Job Openings at UN Women

Description of Responsibilities /Scope of Work

• Implement financial strategies for the effective and timely delivery of the HQ EVAW Programme, 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
• Follow-up on audit recommendations to monitor implementation of corrective actions
• Collect, verify and present information and data for use in the planning of financial resources and the revision of the global and regional programme work plans, budgets, proposals on implementation arrangements and execution modalities
• Assist in Annual Work Plan entry in Performance & Results Integrated System for Management (PRISM) as required
• Provide advice and recommend solutions to a wide range of financial issues experienced by the global and regional programme staff
• Monitor the proper functioning of the financial resources management system for programmatic budgets and resources
• Implement cost-saving and reduction strategies
   
• Monitor programmatic budget for the global component and for the ESARO regional component of the EVAW Programme in full compliance with UN Women rules, regulations, policies, and recording and reporting systems
• Monitor the budget, control allotments, expenditures, and prepare revisions according to the needs of the project teams
• Track the appropriate and timely use of financial resources
• Prepare cost recovery documents or bills for the services provided by UN Women to other programmes or organizations
• Implement and maintain control mechanisms for development projects through monitoring budgets preparation and modifications and budgetary status
• Maintain internal expenditure control system
• Undertake corrective actions on un-posted invoices with budget check errors, match exceptions and unapproved Invoices. Respond to RO /HQ requests to resolve financial data issues
• Prepare VAT reimbursements with adequate documentation support
• Input data in QUANTUM and monitor status. Keep stakeholders and clients informed for timely action and/or decisions
• Manage petty cash fund, cash impress level
• Prepare budget revisions, revise project awards and status; and determine unutilized funds and the operational and financial close of a project
• Prepare financial reports for global component and the ESARO regional component of programme and consolidate report for all components of programme
• Maintain internal expenditures control system
• Provide administrative and logistical support to the formulation and management of programmes and the financial management of the Global Component and the ESARO regional component of the Programme
• Provide administrative support in the preparation of 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
• Provide administrative support in monitoring budget preparation and the finances of programmes/projects including the finalization of FACE forms
• Create requisitions in QUANTUM for development projects; register good receipts in QUANTUM
• Prepare non-PO Invoices for the global component and the ESARO regional component of the programme
• Process payment for consultants
• Support undertaking 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
• Provide guidance and training to Regional Programme Assistants and civil society partners as needed for the implementation of programmes, the preparation of financial reports as per partner agreement or small grants agreement
• Provide administrative support to resource mobilization
• The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organisation
• Consultant’s Workplace and Official Travel
• This is a home-based consultancy

Competencies

• 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

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 an asset

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
• Experience in the use of a modern web-based ERP System, preferably Oracle Cloud, is required
• Experience with EU funded projects is desirable
• Experience of supporting a programme on ending violence against women/gender equality is desirable

Languages:

• Fluency in English is required
• Knowledge of French and/or Spanish is desirable

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Key Functions and Accountabilities

Provide reliable and secure driving services: 

• Drive office vehicles for the transport of UN Women Regional Director, other high-ranking officials, visitors, UN Women programme and operations personnel, and facilitate VIP missions; 
• Deliver and collect mail, documents and other items to Government – Offices/Embassies/Commercial Establishments/ UN Offices; 
• Meet official personnel and visitors at the airport including visa and customs formalities arrangements when required; 
• Verify that all passengers always wear seatbelts in the vehicle; 
• Check that all immediate actions required by rules and regulations are taken in case of involvement in accidents; 
• Adhere to relevant job specific guidelines and policies of UN Women such as but not limited to the vehicle management policy; 
• Check that all vehicles comply with the Security and Safety standard established at the duty station through Security Risk Management process.

Ensure proper use of vehicles:

• Record accurate odometer readings (start and end) for every trip in the vehicle logbook, including date, destination, purpose of trip, and names of passengers, and submit completed logs to the supervisor for review and sign-off on a weekly basis;
• Record fuel purchases immediately after each refueling, capturing date, odometer reading, quantity (litres), cost, and receipt number; attach original fuel receipts to the log and submit to the supervisor at the end of each week for verification and certification;
• Report any discrepancies between odometer readings, fuel consumption records, and fuel receipts to the supervisor immediately upon discovery;
• Maintain vehicle maintenance records including service dates, type of work performed, service provider, mileage at service, and cost; obtain written supervisor approval prior to any non-emergency repair or maintenance;
• Submit monthly vehicle utilization reports summarizing total mileage, fuel consumption, maintenance activities, and associated costs to the supervisor for review, approval, and filing;
• Ensure cost-saving by driving responsibly and minimizing unnecessary fuel consumption;
• Oversee compliance by other drivers with established vehicle use and record-keeping requirements. 

Ensure Day to day maintenance of the assigned vehicle:

• Ensure proper day-to-day maintenance of the assigned vehicle through routine checks (oil, tires, brakes, water, lights, indicators, wipers, horn, clutch and regular cleaning to keep the vehicle in safe running condition), and ensure that any errors of warning indicators on dashboard are inspected and addressed in timely manner; 
• Arrange for minor and major repairs through the appropriate procurement approval process;
• Conduct pre-trip and post-trip vehicle inspections and record findings in the standardized vehicle inspection checklist, reporting any defects or safety concerns to the supervisor without delay;
• Ensure that all official vehicles are regularly cleaned inside and out, maintaining a presentable standard appropriate for transporting senior officials and visitors.

Maintain and ensure availability of all required documents/supplies:

• Maintain and ensure availability of all required documents/supplies including vehicle insurance, vehicle logs, office directory, and map of the city/country, first aid kit, and necessary spare parts in the assigned vehicle; 
• Ensure that vehicle registration, insurance, and inspection certificates are current and always stored in the vehicle, and flag upcoming renewals to the supervisor at least 30 days in advance;
• Ensure that all immediate actions required by rules and regulations are taken in case of involvement in accidents.

Provide general administrative and logistic support as needed:

• Provide logistical support for protocol-related arrangements, including document delivery and follow-up as requested.
• Support arrangements for official visits through logistical coordination with relevant authorities;
• Assist in preparing routine protocol correspondence and formatting standard documents including Note Verbales when requested;
• Support in the creation of procurement e-requisitions;
• Manage the external storage facility, ensuring accurate record-keeping of stored materials, cleanliness, and access control;
• Support submission and collection of documents related to visas, identity cards, driving licenses, vehicle registration for official and private vehicles, transfer/disposal of the mentioned vehicles, issuance and retrieval of their number plates and follow up with the relevant host country department(s).

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:

• Integrity;
• Professionalism;
• Respect for Diversity.

Core Competencies:

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

Functional Competencies:

• Excellent driving skills; 
• Strong knowledge of driving rules and regulations, chauffeur protocol and courtesies and local roads and conditions; 
• Strong defensive driving skills; 
• Skills in minor vehicle repairs; 
• Sound record-keeping and documentation skills, including accurate maintenance of vehicle and fuel logs.
• Ability to be on time. 
• Basic computer literacy, including use of MS Word, Excel, and email applications.

Recruitment Qualifications

Education and Certification:

• Completion of secondary education is required;
• Valid driver’s license is required;
• Defensive driving certification is an asset.

Experience:

• At least 3 years of relevant experience as a driver in an international organization, embassy or UN system with a safe driving record;
• Experience in administrative support services is desirable;
• Demonstrated experience in maintaining accurate vehicle and fuel logs, including record-keeping practices that support audit and accountability requirements, is required;
• Experience working with Government partners is desirable;
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.) is required.

Languages:

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