Administrative and Finance Associate

Vacancy Number:Job ID 2012/01
Closing Date:21 October 2012 (15:30 Jerusalem time)
Post Title:Administrative and Finance Associate
Category:Fixed Term ICS 6 (G6/1)   
Post Number:10818
Duty Station:Jerusalem                      
Duration:One year with possibility of renewal          

                                                                                 
The Administrative and Finance Associate will work under the guidance and supervision of the Operations Manager and in close cooperation with the UNFPA team based in Jerusalem and Gaza. He/she will provide administrative and financial support to the Country Office.

He/she delivers quality services in administration and finance services 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 projects. He/she will work closely with programme and project staff providing financial monitoring and analysis of projects and advising managers on expenditure trends and implementation rates.


DUTIES AND RESPONSIBILITIES
-Adapts processes and procedures, anticipates and manages operational requirements of programme/project inputs under national execution in terms of, sub-contracts, equipment, and other programme and project related events to facilitate progrmme/project delivers.
-Prepares and monitors the administrative budget and ensures that financial transactions are in accordance with UNFPA financial rules and procedures. 
-Proposes procedures to improve internal controls and efficiency and responds to audit issues.
-Implements corporate systems and applications in support of finance and country office operation; creates systems and mechanisms for effective management of UNFPA resources required for NEX, and advises and trains project staff in NEX procedures.  Maintains continuous and accurate/up-dated flow of information between Country Office and HQ.
-Reviews procurement requests and initiates procurement procedures for office and project equipment, supplies and services in a transparent and cost-effective manner; recommends procurement decisions.  Contributes to the smooth running of the office by ensuring the provision and maintenance of services and supplies following-up processes and maintaining up-to-date inventory and records.
-Reviews and prepares material for common system activities relating to common services and premises, cost recovery and represents UNFPA in related inter-agency meetings and working groups in the absence of supervisor.
-Supports the monitoring of programme financial performance for all core and non-core resources by providing necessary financial information and analysis, including implementation rate against indicators/results.  Detects potential over-under expenditure problems and suggests remedial action.
-Develops tools and mechanisms for effective and efficient monitoring of programme and project budgets, coordinates compilation of financial data and provides accurate and up-dated financial information to HQ on a continuous basis.
-Interprets financial policies and procedures particularly relating to NEX and provides guidance and training to staff and project managers.  Strives to identify ways in which programme financial needs can be met within existing policies.
-Assists in the management of the Country Office budget by budget formulation, controlling allotments, monitoring expenditures, and preparing revisions according to the needs of the office.
-Ensures the effective financial recording and reporting system, internal control and audit follow-up and processes financial transactions in an accurate and timely way.
-Reviews and monitors charges for common services and cost recovery taking into account maximum cost efficiency and represents UNFPA’s interest in related negotiations and agreements.
-Follow up on the NEX audit cycle including planning, pre-audit activities with IPs and during compliance phase.

CORE COMPETENCIES
-Integrity/Commitment to UNFPA's Mandate/Value diversity
-Performance Management
-Working in teams
-Self-management/Emotional intelligence
-Communicating information and ideas and good writing skills;
-Appropriate and transparent Decision Making
-Analytical and Strategic Thinking/Commitment to Excellence
-Knowledge Sharing/Continuous learning

FUNCTIONAL COMPETENCIES:
-Business Acumen
-Managing documents and reports
-Managing information and workflow
-Planning, organizing and multi-tasking
-Client orientation and organizational awareness
-Job knowledge / technical expertise

Academic Requirements and Experience
-Bachelor’s degree in business administration, and/or finance is preferable;
-8 years of relevant experience in the public or private sector, preferably with the UN system;
-Fluency in oral and written English and Arabic (knowledge of Hebrew is a merit;
-Proficiency in current office software application;
-Proficiency in Atlas/ PeopleSoft is a merit.


UNFPA provides a work environment that reflects the values of gender equality, teamwork, respect for diversity, integrity and a healthy balance of work and life. We are committed to maintaining our balanced gender distribution and therefore encourage women to apply.
Notice: There is no application, processing or other fee at any stage of the application process.

UNFPA does not solicit or screen for information in respect of HIV or AIDS and does not discriminate on the basis of HIV/AIDS status.

Candidates are asked to submit a cover letter, recent CV and complete P11 form to

by closing date and time for applications 21 October 2012 (15:30 Jerusalem time). Only those short-listed for the position will be contacted.