The Administrative and Finance Associate in Zambia delivers effective administrative and finance advice and services to internal and external clients and contributes to the efficient and sound financial operation of the UNFPA Programme in Zambia, applying all relevant rules, guidelines, processes and procedures and taking a client-oriented and result-focused approach when providing guidance to Country Office personnel and Implementing Partners (IPs).
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 current strategic plan (2018-2021), 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.
Main Tasks & Responsibilities
The Administrative and Finance Associate would be responsible for:
- Effective Administrative Advisory Services and Support to Programme Team and IPs
- Ensure effective implementation of corporate policies and procedures, systems and applications in support of the UNFPA Programme operations in Zambia.
- Create systems and mechanisms for effective administration management and financial resources required for NEX procedures. Maintains continuous and accurate/up-dated flow of information between Zambia CO office, and IPs.
- Keep all personnel abreast of latest developments in UNFPA Policies and Procedures as they relate to the programme including regular reporting of substantive and financial information.
- Drive local capacity building in finance and administration and ensure that the personnel are trained in the relevant finance and administration areas.
- Ensure all office assets are properly utilized and managed and maintain proper inventory thereof for verification at any times.
- Coordinate closely with the UNFPA Operations team to ensure timely delivery of needed support and services.
- Supervise, support and mentor relevant staff in finance and administration roles. These include the Finance Associate, Administrative Assistant and Finance Assistant.
- Management of Programme Financial Resources
- Support the monitoring of programme financial performance, by providing necessary financial information and analysis, including implementation rate against indicators/results; detecting potential over/under expenditure problems and proposing remedial action.
- Develop effective mechanisms for monitoring programme and project budgets; coordinate compilation of financial data; and regularly provide accurate, up to date financial information to the programme teams in Zambia, regional office and HQ as needed
- Interpret financial policies and procedures and provide training and guidance to staff and project managers. Strive to identify innovative ways in which programme financial needs can be met within existing policies.
- Assist in the management of the CO budget, by budget formulation, controlling allotments, monitoring expenditures, and preparing revisions as required.
- Process financial transactions in an accurate and timely way.
- Maintain an effective financial recording and reporting system, internal control and audit follow-up.
- Participate in the Operations Management Team (OMT) and security cell meetings and other inter-agency meetings and working groups of the UN common system to backstop or in the absence of the OM, to represent UNFPA .
- Support programme team in preparing necessary financial reports, and funding proposals for submission to relevant donors and relevant UNFPA Units
- Conduct quarterly analysis of programme finances and provide feedback on progress in line with set targets in SIS.
- Lead UNFPA Country Office operationalization of mandatory corporate financial processes including but not limited to project closures, end of year closure, audits etc.
Efficient and accurate management of resources entrusted to Programme Implementing Partners (IPs):
- In consultation with relevant programme officers, assist in the effective monitoring and follow up of funds transferred to relevant Implementing Partners (IPs) through direct National Implementation (NEX) modality.
- Ensure that financial transactions, including advances of funds to implementing partners, are processed in an accurate and timely way by reviewing supporting documents and ensuring that advances and expenditures are in accordance with relevant policies and procedures.
- Review and assess whether the amount reported on the statements of expenditures issued by the IPs (Funding authorization and certificate of expenditures - eFACE form) correspond to the amounts recorded in the Implementing Partners’ accounting system, the approved budget, and reconciles to the bank statements.
- Perform periodic spot checks (on-site reviews) to assess the accuracy of the financial records for cash transfers to the IPs, the appropriateness and integrity of relevant supporting documents, the status of programme implementation, and ensure timely follow up of previous spot checks findings and recommendations.
- Review the IPs’ internal controls with respect to financial management, procurement and/or other controls required to implement the activities defined in the work plan; and reviewing expenditures to confirm that documentation supports the expenditures and that they are in accordance with the work plan, project document and other UNFPA’s regulations, as applicable.
- Working with relevant programme officers, follow up with relevant implementing partners (IPs) to ensure IPs’ timely implementation of audit recommendations on internal controls and project management.
Assist in strengthening the performance of administrative and finance staff of implementing partners through periodic on-site one-on-one training as well as group training:
- Conduct financial reconciliations where required.
- Ensure goods and services procured have been received and used to implement the activities in line with the work plan or programme document.
- Participate in the physical inspection of project assets and inventories.
- Perform other duties as assigned.
Qualification and Experience:
- First level university degree in Accounting, Finance, Business Management, ACCA or similar discipline
Knowledge and Experience:
- Minimum of six (7) years of relevant experience in finance, administration or office management.
- Proven experience and track record in successfully managing and implementing financial policies, processes and systems in development organizations at national or international level.
- Proficiency in current Microsoft Office applications (especially Microsoft Excel and Word).
- Experience in using ERP system (e.g. PeopleSoft, Oracle, SAP) or similar integrated systems/ applications.
- Ability to write clearly and concisely.
- Working experience with UN organizations an advantage
- Exemplifying integrity
- Demonstrating commitment to UNFPA and the UN system
- Embracing cultural diversity
- Embracing change
- 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
- Managing the organization’s financial resources
- Implementing management systems.
- Business acumen and ability to multi-task and balance competing priorities.
- Innovation and marketing of new approaches.
- Pro-activeness and client orientation.
- Organizational awareness.
- Job knowledge/technical expertise.
Other Desirable Skills:
- Developing people/fostering innovation and empowerment;
- Analytical and strategic thinking
- Communication, information and ideas/knowledge sharing
- Appropriate and transparent decision making
- Supervisory skills
- Commitment to excellence
- Compensation and Benefits
Compensation and Benefits:
This position offers an attractive remuneration package including a competitive net salary, health insurance and other benefits as applicable.
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 hotline
Method of Application
UNFPA has established an electronic application management system. This allows applicants to create a candidate profile, which can be updated regularly and submitted for more than one vacancy.
Apply for this position through the E-Recruit System of UNFPA. Submit your CV and Application on Company Website : Click Here
PLEASE NOTE: UNFPA does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment 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.