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The United Nations Development Programme (UNDP) is the United Nations' global development network.
Headquartered in New York City, UNDP advocates for change and connects countries to knowledge, experience and resources to help people build a better life. It provides expert advice, training, and grants support to developing countries, with increasing empha...
Additional Category : Management
Type of Contract : Service Contract
Post Level : SB-3
Languages Required : English
Starting Date : (date when the selected candidate is expected to start) 01-Oct-2020
Duration of Initial Contract : 1 year
Expected Duration of Assignment : 2 years
Background
UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace, and security.
UN Women Kenya in its Strategic Note 2019-2022 inline UNDAF and Kenya vision 2030 in supporting national priorities on Gender Equality and Women's’ empowerment among other normative frameworks, as well as the follow-up and implementation of the 2030 Agenda for Sustainable Development provides coherent support to Government, Parliament, Academia, indigenous and women´s organizations, the justice system, and UN entities, through providing upstream policy and program advice, promoting a human rights-based approach to achieve sustainable development, improving national systems, sharing of good practices and lessons learned, strengthening normative and operational linkages, and promoting South-South cooperation. In this mandate, the role of UN Women Kenya is key in ensuring that the above are achieved.
Reporting to the Deputy Representative, the Programme Associate works with and provides support to the members of the Programme Team in the development and implementation of effective programs consistent with UN Women rules and regulations. S/he provides program, administrative, and logistical assistance to the team for the smooth program implementation.
Duties and Responsibilities
- Provide administrative and logistical support to the formulation and management of programmes
- Provide administrative support in the preparation of AWPs, programme work plans, budgets, and proposals on programme implementation arrangements, including tracking the delivery of funds;
- Provide administrative support to the executing agencies / responsible parties on routine delivery and reporting of the programme supported activities and finances;
- Provide administrative support for the audit of programmes/ projects and support the implementation of audit recommendations;
- Identify sources and gather and compile data and information for the preparation of documents, guidelines, speeches and position papers, in collaboration with the Programme team.
- Provide administrative support to Local Project Appraisal Committee (LPAC) meetings, preparation and review of required documents and follow-ups with programme teams for timely disbursements to partners
- Follow-up with programme teams on their timely participation and provision of inputs in different coordination meetings, and file reports accordingly
- Support track GEWE related international celebrations to alert communications and coordination colleagues ahead of time\
- Provide administrative support to the financial management of the Programme Unit
- Create projects in Atlas, prepare budget revisions, revise project awards and status; and determine unutilized funds and the operational and financial close of a project;
- Provide administrative support in monitoring and preparation of budget and the finances of programmes/projects, and in the preparation of FACE forms;
- Prepare non-PO vouchers for development projects;
- Process payment for consultants, as delegated;
- Create requisitions in Atlas for development projects; register good receipts in Atlas.
- Review to ensure all documents submitted for approval (SSAs, procurement, Tas, agreements etc) are in line with agreed checklists
- Provide administrative support to the Programme Unit
- 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;
- Draft minutes in meetings, as delegated;
- Assemble briefing materials and prepare power-point and other presentations, in collaboration with the Programme team;
- Support track donor reporting deadlines, AWP, procurement plans, mid-term and annual reviews
- Organize and coordinate filing of documents; maintain mailing lists.
- Provide administrative support to resource mobilization
- Organize, compile, and process documentation and information from donors, and programme team as inputs to various databases and documents.
- Support in tracking all follow-ups required on resource mobilizations and partnership opportunities
- Facilitation of knowledge building and knowledge sharing
- Provide administrative support to the organization of training for the office staff and partners on programme and operations related issues.
Key Performance Indicators
- Timely and quality logistical and administrative support to the implementation of Programme/Portfolio/activities against set work plans, timelines and budgets in line with the Strategic Note
- Timely and accurate administrative and logistical support to events, workshops, and missions;
- Full compliance of administrative activities with UN Women rules, regulations, policies and procedures;
- Timely and accurate tracking of data for Kenya office management and donor purposes;
- Quality maintenance of internal systems and files;
- Quality and timely support to the programme team.
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
- Knowledge of programme management;
- Ability to create, edit and present information in clear and presentable formats;
- Ability to manage data, documents, correspondence and reports information and workflow;
- Good financial and budgeting skills;
- Good IT skills.
Required Skills and Experience
Education and certification:
- Completion of secondary education required.
- Bachelor’s degree in Business or Public Administration is an asset.
