Admin/Finance Analyst- NO-B-Temporary Appointment- Mekelle, Ethiopia

Duration: 364 days(*)

Post Type: Temporary Appointment

The Position:

The Admin/Finance Analyst for the Northern Emergency Response is located in Mekelle, Tigray and reports to the International Operations Manager for the Northern Region Emergency Response (IOM). Under the direct supervision of the IOM, the Admin/Finance Officer is responsible to effectively deliver financial and administrative services and transparent utilization of financial resources and assets in connection with funds, programmes and work plans in connection with the Northern Region Emergency Response.

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 new strategic plan (2021-2025), focuses on three transformative results: to end preventable maternal deaths; end unmet need for family planning; and end gender-based violence and harmful practices.

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.

Job Purpose:

• The Admin / Finance Officer ensures proper and effective use of UNFPA’s and external partners’ resources in terms of the following:
• Effective and accurate financial resources management and oversight;
• Implementation of operational/admin and financial management strategies;
• Control of Country Office accounts;
• Control of Country Office cash management;
• Effective administrative and logistics office support; and
• Capacity building and knowledge sharing.
• The Admin / Finance Officer delivers quality services in Finance and Operations/Admin to internal and external clients; mastering all relevant rules, guidelines, processes, and procedures.  He/She takes a client-oriented, results-focused approach to interpreting the rules, procedures and guidelines in service of the country programme; providing support and guidance to the Country Office and UNFPA supported programmes.

Main Tasks & Responsibilities

You would be responsible for:

Supporting the Country Office Operations unit in the implementation of operational and financial management strategies, and adapts processes and procedures, focusing on the achievement of the following results:

• Full compliance of financial activities, financial recording/reporting system and audit follow up with UNFPA rules, regulations, policies and strategies; implementation of the effective internal control, proper design and functioning of the financial resources management system.
• Oversees the financial management and performance of programme funds, continuous analysis and monitoring of the financial situation & presentation thereof.
• Routinely monitors financial exception reports for unusual activities, transactions, and investigates anomalies or unusual transactions.
• Control of cash management.
• Support the delivery of effective and efficient financial services to UNFPA’s staff and clients (payments, F10 settlements, reversals, petty cash, vendor initiation, etc.).
• Establish internal expenditures’ control system which ensures that all transactions are duly authorized; AP vouchers are matched and posted; payrolls are posted; travel claims and other entitlements are duly processed; receipting of goods and services and establishment of accruals are properly done in compliance with IPSAS and UNFPA rules, policies and procedures.

Supporting in managing the funds, project and work plans budgets and organizes        an optimal cost-recovery system focusing on achievement of the following results:

• Supports in putting in place of proper mechanisms to eliminate deficiencies in budget management.
• Supports budget formulation, controlling allotments, monitoring expenditures, and preparing revisions according to the needs of the project.
• Supports the monitoring of financial performance by providing necessary financial information and analysis, including implementation rate against indicators/results.
• Oversees the development of tools and mechanisms for effective and efficient monitoring of project and work plan budgets, coordinates compilation of financial data and provides accurate and up-dated financial information to programme / project staff and partners on a continuous basis.
• Monitors the implementation of financial, procurement, and administrative systems related to the implementation of the projects / work plans, ensuring adequate training of programme / project staff and partners.
• Facilitates and assist in donor reporting.
• Reviews and takes corrective action as appropriate on audit findings and spot checks findings of implementing partners.
• Assist in carrying out Assurance Activities to the Implementing Partners (e.g. financial and programmatic spot checks, monitoring visits, etc.)
• Ensure oversight of Operating Fund Account (OFA); ensure full compliance of CO transactions with OFA policy; overview regular reconciliations of OFA accounts.
• Support the financial closure activities and submission of all due certifications, and in the preparation of monthly, quarterly and annual accountability checklists.
• Ensure correct coding of all CO transactions by chart of account elements including oversight over correct use of account and implementing agency codes.
• Timely corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers.

