JOB DESCRIPTION

The Position:

The Programme Division is part of UNFPA Headquarters based in Nairobi, Kenya. As the Programme Division establishes presence in Nairobi, the Division will be recruiting for a number of posts in 2025, and is developing a talent pool for future vacancies.

The Finance and Administration Associate is responsible for Financial Management, Procurement and General Administrative Services within the Programme Division. The role may be asked to support specific branches or projects which will be identified based on the overall needs of the Division.

 

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. The new Strategic Plan (2026-2029) aims to continue concerted efforts to accelerate the progress towards the three transformative results, and support countries in adapting to demographic changes in order to build resilient societies.

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.

 

RANGE OF FUNCTIONS AND RESPONSIBILITIES:

Under the supervision of the Programme Specialist, Programme and Administration, the Finance and Administration Associate will perform the following:

 

A. Financial Management

• Provide effective budget administration services, including planning and monitoring of the utilization of financial resources in accordance with UNFPA financial rules and procedures.
• Maintain accurate financial records and reporting systems, including internal control and audit follow-up.
• Supervise and process financial transactions in a timely and compliant manner.
• Oversee co-financing projects, ensuring high-quality budget estimates in project proposal preparation and financial reporting.
• Serve as the ERP focal person for finance; provide user support and capacity building to staff.
• Act as a divisional focal point in assessing operational risks and implementing fraud mitigation measures.
• Take the lead in initiating improvements to internal controls, compliance, and office efficiency, applying  a range of policies and procedures to achieve optimal results in operations areas.
• Engage with implementing partners, including providing quality assurance of workplan budgeting, reviewing expenditure reports and payment requests, and supporting  assurance activities and risk assessments.
• Deliver training for staff on issues related to implementing partner management.

 

B. General Administrative Services and Procurement 

• Manage consultant contract arrangements, including recruitment and selection processes, ensuring alignment with corporate policies, applying best practice HR tools and mechanisms. This includes quality assurance of documentation such as terms of references and other supporting documents.
• Perform as a focal point on human resources administration by working closely with HR Business Partner on staff recruitment, contractual arrangements, and performance appraisal process.
• Coordinate procurement plans with different branches and units in the division and act as a divisional focal point on procurement activities in collaboration with SCMU.
• Lead general administrative functions for the division to ensure smooth daily operations of the Division
• Implement and use corporate systems and applications in support of finance and human resource management, procurement activities, travel arrangements and office operations.
• Organize Division on-boarding and induction of new staff for all PD units.
• Manage implementation of the travel processes, reviewing and adjusting the SOPs to maximize efficiency and provide policy advice guidance to all Division staff.
• Undertake travel monitoring and reconciliation for all PD units, and reports to PD management on a regular basis.
• Supports implementation of appropriate tools and mechanisms, knowledge management strategies for effective and efficient monitoring of activities in support of the Division’s operations.
• Deliver trainings to staff on operational procedures and support ongoing knowledge management and communications efforts.
• Perform any other related administrative duties as necessary.

 

Qualifications and Experience: 

Completion of secondary school education, with additional training in finance, procurement, administration and management is required. A first level university degree in business administration or public administration is desirable.

 

Experience

• Secondary education plus additional training in finance/admin required.
• First-level university degree in project management, finance, business or public administration is desirable.
• Minimum of seven (7) years of relevant experience in finance and budget management;
• Proven experience and track record in successfully managing and implementing financial policies, processes and systems
• Experience in UN procurement and financial procedures is desirable;
• Demonstrated  ability to analyze data and generate clear and concise reports;
• Hands-on experience navigating and using an ERP system (e.g. PeopleSoft, Oracle, SAP) or similar computerized applications;
• Proficiency in utilizing Microsoft Word, Excel, PowerPoint, as well as Google workplace applications (Google Suite);
• Good writing and communication skills.

 

Language

• Fluency in English is required. Working knowledge of another official UN language is desirable

 

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,
• Communicating for impact

 

 

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.