Fixed Term

National Post: Administrative and Finance Associate, GS7

28 May 2018

Astana, Kazakhstan

 

 

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UNFPA, the United Nations Reproductive Health and Rights Agency, is the leading UN agency that enhances the ability of women and youth to maintain sexual and reproductive health and have healthy children. UNFPA accelerates progress towards universal access to sexual and reproductive health, including voluntary family planning and healthy motherhood. It also promotes the realization of the rights and opportunities of young people.

The Administrative and Finance Associate position is located in the UNFPA Kazakhstan Country Office based in Astana. Under the guidance and supervision of the Representative, the Administrative and Finance Associate provides quality services in the areas of finance, human resources (HR), procurement and general administration to internal and external clients mastering all relevant rules, guidelines, processes and procedures. S/he supervises clerical and support staff. 

 

 

Main Tasks & Responsibilities

 

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A.  Finance and Budget Management

 

  • Prepare annual budget and budget revisions for operational activities and enter in the GPS module in Atlas;
  • Provide timely operational clearance in GPS on programme-related budgets and send to commitment control (KK);
  • Perform Finance User function in ATLAS and verify completeness and accuracy of payment requests in line with prevailing policies, etc., identifying and following up with relevant personnel on errors and gaps;
  • Raise Accounts Payable (AP) vouchers in ATLAS and ensure proper payee information, accurate COA and approved amount and liaise with UNDP to ensure timely processing in the system as required;
  • Create, edit and present information (queries, reports, documents) in visually pleasing, clear and presentable formats;
  • Ensure timely submission of VAT amounts to UNDP and perform reconciliation on a regular basis;
  • Prepare monthly and quarterly Financial Accountability Checklists for approval by the Representative with relevant supporting documentation;
  • Monitor Institutional Budget expenses on a regular basis and submit timely requests for redeployment to HQ, if necessary;
  • Carry out cost recovery exercise to proportionately charge the common expenses to non-core resources;
  • Respond to HQ’s and RO queries as and when required and provide guidance on financial matters/policies to programme colleagues;
  • Conduct secondary review of E-FACE forms entered by Programme Associate, verify accuracy of information, ensure proper recording of expenses including timely release of funds to IPs and perform quarterly reconciliations;
  • Review monthly Atlas statements and generate financial reports in COGNOS to ensure that expenditures have been properly recorded and that the allotments are not exceeded; 
  • Ensure timely completion of year-end closure activities;
  • Develop tools and mechanisms for effective and efficient monitoring of financial resources;
  • Interpret financial policies and procedures and provides guidance to office colleagues
  • Contribute to the development of the annual assurance plan, take part in conducting spot checks of Implementing Partners jointly with programme colleagues and participate in HACT-related meetings and discussions on a regular basis;
  • Draft responses to audit findings and recommendations, and follow up accordingly
  • Review and monitor charges for common premises, services and cost-recovery taking into account maximum cost efficiency and represent UNFPA’s interest in related negotiations and agreements;
  • Implement corporate systems and applications in support of financial management;
  • Act as Petty Cash Custodian.

 

B.  General Administration including Procurement

 

 

  • Assist in the preparation of the Country office work plans, progress reports, enterprise risk management in accordance with the latest requirements of the Strategic Information System;
  • Draft and enter online procurement plan. Review procurement requests and initiate procurement procedures for the office;
  • Liaise with the Procurement Services Branch, RO and other relevant offices on procurement-related issues;
  • Monitor and update vendor performance and assessment in the system;
  • Contribute to the smooth running of the office by ensuring provision and maintenance of services and supplies following-up and maintaining up-to-date assets and records;
  • Coordinate and supervise shipment and custom clearance, travel, event management, administrative surveys, transportation services and insurance, space management, procurement of supplies;
  • Coordinate asset management, periodic assets reports, coordination of physical verification of assets;
  • Actively contribute to the UN Operations Management Team and relevant sub-groups;
  • Actively contribute to the Operations Community within UNFPA;
  • Act as security focal point for the UNFPA CO;
  • Carry out regular security-related self-compliant exercise.

 

C. Human Resources Management

 

  • Assist in HR management, coordinated recruitment and the selection process applying best practices HR tools and mechanisms;
  • Act as HR local recruiter and HR focal point;
  • Assist the Representative in monitoring the compliance of the Performance Appraisal and Development cycle (PAD) and staff learning and development (training and workshops).

 

Carry out any other duties as may be required by the Representative.

Work Relations

Internal partners include ITSO, to resolve Atlas-related queries; Finance Branch, to resolve budgeting and expenditure issues; DHR, for personnel related issues; OAIS, for audit related issues; Programme Division and Operations Community, to resolve policy and procedural issues. 

 

 

Qualifications and Experience

 

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Education:     Completion of secondary school education required. First level University degree in finance, business administration or public administration is desirable.

 

Knowledge and Experience:

 

  • 7 years of relevant experience in administration and finance in the public or private sector.
  • Ability to interpret financial rules, regulations and procedures and explain them clearly and concisely;
  • Ability to interpret administrative and personnel rules, regulations and procedures and explain them clearly and concisely. Experience in UN personnel and administrative procedures desirable;
  • Proficiency in use of spreadsheets, word processing and computerized accounting systems;
  • Previous experience in the UN, as well as, experience of UN accounting framework and systems, Atlas/PeopleSoft desirable;
  • Good writing and 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

Managerial Competencies:

  • Providing strategic focus
  • Engaging internal/external partners and takeholders
  • Leading, developing and empowering people/ creating a culture of performance
  • Making decisions and exercising judgment

Functional Skill Set:

  • Managing the organization’s financial resources
  • Providing procurement services · Ensuring facilities and assets management
  • Providing logistical support
  • Managing data
  • Managing documents, correspondence and reports
  • Managing information and work flow
  • Planning, organizing and multitasking
  • Supporting financial data analysis

Languages: Fluency in English and Russian is required. Good knowledge of Kazakh language is highly desirable. 

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Disclaimer

 

NB! How to apply:

Interested and qualified candidates should apply on-line through this site by clicking "APPLY NOW" button. Incomplete applications will not be given consideration.

Please note that only short-listed applications will be contacted.

UNFPA is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups are equally encouraged to apply. All applications will be treated with the strictest confidence. 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.

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