Ensures proper control of CO accounts focusing on achievement of the following  results:

• Utilize the internal expenditures’ control system which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in Atlas; travel claims and other entitlements are duly processed, receipting of goods and services and establishment of accruals are properly done in compliance with IPSAS and UNFPA policies and procedures
• Manages complex vendor and contract management processes including developing and implementing relevant plans in close collaboration with the CO’s operations team. Timely corrective actions on un-posted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers.

Supports and facilitates knowledge building and knowledge sharing in the CO focusing on achievement of the following results:

• Synthesis of lessons learnt and best practices in Finance and Administration.
• Sound contributions to knowledge networks and communities of practice.

Ensure effective management and oversight of administrative and logistics support / services, including: assets management, transport support, office/premises management, travel support services, common services, and other CO administrative and logistics support.

• Supervises administrative and support staff.
• Monitor the different management and operations related dashboards to ensure that any items requiring corrections are worked on a timely basis and works together with the Addis Ababa focal point for completion of integrated accountability checklist.
• Review and monitors charges for common services and cost recovery taking into account maximum cost efficiency and represent UNFPA’s interest in related negotiations and agreements.
• Provide administrative support and reviews to quality services in administration, office space, premises maintenance, procurement, assets management, communication and management of office equipment and infrastructure to internal and external clients mastering all relevant rules, guidelines, processes and procedures.
• Provide support and reviews processes of supply chain.
• Provide support in identifying suitable office space for UNFPA staff, as needed.

Supply Chain / Logistics support

• In close coordination with the Humanitarian and Operations team on the ground, ensure UNFPA goods and supplies are secured and properly stored.
• Ensure distribution of UNFPA goods and supplies are effectively managed, monitored, controlled and registered in the system, backed up with a manual copy as needed.
• Follow up and adapt the Procurement Plan and the Distribution Plans in straight collaboration with emergency Team deployed into the Emergency Response area.
• Get abreast of relevant UNFPA policies and procedures related to the management, control and monitoring of UNFPA inventories / commodities.

Others:

• When appropriate, undertakes other related duties assigned by the supervisor and/or Representative.
• Backstop Operations Manager at the time of his/her absence.

UNFPA Work Environment

UNFPA provides a work environment that reflects the values of gender equality, teamwork, Embracing diversity in all its forms, integrity and a healthy balance of work and life. We are committed to maintaining our balanced gender distribution and therefore encourage women to apply. UNFPA promotes equal opportunities for all including persons with disabilities.

Compensation and Benefits

This position offers an attractive remuneration package including a competitive net salary plus annual leave, health insurance and other benefits as applicable.

Disclaimer

UNFPA does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Fraudulent notices, letters or offers may be submitted to the UNFPA fraud hotlinettp://www.unfpa.org/help/hotline.cfm

In accordance with the Staff Regulations and Rules of the United Nations, persons applying to posts in the international Professional category, who hold permanent resident status in a country other than their country of nationality, may be required to renounce such status upon their appointment.

Qualifications and Experience

Education:

Advanced (Masters) University Degree in Finance/Accounting, Business, or finance related discipline or a professional accounting qualification from an internationally recognized institute of accountancy.

Knowledge and Experience:

• At least two (2) years of relevant experience in providing Administration and financial management, accounting , managing staff and operational systems
• Thorough knowledge of the UN Staff Rules and Regulations, administration and financial rules and regulations.
• Strong analytical and leadership skills.
• Strong verbal and written communication skills.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and advance knowledge of spread sheet and database packages,
• Experience in handling of web based management systems and ERP systems.
• Experience of IPSAS will have a distinct advantage.
• Excellent written and spoken communication skills.

Languages:

• Fluency in English required. Knowledge in other UN languages an asset..
• Excellent written and spoken communication skills.

Required Competencies

Values:

• Exemplifying integrity
• Demonstrating commitment to UNFPA and the UN system
• Embracing diversity in all its forms
• 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

Functional Competencies:

• Business acumen
• Implemeting management systems
• Innovation and marketing of new approaches
• Client orientation
• Organizational awareness
• Job knowledge / techinical expertise