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
