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Entry Level: Programme and Finance Associate Vacancy at UN Women for November 2024. Apply!
Entry Level: Programme and Finance Associate Vacancy at UN Women for November 2024. Apply!
- Location : Pretoria, SOUTH AFRICA
- Type of Contract : FTA Local
- Application Deadline : 06-Nov-24 (Midnight New York, USA)
- Post Level : GS-6
- Duration of Initial Contract : 1 year
- Languages Required : English
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 supervision of the Deputy Country Representative in South Africa and reporting to the National Programme Specialist—Making Migration Safe for Women program in South Africa, the Programme and Finance Associate is responsible for finance and operational support to help ensure the successful implementation of the Making Migration Safe for Women program.
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Duties and Responsibilities
Provide administrative and logistical support to the formulation and management of the Making Migration Safe for Women programme in South Africa.
- Provide administrative support in the preparation and implementation of Making Migration Safe for Women programme work plans, budgets, and proposals on programme implementation arrangements;
- Provide technical guidance to the executing agencies on routine delivery and reporting of program-supported activities and finances;
- Prepare information for the audit of programs or 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 Deputy Country Representative and National Coordinator 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.
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 transactions, 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.
Provide financial support to the Making Migration Safe for Women (MMSfW) programme in South Africa:
- Prepare PO and non-PO vouchers/invoices for projects;
- Support the review of financial reports from grantees to ensure proper recording of expenses, provide feedback on technical accounting topics (i.e., 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’s over-expenditure of budgets and follow up with the budget owner;
- Monitor regularly transactions posted to projects, ensuring actual expenditure has been recorded against correct budget category and activity, and take timely corrective actions as required.
- Monitor proper follow-up of advances to implementing partners and 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 the 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 support to the UNTF procurement focal point to arrange procurement activities for projects.
Prepare and administer Making Migration Safe for Women (MMSfW) programme budgets in South Africa 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 the Office;
- Track the appropriate and timely use of financial resources;
- Create projects in Quantum, 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;
- Monitor, reconcile advances to grantees which are not in accordance with the approved budget and report any non-compliance.
- Assist the Making Migration Safe for Women programme 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 RO/HQ 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 administrative support and facilitate knowledge sharing for the program.
- 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, and 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 forums and advocacy spaces.
- The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.
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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 or 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 administration or programme management/support is required.
- 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;
- Experience in the use of a modern web-based ERP System, preferably Oracle Cloud, is desirable.
Languages:
- Fluency in English is required.
- Knowledge of another official UN language is desirable (French, Arabic, Chinese, Russian or Spanish).
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How to Apply
All applications must include (as an attachment) a completed UN Women Personal History form (P-11), which can be downloaded from https://www.unwomen.org/sites/default/files/2022-07/UN-Women-P11-Personal-History-Form-en.doc Please note that the system will only allow one attachment, and candidates are required to include it in the P-11 form. Applications without the completed and signed UN Women P-11 form will be treated as incomplete and will not be considered for further assessment.
Application Link
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