Operations & Finance Officer

Under the direct supervision of the WRD Gender and Resilience Specialist, the  Operations and Finance Officer – Impact 4 is responsible for ensuring the provision and the execution of programme finance services and the effective and transparent utilization of financial resources including the integrity of financial and administrative services for all the programmes under the area with a detailed focus on the WRD programme. The position promotes a client-oriented approach consistent with UN Women rules and regulations. 

Under the focused attention, the  Operations and Finance Officer- Impact 4  leads the production of the annual financial report for the WRD Programme on behalf of the program partners and provides technical advice to the Programme partner on financial matters as required.  The Operations and Finance Officer – Impact 4 works in close collaboration with UN Women Fiji MCO Finance Unit, Programme and Operations colleagues, Teams at the country level, UN Women Staff, programme partners and stakeholders ensuring high performance and efficiency in the Humanitarian & Resilience Programme Unit. 

Key Functions and Accountabilities

Implement financial strategies, and adapt processes and procedures for the WRD and other programmes  in full compliance of UN Women rules, regulations, policies, and recording and reporting systems:

• Review and verify financial transactions, activities, and documentation;
• Finalize reports on financial status, procedures, exchange rates, costs, and expenditures;
• Monitor financial exceptions reports for unusual activities or transaction, investigate anomalies and report to the supervisor conclusions and/or present recommendations for actions/decisions;
• 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 formulation of the WRD programme work plans, budgets, proposals on implementation arrangements and execution modalities;
• Monitor the proper functioning of the financial resources management system for the WRD and other programmes and programmatic budgets and resources;
• Implement and monitor cost saving and reduction strategies;
• Review with Budget owners in line with Month-end Closure Checklist, the WRD Project Delivery Status Report and investigate any overspend;
• Participate as a member of the  team in the internal and external audits of the Multi Country Office.
• Liaise with the Finance officers of the Programme partners to ensure continuous monitoring of the Programme delivery;
• Provide expert advice to UN Women and programme partners and recommend solutions to a wide range of programme related financial issues.

Prepare and administer the WRD Programme budgets in full compliance of UN Women rules, regulations, policies, and recording and reporting systems:

• Support the formulation of the budget, control allotments, monitor expenditures, and prepare revisions according to the needs of the WRD and other Programmes;
• Track the appropriate and timely use of financial resources including through the preparation of monthly detailed core and non-core resources delivery reports;
• Finalize cost recovery documents or bills for the services provided by UN Women to other programmes or organizations;
• Ensure the maintenance of the control mechanism for development projects through monitoring budgets preparation and modifications and budgetary status;
• Maintain internal expenditure control system;
• Undertake corrective actions on un-posted vouchers, including vouchers with budget check errors, match exceptions and unapproved vouchers. Frequently review and investigate payment vouchers which are in error;
• Verify accuracy of Combined/Programme Delivery Reports and One UN Financial Reports as applicable. Take appropriate action to ensure accuracy of information;
• Ensure that project budgets are entered correctly and on time into Quantum;
• Assist the budget re-phrasal as required;
• Provide technical advice to programme partners on financial reporting and liquidation of cash advances.

Provide finance support to the Impact Area Programme Team:

• Review accounts receivables for UN Women WRD programme and follow-up with the Gender and Resilience Specialist, Gender and Resilience Analyst and finance section at regional office and/or headquarters on contributions, deposits creation in Atlas and their application to AR pending items;
• Prepare PO and non-PO vouchers for development projects;
• Review transactions in Atlas, ensure payroll, travel claims, MPOs, and other entitlements are processed;
• Support the preparation of budgets for PCAs and LOAs with IPs;
• Maintain proper follow up of advances to implementing partners, review their financial reports together with the Gender and Resilience Analyst;
• Monitor the financial status, and under the guidance of the supervisor implement control mechanisms for management/development projects;
• Keep stakeholders and clients informed for timely actions/decisions and review status reports for quality control;
• Provide information to the executing agencies on routine implementation of projects;
• Manage projects closure, ensuring operational and financial due diligence;
• Associate revenue and expenditure in commitment control for non-core projects.
• Maintain auditable records of all expenditure reviewed against source documents by Implementing Partners and Projects;
• Gather information for, coordinate with partners and lead the preparation of integrated financial reports to donors.

Financial control, due diligence, and risk management for the  Programmes and Implementing Partners (IPs):

• Contribute to financial business operational practices and management innovations
• Improve capacity of IPs to effectively manage funds, by providing trainings and capacity building activities;
• Mitigate and minimize risks related to the utilization of funds and cash transfers through assessment of the IPs’ financial management capacity, field monitoring and annual reviews;
• Support improving the IPs’ internal financial controls through assurance activities;
• Check accuracy of Projects and IPs’ reporting on the use of funds and cash transfers; and provide support as required;
• Perform proper controls and due diligence for the project’s payments and advances’ liquidations, and raising any significant issues with the supervisor and program manager for resolution;
• Act as the Programme focal point for the Audits on IPs;
• Support the implementation of the UN Harmonized Approach to Cash Transfer (HACT) as required.

Facilitation of knowledge building and knowledge sharing:

• Conduct training and/or helping organize training events and activities;
• Collect and compile lessons learned and best practices in financial management and services. Disseminate to clients and stakeholders as appropriate to build capacity and knowledge;
• Contribute to financial business operational practices and management innovations.

Recruitment Qualifications

Education:

• Master’s Degree (or equivalent) in finance, business administration, accounting, or other related discipline, is required.
• A first-level University Degree (Bachelors’ Degree) in combination with two (2) additional years of qualifying experience may be accepted in lieu of the advanced university degree.
• Professional certification as qualified accountants from an internationally recognized institute of accountancy, CPA, CFA or similar is required.
• Successful completion of UN Women Accounting and Finance Test is required.

Experience:

• A minimum of two (2) years (with Masters’ Degree), or minimum of four (4) years (with Bachelors’ Degree) of progressively responsible experience in accounting and financial management at the national or international level in a large public and/or not-for-profit organization;
• And including work experience in a large international and/or corporate organization, preferably in the UN system and its organizations or in Public International Development organizations is an advantage;
• Experience in the usage of office software packages (MS Word, Excel, etc.) and advance knowledge of spreadsheet and database packages.
• Experience in web-based management systems and ERP financial systems such as PeopleSoft.
• Experience of IPSAS or IFRS highly desirable.

Language:

• Fluency in written and spoken English is required;
• Working knowledge of another official UN language is an asset.

Source: https://estm.fa.em2.oraclecloud.com/hcmUI/CandidateExperience/en/sites/CX_1001/requisitions/job/21245