Scope of Work
Contribute
to the administrative, financial and logistical management to the UN Trust Fund
Africa Regional Hub and the ACT Programme:
- Undertake all logistical, administrative and
financial arrangements for the implementation of the ACT programme and
Africa Portfolio.
- Assist the Africa Programme Manager in
coordinating meetings, dialogues, advocacy spaces, engaging with civil
society, women’s rights and feminist networks for the implementation of
the ACT Programme and Africa Regional Hub Strategy.
- Provide advanced administrative support and
inputs in the preparation of the UN Trust Fund’s regional portfolio
and ACT work plan, budget, and activities as well as the Regional
Inter-agency PAC meetings.
- Identify sources and gather and compile data and
information for the preparation of documents, guidelines, speeches and
position papers.
- Provide support to the coordination of the
call/request for proposals, including the organization of technical review
committees, and capacity assessment of partners.
- Support the Africa Programme Manager in
mission planning and implementation, travel, HR and procurement processes.
- Contribute to the development or update of
standard operating procedures, guidelines, checklists, templates and
business processes.
Implement financial strategies, in full compliance of UN Women rules, regulations, policies, and recording and reporting systems
- Assist the Africa Programme Manager in
all aspects of partner agreement and financial management.
- Monitor the submission of grantees financial and
narrative reports.
- Monitor proper follow up of advances to
implementing partners, review their financial reports together with
project managers.
- Support the capacity development training to
partners on financial management and monitor implementation, including
developing and tracking capacity assessment plans for individuals’
partners, where relevant.
- Prepare information for the audit of programmes/
projects and support implementation of audit recommendations.
- Serve as the first reviewer for all
financial-related inquiries from partners, including modifications,
No-Cost Extensions (NCEs), and other financial matters.
- Review and verify financial transactions,
activities, and documentation; taking corrective actions as needed and
reporting any unusual activities.
- 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.
- Support training sessions, workshops, and
learning exchanges for partners, focusing on financial management,
monitoring, and compliance.
- Support the monitoring of financial and
operational risks across projects; propose actions or solutions to address
challenges proactively.
- Prepare non-PO and PO payments in Quantum.
Prepare and
administer UNTF budgets in full compliance of UN Women rules, regulations,
policies, and recording and reporting systems
- Support the preparation of the Africa and ACT
Programme annual budget and work plan, extract resources and
financial data for planning purposes.
- 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.
- Maintain internal expenditure control
system.
- Monitor, reconcile advances to grantees which
are not in accordance with the approved budget and report any
non-compliance to UN Trust Fund Chief.
- Generate Quantum management reports, review data
periodically and monitor projects delivery. Follow-up with Finance and
Budget Sections on inconsistencies and ensure adjustments are accurately
entered in the system.
- Assist the UN Trust Fund 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 requests to resolve financial data
issues.
- Input data in Quantum and monitor status. Keep
stakeholders and clients informed for timely action and/or decisions.
The
incumbent performs other duties within their functional profile as deemed
necessary for the efficient functioning of the Office and the Organization.
Supervisory/Managerial Responsibilities: The
incumbent does not have supervisory responsibilities.
Competencies :
Core Values:
- Integrity;
- Professionalism;
- Respect for Diversity.
Core Competencies:
- Awareness and Sensitivity Regarding Gender
Issues;
- Accountability;
- Creative Problem Solving;
- Effective Communication;
- Inclusive Collaboration;
- Stakeholder Engagement;
- Leading by Example.
Functional Competencies:
- Ability to administer and execute administrative
processes and transactions
- Ability to perform work of confidential nature
and handle a large volume of work
- Strong knowledge of administrative rules and
regulations
- Strong IT and web-based management systems
skills
- Ability to extract and interpret data.
Minimum Qualifications
Education and Certification:
- Master’s degree or equivalent in business
administration or related fields is required
- A first-level university degree in combination
with two additional years of qualifying experience may be accepted in lieu
of the advanced university degree.
Experience
- At least 2 years of progressively responsible
experience in administration, procurement, HR, or logistic support service
is required.
- Experience in the usage of computers and office
software packages (MS Word, Excel, etc.) is required.
- Experience in the use of a modern web-based ERP
System, preferably Oracle Cloud, is desirable.
- Experience in supporting programmatic and
operational work of civil society organizations, especially women’s rights
organizations, is desirable.
- Experience in knowledge management, documenting
lessons learned, or supporting monitoring and evaluation is an asset
- Experience in organizing and facilitating
learning events or multi-stakeholder processes is desirable.
How to Apply