Experience:
- At least 5 years of progressively responsible experience in administrative or program management/support;
- Experience in working in a computer environment using multiple office software packages;
- Experience in the use of ATLAS is an asset;
- Experience in supporting a team is an asset.
- Experience in liaising with government agencies and or donors is an asset
Language Requirements
- Fluency in English is required;
- Knowledge of the other UN official working language is an asset.
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Additional Category : Gender Equality
Type of Contract : Service Contract
Post Level : SB-3
Languages Required : English
Starting Date :
(date when the selected candidate is expected to start) 01-Sep-2020
Duration of Initial Contract : 1 year
Expected Duration of Assignment : 2 years
Background
UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace, and security.
Under the overall guidance of the Deputy Director of Financial Management in Headquarters (HQ) and the daily supervision of the Operations Manager, the Finance Associate is responsible for the execution of a wide range of financial services and administrative processes in the Kenya Country Office (KCO), ensuring timeliness, efficiency and transparent use of financial resources and delivery of services in accordance with organizational financial rules, regulations, policies, procedures and approved allocations. The project Finance Associate promotes a client-oriented approach consistent with UN Women rules and regulations, standard practices, and guidelines.
The project Finance Associate works in close collaboration with the Programme and Operations Team as well as with the Operations and Programme teams in UN Women HQ for solving complex finance-related issues and information delivery.
Duties and Responsibilities
- 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;
- Follow-up on audit recommendations to monitor the implementation of corrective actions;
- Collect, verify and present information and data for use in the planning of financial resources and the formulation of the Kenya Country Office (KCO) program work plans, budgets, proposals on implementation arrangements and execution modalities;
- Provide assistance in the Annual Work Plan entry in Results Management System (RMS) as required.
- 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;
- Implement cost-saving and reduction strategies;
2. Prepare and administer KCO budgets in full compliance of UN Women rules, regulations, policies, and recording and reporting systems
- Formulate the budget, control allotments, monitor expenditures, and prepare revisions according to the needs of KCO;
- Track the appropriate and timely use of financial resources;
- Prepare cost recovery documents or bills for the services provided by UN Women to other programs or organizations;
- Create projects in Atlas, prepare budget revisions, revise project awards and status; and determine unutilized funds;
- Implement and maintain a control mechanism for development projects through monitoring budgets preparation and modifications and budgetary status;
- Maintain internal expenditure control system;
- Undertake corrective actions on un-posted vouchers, including vouchers with budget check errors, match exceptions, and unapproved vouchers. Respond to RO /HQ requests to resolve financial data issues;
- Input data in Atlas and monitor status. Keep stakeholders and clients informed for timely action and/or decisions;
- Manage petty cash fund, cash impress level.
3. Provide finance support to the Programme and Operations team
- Prepare PO and non-PO vouchers for development projects;
- Record and post transactions in Atlas, process payroll, travel claims, MPOs, and other entitlements;
- Monitor the setup of budgets in ATLAS to ensure they are in accordance with budgets agreed with donors and are input into ATLAS at the detailed Activity ID level;
- 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 the financial status and under the guidance of the Operations Manager implement control mechanisms for management/development projects;
- 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 corrective 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;
- Support financial donor reporting by providing timely information and taking necessary actions as required by UN Women Virtual Global Service Centre for financial donor reporting;
4. Provide administrative support to Resource Mobilization
- Compile and process information from donors, KCO, and programme team, as inputs to various databases and documents.
- Prepare drafts for cost-sharing agreements including conditions of contributions within resource mobilization efforts, adhering to standard agreements where possible. Follow up on contributions within the CO resource mobilization efforts.
5. Facilitate knowledge building and knowledge sharing
- Conduct training and/or helping organize training events and activities; as well as participate in training;
- Collect and compile lessons learned and best practices in financial management and services. Disseminate to clients and stakeholders as appropriate to build capacity and knowledge;
- Contribute to financial business operational practices and management innovations.
Key Performance Indicators
- Timely, complete and accurate financial transactions/activities/documentation
- Timely and accurate advice on UN Women financial rules and regulations
- Timely and regular monitoring of financial resources management system and timely expenditure of financial resources
- Timely and accurate support to budget formulation and controlling allotments
- Timely and accurate monitoring of internal expenditures control systems
- Timely and accurate drafting of management financial reports
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.
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 ATLAS is an asset.
Language
- Fluency in English is required;
- Knowledge of Kiswahili is an asset;
- Knowledge of the other UN official working language is an asset.
UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.
UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.
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