Vacancy: Admin – Finance Assistant -UNFPA (Deadline July 2024)
Vacancy: Admin – Finance Assistant -UNFPA (Deadline July 2024)
Admin – Finance Assistant (Canada Project), Lima, Peru
Position Overview
The Admin – Finance Assistant will assist and support the administrative and financial management of the project “Liberando su potencial: empoderando a niñas, adolescentes y mujeres jóvenes para el ejercicio de sus derechos.” This position reports to the Project Manager.
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Level: SB3
Contract Type: Service Contract
Duty Station: Lima, Peru
Application Deadline: 04 Jul 2024, 05:00 PM (America/New_York)
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. The UNFPA Strategic Plan (2022-2025) focuses on three transformative results: ending preventable maternal deaths, ending unmet need for family planning, and ending gender-based violence and harmful practices. The plan calls for building forward better while addressing the negative impacts of health pandemics and climate crises on women’s and young people’s access to sexual and reproductive health and reproductive rights.
Key Responsibilities
Project Implementation and Logistics Management:
- Support the registration and review of work plans and budgets in corporate financial and programmatic systems (ERP).
- Provide necessary administrative support to ensure the administrative-financial implementation of the project in compliance with UNFPA regulations, procedures, and policies.
- Prepare and update the project’s procurement plan monthly or as needed.
- Assist in the screening process of suppliers.
- Support participation in various procurement committees as required.
- Provide support in acquisition processes: micro-purchases, requests for quotes, and communications with suppliers.
- Coordinate and provide logistical support for project-related missions.
- Coordinate requirements and documentation for the hiring of consultants.
- Administrative support in organizing events managed by the project.
- Perform other functions/activities as needed throughout the contract in any intervention areas.
Financial Administration and Document Management:
- Perform tasks in full compliance with financial regulations, policies, and procedures, including internal controls.
- Conduct budget reviews and financial monitoring of project budget execution.
- Identify progress, challenges, and propose actions to ensure budget execution within established deadlines and quality.
- Review and verify financial transactions, activities, and documentation. Take corrective actions as needed.
- Prepare payment requests, validate conformities, create suppliers (formerly vendors), prepare purchase/service orders, verify supporting documents, and follow up on payments to suppliers and consultants.
- Provide administrative support for the recruitment, selection, registration, and monitoring of Implementing Partners (IP) as required.
- Assist Implementing Partners in fulfilling their administrative processes by providing necessary support and resources to ensure quality and timely delivery of administrative and financial documents.
- Review eFACE renditions and necessary documents, ensuring their processing and subsequent approval by the Project Officer.
- Prepare, organize, and distribute all relevant project documents, including correspondence, contracts, financial reports, and others.
- Ensure all project documents are properly archived in the IDocs document management system.
- Maintain an updated contact list, aligning with the Country Office’s general list.
- Support the registration process of work plans with APCI and the IGV recovery process.
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Monitoring and Reporting:
- Assist the Project Manager in budget planning and activity monitoring based on the resource and results framework.
- Track financial execution of projects.
- Assist the Project Manager in preparing financial reports.
- Prepare documents and reports for control mechanisms necessary in managing Work Plans of Implementing Partners (spot checks, micro assessments, and audits).
Required Competencies
Values:
- Exemplifying integrity
- Demonstrating commitment to UNFPA and the UN system
- Appreciating cultural diversity
- Demonstrating commitment to gender equality
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:
- Management and Leadership:
- Organizational skills and the ability to work in a team
- Positive and constructive attitude with energy
- Excellent analytical and writing skills
- Communication:
- Effective written and oral communication skills
- Networking and interpersonal skills
- Customer Orientation:
- Investigating possible solutions to internal and external client needs
- Organizing and prioritizing work schedules
- Establishing and maintaining effective relationships with clients
- Partnership:
- Developing and coordinating strategic partnerships
- Engaging stakeholders in decision-making processes
- Professionalism:
- Demonstrating professional competence and mastery of subject matter
- Efficiently meeting commitments and deadlines
- Clear and effective communication
Qualifications and Experience
Education:
- Bachelor’s degree or professional qualification in economics, administration, accounting, business engineering, or related fields.
Experience:
- Minimum 7 years of experience in administrative, financial, procurement, and/or project assistance roles.
- Prior experience in UN organizations, international organizations, and/or cooperation is desirable.
- Experience in development or humanitarian response projects and/or sexual and reproductive health and/or gender-based violence is desirable.
- Familiarity with updated ERP systems (Quantum and QuantumPlus) is a plus.
Other Skills:
- Teamwork skills
- Analytical abilities and report writing skills
- Proficiency in computer systems, such as Quantum+
- Fluency in Spanish (oral and written)
- Intermediate English knowledge at minimum
Computer Skills:
- Proficiency in Windows environment, Internet, and office applications like Google Suite and MS Office (Word, Excel, PowerPoint).
- Experience with ERP systems is an advantage.
Compensation and Benefits
This position offers an attractive remuneration package, including a competitive net salary, medical insurance, and other applicable benefits.
Work Environment at UNFPA
UNFPA provides a work environment that reflects the values of gender equality, diversity, integrity, and a healthy work-life balance. We are committed to gender parity and encourage applications from women, LGBTQIA+ individuals, ethnic minorities, indigenous populations, people with disabilities, and other underrepresented groups.
Application Process
Only shortlisted candidates will be contacted for the next phase of the selection process. UNFPA does not charge any application fees and does not request bank account information from applicants.
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