UN Women | Admin and Finance Assistant

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Job ID/Title :UN Women Admin and Finance Assistant
Brand :UNWOMEN
Application Deadline :20-Nov-15
Duty Station :Jerusalem & Ramallah
Languages Required :Arabic, English,
Duration of Initial Contract : One year

Background:
The UN Women (UNW), grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security. Placing women’s rights at the center of all its efforts, the UN Women leads and coordinates United Nations system efforts to ensure that commitments on gender equality and gender mainstreaming translate into action throughout the world. It provides strong and coherent leadership in support of Member States’ priorities and efforts, building effective partnerships with civil society and other relevant actors.
UN Women plays an innovative and catalytic role in the occupied Palestinian territory (oPt) since its inception in 1997. UN Women oPt focuses its activities on one overarching goal, namely to support the implementation at the national level of existing international commitments to advance gender equality in line with the national priorities. In support of this goal and thoroughly taking into consideration the specificities of the oPt context, UN Women concentrates its efforts and interventions toward the realization of following strategic goals: Engendering governance, peace and security; Supporting women's economic security and rights; and Promoting women’s rights and protection against violence.
In December 2006, UNDP and the Government of Spain signed a far-reaching agreement to establish a new fund to accelerate efforts to reach the Millennium Development Goals, and to support UN reform efforts at the country level. In 2007, the Millennium Development Goals Achievement Fund (MDG-F) was established by an agreement between the Government of Spain and the UNDP on behalf of the United Nations system. This was the largest development cooperation mechanisms designed to actively promote MDG achievement and inter-agency cooperation. In continuing their support of inter-agency cooperation aimed at MDG achievement, and based on the experience gained with the MDG-F, the Government of Spain and the UNDP have established a new Fund: the “Sustainable Development Goals Fund” (SDG-F). The SDG-F will intervene in a number of thematic areas and one of the thematic windows under the SDG-F is inclusive economic growth.
In the occupied Palestinian territory (oPt), UN Women has led the development of the joint programme (JP) “Creating a One-Stop-Shop for Sustainable Businesses” in partnership with FAO and ITC, which is designed to contribute to fostering institutional and sustainable economic development through supporting women owned or run Micro, Small and Medium Enterprises (MSME’s) working in culture and agriculture industries. It aims at contributing to the achievement of MDG 1 (eradicating extreme poverty), MDG 3 (promoting gender equality and empowering women) and MDG 7 (ensuring environmental sustainability).

UN Women will work jointly with FAO and ITC in the oPt in collaboration with governmental institutions, local authorities, private sector, community based organizations and civil society at large. The programme relies on a participatory bottom-up approach to a) establish policies and practices for promoting and supporting MSME’s, b) creation of a one-stop-shop and two business shops to support cultural and agricultural MSME’s in developing and sustaining their businesses. Consequently it is expected that at the end of the project cycle the JP will have achieved the following outcomes:

-Public and private sectors have enhanced policies and practices for inclusive socio-economic development of women owned/run MSME’s and cooperatives
-Increased access and competiveness of women run MSME’s and cooperatives’ products in local, regional and international markets.

Description of Responsibilities:

Under the overall supervision of UN Women Special Representative, and under the direct supervision of the JP Programme Analyst, and in accordance with the One Stop Shop Programme document “Creating a One-Stop-Shop for Sustainable Businesses”, in partnership with FAO and ITC, UN Women is seeking to recruit an Admin and Finance Assistant who will report to the Programme Analyst and will collaborate closely with the JP team comprised of the Programme Associate and the M&E officer, as well as with other staff members of the Economic Security and Rights’ programmes and UN Women operations team. She/he will provide support to office operations performing a variety of standard administrative and financial processes ensuring high quality and accuracy of work. The Administrative/Finance Assistant promotes a client, quality and result-oriented approach.
The Administrative/Finance Assistant will undertake the following tasks, duties and responsibilities:
-Provide administrative and logistical support and back up to the ESR Programme staff, including but not limited to organizing workshops, meetings, events etc, both internal and external;
-Arranging and coordinating appointments, meetings and workshops for in-coming and outgoing official missions;
-Arrange appointments and meetings, maintain the programme team agenda;
-Assume role of Finance User in Atlas; preparing accounts payable vouchers and raising vouchers on ATLAS.
-Enter new budgets and support in conducting budget revisions on ATLAS as requested by the Programme Analyst and Programme Associate.
-Assist the Programme Analyst and the Programme Associate by tracking project expenditures and keep her/him informed regarding budget expenditures and delivery status;
-Support in drafting the delivery plan for the Programme, and keeping track of spending.
-Liaise with UNW focal points on reporting requirements to donors.
-Assist the ESR Programme staff in preparation of detailed budget work plans and official payment requests to donors.
-Liaise on daily basis with UNW Finance Associate on all project financial matters.
-Liaise and follow up with programme partners and consultants for any matter related to contractual issues, and financial reporting requirements;
-Follow up with government and non-government partners on submission of quarterly financial reports (Face Forms); visit the partners regularly (separately or jointly with the Programme Associate and/or Analyst) to verify reported expenditures against submitted financial documents (invoices, bills, contracts, etc.).
-As required, compile data, draft, translate routine and official correspondence, presentations, various documents and reports, some of which are confidential;
-Assist the Programme team by drafting minutes of meetings. Assist in ensuring follow up to action points;
-Receive public inquiries, requests for information as necessary and refer inquiries to appropriate personnel for handling;
-Maintain the JP filing system and contact lists;
-Provide travel facilitation support through liaising with UNW HR focal person.
-Liaise with UNW human resources focal person to prepare travel arrangements and HR support as requested.
-Liaise with service providers and suppliers, including preparing VAT exemption requests, ensuring compliance with VAT exemption rules and procedures and other relevant requirements (legal, financial etc.); courier services, travel arrangements for Joint Programme team; follow up on maintenance of equipment, software and systems.
-Prepare correspondence in English and Arabic, as requested;
-Prepare translations from English to Arabic and vice-versa, as requested;
-Perform other duties as required.

Competencies :

CORE VALUES / GUIDING PRINCIPLES:
-Integrity: Demonstrating consistency in upholding and promoting the values of UN Women in actions and decisions, in line with the UN Code of Conduct;
-Cultural Sensitivity/Valuing diversity: Demonstrating an appreciation of the multicultural nature of the organization and the diversity of its staff. Demonstrating an international outlook, appreciating differences in values and learning from cultural diversity.
CORE COMPETENCIES:
-Ethics and Values: Demonstrating / Safeguarding Ethics and Integrity;
-Organizational Awareness: Demonstrate corporate knowledge and sound judgment;
-Developing and Empowering People / Coaching and Mentoring: Initiative-taking; coaching and mentoring ability;
-Working in Teams: Acting as a team player and facilitating team work;
-Communicating Information and Ideas: Facilitating and encouraging open communication in the team, communicating effectively;
-Self-management and Emotional intelligence: Creating synergies through self-control.
-Conflict Management / Negotiating and Resolving Disagreements: Managing conflict;
-Knowledge Sharing / Continuous Learning: Learning and sharing knowledge and encourage the learning of other.

Qualifications :

Education:
-High school diploma, finance, management or related fields. Bachelor degree in administration, finance, management, Bachelor Degree will be considered as an asset.
Experience:
-3 years of relevant experience (with relevant experience in administrative, finance, human resources and travel services. Alternatively,
-Experience in the usage of computers and office software packages (word processing, spreadsheets, database, internet applications
-Previous working experience with UN or international Agencies is an asset.

Language Requirements:
Very good verbal communication and writing skills in both English and Arabic.