Finance & Administrative Associate (x3) – United Nations Population Fund (UNFPA)

Job Description

• Level: G-6
• Contract type: Fixed Term Appointment
• Closing date: 17 Oct 2024 11:59 PM (America/New_York)
• Duty station: Lilongwe

Three positions to be filled, (One pending funding).

The Position:

The Finance & Administration Associate position is located in the Country Office of UNFPA in Lilongwe and in various Field Offices of UNFPA in Malawi. Under the direct supervision of the Finance Analyst, the Finance & Admin Associate is responsible for providing quality services and day-to-day overall assistance in the areas of finance, and general administration in compliance with the relevant rules, guidelines, processes and procedures. S/He takes a client-oriented, results-focused approach to interpreting the rules, procedures and guidelines, provides support and guidance to the sub-office, projects, implementing partners and activities of the country office as a whole.

The Associate is responsible for effective delivery of financial & admin services, transparent utilization of financial resources and supports the management of the unit. S/He analyzes and interprets the financial rules and regulations and provides solutions to a wide spectrum of administration and financial issues. S/He supervises the work of clerks, drivers and other related support roles in the CO while ensuring UNFPA contributions to local inter-agency coordination support functions, common systems and shared service issues are met. External partners include other UN agencies, vendors, and other non-UN partners that are essential to the work of the Finance unit.

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 strategic plan (2022-2025), reaffirms the relevance of the current strategic direction of UNFPA and focuses on three transformative results: to end preventable maternal deaths; end unmet need for family planning; and end gender-based violence and harmful practices. These results capture our strategic commitments on accelerating progress towards realizing the ICPD and SDGs in the Decade of Action leading up to 2030. Our strategic plan calls upon UN Member States, organizations and individuals to “build forward better”, while addressing the negative impacts of the Covid-19 pandemic on women’s and girls’ access to sexual and reproductive health and reproductive rights, recover lost gains and realize our goals.

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.

All staff of UNFPA Malawi will contribute towards achieving the objectives of 9th Country Programme Document (Malawi CPD [2024-2028]) which responds to the Malawi 2063 Vision and the United Nations Sustainable Development Cooperation Framework (UNSDCF), 2024-2028 among others and to accelerate progress towards the three UNFPA strategic plan outcomes.

Job Purpose:

The Finance & Admin Associate is expected to support the objectives of the Country Office (CO) by ensuring effective and transparent management of financial and administrative resources. This includes accounting, financial operations, and administrative tasks, as well as supporting communication and knowledge management within the unit.

The Associate is responsible for delivering high-quality administrative services, transparent utilization of resources, and effective management of the unit. S/He analyzes, interprets, and enforces financial and administrative rules and regulations. Additionally, the Associate provides comprehensive support and guidance to the Country Office and UNFPA-supported projects, fostering a collaborative, client-oriented, and results-focused approach.

You would be responsible for:

The Finance & Admin Associate, will be responsible for:

A. Implementation of Administrative and Financial Management Functions

• Ensure full compliance of financial activities, financial recording/reporting system and audit follow up with UNFPA rules, regulations, policies and strategies; implementation of the effective internal control, proper design and functioning of the financial resources management system.
• Oversee the financial management and performance of the sub-office, continuous analysis and monitoring of the financial situation & presentation thereof.
• Routinely monitor financial exception reports for unusual activities, transactions, and investigates anomalies or unusual transactions
• Screen and log incoming correspondence from the Field Coordinator and distribute to the relevant staff and IAs, and monitor the delivery of expected actions.
• Review correspondence and follows up on urgent and important responses.
• Draft and type routine outgoing correspondence, reports, briefs, and other sub-office related documentation.
• Maintain a central filing system for the sub-office in accordance with established classification systems (hard and electronic copy).
• Maintain a proper and user friendly filing & document control system for recording and tracking of all sub-office documents.
• Proceed with the compliance and regular inventory of sub-office files and inform staff members accordingly for appropriate actions.

