardware and software management and applications.
• Work Relations
• The Admin/Finance Assistant maintains collaborative relationships with all programme and operations staff at the CO. Internal contacts include the Programme Specialists, Programme Assistants, NSU Operations and CO's Management team.
• Languages: Fluency in English both written and spoken is required.

Required Competencies

Values:

• Exemplifying integrityDemonstrating commitment to UNFPA and the UN systemEmbracing diversity in all its formsEmbracing change Core Competencies:Achieving ResultsBeing AccountableDeveloping and Applying Professional Expertise/Business AcumenThinking analytically and StrategicallyWorking in Teams/Managing Ourselves and our RelationshipsCommunicating for Impact

Functional Competencies:

• Advocacy/ Advancing a policy-oriented agenda
• Managing the organisations resources
• Delivering results-oriented programmes
• Internal and external communication and advocacy for results mobilization