Programme and Finance Associate (A.C.T Programme) at UN Women

• Under the direct supervision of the UN Trust Fund CD and Operations Manager, and with a dual reporting line to the Programme Manager in Africa, the Programme Associate will support the Programme Manager to ensure that the development and implementation of the A.C.T programme is consistent with UN Women rules and regulations. The Programme Associate will contribute to research, financial management, and programme implementation including providing necessary operational, administrative and programmatic support. The Programme Associate will also work in close collaboration with the operations, programme and projects’ staff in the East and Southern Africa Regional Office and UN Women HQ as required for resolving complex finance-related issues and exchange of information. The Programme and Finance Associate will also support the Programme Manager with partner and stakeholder management, logistical support in coordinating events, convenings, advocacy spaces and support to civil society organizations (CSOs) and women’s rights organizations (WROs) and partners with partner agreements, monitoring and reporting.

Duties and Responsibilities

Provide administrative and logistical support to the formulation and management of the A.C.T. programme

• Provide administrative support in the preparation of the A.C.T. programme work plans, budgets, and proposals on programme implementation arrangements.
• Provide technical guidance to the executing agencies on routine delivery and reporting of programme supported activities and finances.
• Prepare information for the audit of programmes/ projects and support implementation of audit recommendations.
• Identify sources and gather and compile data and information for the preparation of documents, guidelines, speeches and position papers.
• Assist the Programme Manager and Programme Specialist in all aspects of partner agreement and management.
• Provide administrative support to the coordination of the call/request for proposals, including the organization of technical review committees, and capacity assessment of partners.
• Monitor the submission of implementing partner financial and narrative reports.
• Support the capacity development training to partners on financial management and monitor implementation.

Provide administrative support and facilitate knowledge sharing for the Programme

• 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, and undertake monitoring missions as needed.
• Assist the Regional Coordinator in coordinating meetings, dialogues, advocacy spaces, engaging with civil society, women’s rights and feminist networks for the implementation of the programme.
• Provide logistical support and technical inputs for the coordination of events and participation in global and regional fora and advocacy spaces.

Implement financial strategies, in full compliance of UN Women rules, regulations, policies, and recording and reporting systems

• Perform duties in full compliance with UN Women financial regulations and rules, policies and standard operating procedures, including internal controls.
• Review and verify financial transactions, activities, and documentation; taking corrective actions as needed and reporting any unusual activities.
• Monitor financial exceptions reports for unusual activities or transaction, investigate anomalies and report to the supervisor conclusions and/or present recommendations for actions/decisions.
• Draft reports on financial status, procedures, exchange rates, costs and expenditures.
• Provide advice and recommend solutions to a wide range of financial issues.
• Monitor the proper functioning of the financial resources management system for office and programmatic budgets and resources.
• Input and update the UN Trust Fund management budget and work plan in Quantum (ERP system)– verify accuracy by checking data sources, making necessary calculations and ensuring inclusion of all relevant data.

Prepare and administer UNTF budgets in full compliance of UN Women rules, regulations, policies, and recording and reporting systems

• Support the preparation of the annual budget and work plan, extract resources and financial data for planning purposes.
• Prepare budget revisions, revise project awards and status; and determine unutilized funds.
• Implement and maintain control mechanism for development projects through monitoring budgets preparation and modifications and budgetary status.
• Maintain internal expenditure control system.
• Monitor, reconcile advances to grantees which are not in accordance with the approved budget and report any non-compliance to UN Trust Fund Chief.
• Generate Quantum management reports, review data periodically and monitor projects delivery. Follow-up with Finance and Budget Sections on inconsistencies and ensure adjustments are accurately entered in the system.
• Assist the UN Trust Fund in internal and external audits, coordinating the implementation of audit recommendations.
• Undertake corrective actions on un-posted vouchers, including vouchers with budget check errors, match exceptions and unapproved vouchers. Respond to requests to resolve financial data issues.
• Input data in Quantum and monitor status. Keep stakeholders and clients informed for timely action and/or decisions.

Provide finance support to the Programme and Operations team

• Prepare PO and non-PO vouchers/invoices for projects.
• Support the review of financial reports from grantees to ensure proper recording of expenses providing feedback on technical accounting topics (ai. foreign currency, accruing staff costs, etc) and prepare the necessary journals (accounts payable journal vouchers or APJVs) to process the financial reports in Quantum ERP system to liquidate cash advances to grantees.
• Monitor each month over-expenditure of budgets and follow up with Budget Owner.
• Monitor regularly transactions posted to projects ensuring actual expenditure has been recorded against correct budget category and activity, take timely corrective actions as required.
• Monitor proper follow up of advances to implementing partners, review their financial reports together with project managers.
• Monitor and proper follow up of all the financial items in Month-end and Year-end closure instructions status and under the guidance of the Operations Manager, take correction actions as required.
• Keep stakeholders and clients informed for timely actions/decisions and review status reports for quality control.
• Provide information inputs to financial reports for Regional Office, HQ Finance and stakeholders.
• Provide inputs and take necessary actions to facilitate timely financial project closure, financial reporting, and closure of transactional processes.
• Provide administrative and procurement support to the UNTF procurement focal point to arrange procurement activities for projects.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Competencies

Core Values:

• Respect for Diversity
• Integrity
• Professionalism

Core Competencies:

• Awareness and Sensitivity Regarding Gender Issues
• Accountability
• Creative Problem Solving
• Effective Communication
• Inclusive Collaboration
• Stakeholder Engagement
• Leading by Example 

Functional Competencies:

• Strong knowledge of financial rules and regulations and accounting principles;
• Strong knowledge and application skills of IT tools and understanding of management systems; 
• Strong knowledge of spreadsheet and database packages;
• Ability to provide input to business processes re-engineering, implementation of new systems;
• Ability to administer and execute financial and accounting processes and transactions.

Required Skills and Experience

Education and certification:

• Completion of secondary education is required.
• Specialized national or international certification in accounting and finance is an asset.
• Bachelor's degree in Finance, Accounting is an asset.
• Successful completion of UN Women Accounting and Finance Test is required as part of the selection process.

Experience:

• At least 6 years of progressively responsible experience in finance;
• 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.
• Knowledge of EU funded programmes is desirable;
• Experience in the use of a modern  ERP system, preferably Oracle Cloud, is desirable.

Language Requirements:

• Fluency in English is required;
• Knowledge of another UN official working language is desirable (French, Arabic, Chinese, Russian or Spanish).

Other requirements:

• The person to be hired must be a Kenyan citizen (natural or legal), or foreigner with permanent legal residence and valid work permit to remain and work in Kenya for the duration of the contract.