Finance and Programme Associate

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Description

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• Assist in the development of programme’s work and budget plans (including procurement and HR plans) and provide support for monitoring programme budget in terms of expenditures according to the work plan;
• Support the organization and logistical arrangements of regional conferences, workshops, and events, as well as regular project-site visits in order to monitor and evaluate the flow of activities on the ground/country level;
• Lead and coordinate the travel arrangements for the regional programme, including creation and management of travel requests and security clearances through internal UN Women online systems (i.e., UNALL and Quantum) for programme staff members, consultants and partners participating in missions and workshops, as needed;
• Support to coordination efforts of the programme, ensuring the flow of information with partners as needed; arranging for meetings with stakeholders and drafting minutes of meetings as requested;
• Oversee protocol matters, registration of the regional programme hired Consultants in UN Women online systems, release of their scheduled payments, and other administrative matters;
• Prepare conduction of audits by facilitating the necessary information about the programme;
• Support preparation and organization for the processes of call for proposals/procurement quotations;
• Drafting formal correspondence, in both Arabic and English;
• Providing translations in Arabic and English, as requested.
• Support financial oversight, management and monitoring of the ‘Dare to Care’ regional programme
• Coordinate and lead the revision of programme budget plans and maintain a close oversight and monitoring of programme financial status and expenditures;
• Manage the financial reporting of the programme to meet financial requirements with all the programme donors;
• Monitor regular transactions posted to projects ensuring actual expenditure has been recorded against the correct Chart of Accountt (COA) and budget category, and take timely corrective actions as required;
• Support  quarterly financial reporting submitted by implementing partners of the programme, including following up on Face Forms, release of advances and liquidations.  Conducting quality assurance on implementing partners’ submissions, together with the Programme Manager and Programme Analyst, undertaking verifications and spot checks as needed  to validate the proper use of financial resources by implementing partners, and providing guidance to implementing partners on financial matters and reporting requirements to ensure compliance with UN Women rules and regulations and support liquidations;
• Initiate and monitor payment processes to the consultants of the programme;
• Creating e-requisitions in Quantum for the programme expenditures and register of goods/services receipt in Quantum;
• Prepare non-PO invoices as needed;
• Monitor and properly follow up of all the financial items  related to Month-end and Year-end closure instructions status and under the guidance of supervisors and the ROAS Operations team, take correction actions as required;
• Provide information inputs to financial reports for the Regional Office, HQ Finance and stakeholders;
• Provide inputs and take necessary actions to facilitate timely operational and financial project closure.

• Manage programme stationery supplies including maintenance of stock list of stationery, distribution of stationery and keeping a log of distribution;
• Coordinate assets management in the unit, prepare and submit periodic inventory reports, coordinate physical verification of inventory items;
• Provide substantive inputs to the preparation of procurement plans for the programme and contribute to monitoring their implementation;
• Generate procurement related to the delivery of event management, translation services, reports; research and draft responses to enquiries;
• Review procurement requests and initiate procurement procedures for the programme and project equipment, supplies and services;
• Organize and manage procurement activities and processes, including preparation and conduct of Request for Quotations, Invitations to Bid or Requests for Proposals, and the opening and evaluation of tenders;
• Coordinate contract negotiations, and prepare request for award of contract for the review and approval of relevant authorities, as required;
• Coordinate and supervise the dispatch of Purchase Orders (PO) and contracts in and outside Quantum; ensure accuracy of POs;
• Review of procurement processes conducted by the unit; submissions to the Regional Programme Appraisal Committee (RPAC) and Procurement Review Committee (PRC); Local Acquisition Management Review Committee (LAMRC) and Acquisition Management Review Committee (AMRC).

• Create and manage vacancy announcements and organize interview panels in coordination with Dare to Care regional programme manager and Human Resources team;
• Maintain staffing lists and reports;
• Provide support in personnel administration for international and national staff as appropriate (i.e., renewal of UNLPs, visas; extension of contracts, etc.);
• Prepare staffing/personnel-related reports; research and draft responses to enquiries for clearance by the supervisors.

• Back formulation of programme strategies through collection, analysis and presentation of information for identification of areas for support and programme formulation/implementation;
• Participation in workshops and trainings as requested by the supervisors;
• Administrative and logistical support to regional knowledge networks and communities of practice;
• Compile lessons learnt and best practices in administration, procurement, and human resources;
• Maintaining proper filing, both soft and hard versions, of programme documents;
• Keeping up to date with the latest advancements in the field of information and knowledge sharing.

• Adherence to UN Women rules and regulations;
• Timely and quality operations services;
• Perform duties in a transparent and cost effective manner;
• Provide timely and quality advice to clients and stakeholders;
• Timely and quality reports.

  Education and certification:

• A Secondary Education degree is required;
• A higher academic degree (Bachelor’s degree or higher) is an asset;
• A project/programme management certification would be an added advantage.

Experience:

• At least 7 years of experience in relevant professional experience in administration, finances and programme support services that include procurement and human resources;
• Experience in the usage of computers and office software packages (MS Word, Excel, Power Point, etc.);
• Experience in general office support and project management is desirable;
• Very good organizational skills;
• Experience in the use of Quantum ERP system is an asset;
• Previous experience in the UN system is considered an asset.

Language Requirements:

• Fluency in English and Arabic is required;
• Knowledge of French language would be an asset.

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