B. Operations and Financial Support 

• Support Implementing Partners and/or Sub-grantees with Financial Reporting
• Follow up on activities executed by Implementing Partners and/or Sub-grantees to ensure timely and quality results.
• Monitor the disbursement and utilization of funds to Implementing Partners and/or Sub-grantees to ensure compliance with UNFPA financial regulations
• Support implementation and reporting of  HACT activities and related Audit Processes and Reporting
• Ensure on-time submission of the administrative, financial and other mandatory reporting required by the Country Office.
• Oversees the financial management and performance of the office, continuous analysis and monitoring of the financial situation & presentation thereof.
• Routinely monitor financial exception reports for unusual activities, transactions, and investigate anomalies or unusual transactions.
• Generates synthesis of lessons learnt and best practices in Finance from the perspective of the sub-office.
• Sound contributions to knowledge networks and communities of practice in the area of Admin and Finance for the country office.

C. Proper Control of Financial Accounts 

• Utilize the internal expenditures’ control system which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in Atlas; travel claims and other entitlements are duly processed, receipting of goods and services and establishment of accruals are properly done in compliance with IPSAS and UNFPA policies and procedures.
• Manage complex vendor and contract management processes, and procurement processes including developing and implementing relevant plans in close collaboration with the CO’s operations team.
• Facilitates implementing agency reporting.
• Undertake HACT assurance interventions
• Monitor the dashboard to ensure that any items requiring corrections are worked on a timely basis and serve as the focal point for completion of integrated accountability checklist for the sub-office

D. General Support 

• Stand-in for other team members on selected functions as may be required.
• Carry out any other duties as may be required by UNFPA leadership.

Qualifications and Experience: 

Education:  

• Completed secondary level/ high school education is required.
• Bachelor’s degree in Business Administration, Accounting, Economics, International Relations or related areas is preferable.

Knowledge and Experience: 

• Minimum 6 years of relevant experience in administration, accounting, finance, or related fields is required.
• Experience in handling of web-based management systems and ERP financials, preferably PeopleSoft and ATLAS will be an asset.
• Experience of IFRS and IPSAS will be an advantage.
• Relevant experience in providing administrative management services
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and knowledge of spreadsheet and database packages, experience in handling of web-based management systems
• A thorough understanding of the UN system in general, and especially UNFPA mandate, its policies and operations and current development topics and political issues in Malawi will be an added advantage
• Demonstrated ability to work in a team

Languages: 

• Fluency in oral and written English is required. Working knowledge of another UN Official Language, an asset.

Required Competencies: 

Values:

• Exemplifying integrity,
• Demonstrating commitment to UNFPA and the UN system,
• Embracing cultural diversity,
• Embracing change

Core Competencies: 

• Achieving results,
• Being accountable,
• Developing and applying professional expertise/business acumen,
• Thinking analytically and strategically,
• Working in teams/managing ourselves and our relationships,

Functional Competencies:

• IFRS, IPSAS, Accounting and Finance Skills
• Understanding of admin and financial systems in the UN and UNFPA is desirable
• Managing documents, correspondence and reports
• Managing information and workflow
• Planning, organizing and multi-tasking
• Managing operational processes
• Job knowledge / technical expertise
• Proficiency in current office software applications; good basic knowledge of Finance Management dashboard and software.

Compensation and Benefits:

 This position offers an attractive remuneration package including a competitive net salary plus health insurance and other benefits as applicable.

UNFPA Work Environment:

UNFPA provides a work environment that reflects the values of gender equality, diversity, integrity and healthy work-life balance. We are committed to ensuring gender parity in the organization and therefore encourage 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 is at the heart of UNFPA’s workforce – click here to learn more.

Disclaimer:

Selection and appointment may be subject to background and reference checks, medical clearance, visa issuance and other administrative requirements.

UNFPA does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process and does not concern itself with information on applicants’ bank accounts.

Applicants for positions in the international Professional and higher categories, who hold permanent resident status in a country other than their country of nationality, may be required to renounce such status upon their appointment.