Finance and Programme Associate Consultant (Home based)

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.

The work of UN Women’s Ending Violence against Women (EVAW) Section is focused on a comprehensive approach to ending violence against women that addresses legislation and policies, prevention, services for survivors, research and data, creating safe public spaces in different settings and strengthening women’s rights movements to end violence against women. In this context UN Women together with the UN Trust Fund to End Violence against Women is implementing the ACT to end Violence against Women and Girls Programme, funded by the European Union to strengthen women’s rights movements, coalition building and advocacy to end gender-based violence against women and girls.

Under the supervision of the Programme Management Specialist and a matrix supervision by the Regional Coordinator, EVAW, The Finance and Programme Associate is responsible for promoting a client-oriented approach consistent with UN Women rules and regulations, standard practices and guidelines. The post holder will be part of the Global and the East and Southern Africa Regional Office teams, as well as collaborate closely with the Regional Programme Coordinators and Programme Associates who are located in Panama, and Senegal and the UN Trust Fund ACT Programme team. The postholder will also collaborate closely with the operations Team in Nairobi and the EU Financial Specialist located in Brussels, and the HQ Finance and Budget Teams for solving complex finance or budget-related issues and delivering information to ensure successful implementation, monitoring and reporting of the ACT to end violence against women programme.

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 mobilizati