Finance and Administration Officer : NGO Gender Coordination Network – UN Women

Job Description

Details#

Mission and objectives#

UN Women is the United Nations entity dedicated to gender equality and the empowerment of women. A global champion for women and girls, UN Women was established to accelerate progress on meeting their needs worldwide. UN Women supports UN Member States as they set global standards for achieving gender equality, and works with governments and civil society to design laws, policies, programmes and services needed to ensure that the standards are effectively implemented and truly benefit women and girls worldwide. It works globally to make the vision of the Sustainable Development Goals a reality for women and girls and stands behind women’s equal participation in all aspects of life, focusing on four strategic priorities: Women lead, participate in and benefit equally from governance systems Women have income security, decent work and economic autonomy All women and girls live a life free from all forms of violence Women and girls contribute to and have greater influence in building sustainable peace and resilience, and benefit equally from the prevention of natural disasters and conflicts and humanitarian action UN Women also coordinates and promotes the UN system’s work in advancing gender equality, and in all deliberations and agreements linked to the 2030 Agenda. The entity works to position gender equality as fundamental to the Sustainable Development Goals, and a more inclusive world.

Context#

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 Malawi Country Office was set up in October 2012, following a request from the Government of Malawi and the UN in Malawi to help address key areas around gender inequalities and discriminatory provisions. The work of UN Women in Malawi in the upcoming five-year period will be guided by its new Country Strategic Note (SN) for 2024 -2028. The SN is aligned with the Global Strategic Plan of UN Women which aims to contribute to the gender-responsive implementation of the 2030 Agenda for Sustainable Development

Task description#

Within the delegated authority, the Finance and Administration Officer will be reporting to the Network Coordinator and will be responsible for the following tasks: Finance:

• Ensure that staff and network members comply with laid down financial and administrative policies, procedures, and regulations of NGO GCN

• Organize the preparation, approval, and execution of budget and ensure adequate budget control practices.

• Analyze financial and operating data and prepare management reports, periodic and annual financial statements of project accounts.

• Develop and maintain sound financial reporting systems to facilitate effective financial management and strong internal control mechanisms.

• Co-ordinate the annual audit and follow-up on recommendations and action points raised by auditors.

• Ensure an effective internal control system is maintained and adheres to statutory and fiscal requirements.

• Ensure effective financial management and coordination with all NGO GCN partners and funders for efficient implementation of Network projects.

• Record, analyze and report project accounts accurately in accordance with generally accepted financial standards and procedures.

• Support financial donor reporting by providing timely information and taking necessary actions as required by NGO-GCN financial donor reporting.

• Carry out supervision work to ensure that projects financial management systems are functioning appropriately, including the periodic review of project financial management reports for financial performance with special attention to value for money issues.

• 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.

• Conduct training and/or help organize training events and activities; as well as participate in trainings. Administration:

• Support planning and coordination of administrative procedures and systems.

• Oversee procurement functions of the organization, including managing list of approved suppliers and service providers.

• Oversee transport management system of the organization. • Ensure all operations of the Network comply with policies and procedures.

• Ensure that there is adequate and conducive office environment for all staff (furniture, security and safety, equipment, and supplies)

• Ensure the safe custody and security of all organization’s assets including vital records.

• Oversee management of fixed asset register, filling and archiving system is maintained.

• Manage support staff such as drivers, cleaners, office assistants.

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

• Provide administrative support to the organization of training for the office staff and partners on programme and operations related issues. Please note: The successful candidate will hold a UNV contract under UN Women and will report daily to NGO GCN

Requirements#

Required experience#

3 years of experience in financial and administrative management in an NGO environment or overseeing donor programs/grants management and at least 2 years not in the NGO sector – Computer skills and familiarity with accounting software such as Quickbooks, SAGE is essential. – Experience in the design and implementation of financial management systems, including preparation of financial and management reports. – Ability to multitask and work under pressure. – Experience in co-ordinating budgeting processes, managing budgets and monitoring and supervising administrative processes.

Area(s) of expertise#

Economics and finance

Driving license#

–

Languages#

English, Level: Fluent, Required

Required education level#

Bachelor degree or equivalent in Accounting/Finance – Professional accountancy qualification such as ACCA is an added advantage. – Registration with ICAM is a must

Competencies and values#

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. Ability to administer and execute administrative processes and transactions; Ability to perform work of confidential nature and handle a large volume of work; Excellent knowledge of administrative rules and regulations;