The Position:
Administrative/Financial Associate
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. UNFPA’s strategic plan (2022-2025), reaffirms the relevance of the current strategic direction of UNFPA and focuses on three transformative results: to end preventable maternal deaths; end unmet need for family planning; and end gender-based violence and harmful practices. These results capture our strategic commitments on accelerating progress towards realizing the ICPD and SDGs in the Decade of Action leading up to 2030. Our strategic plan calls upon UN Member States, organizations and individuals to “build forward better”, while addressing the negative impacts of the Covid-19 pandemic on women’s and girls’ access to sexual and reproductive health and reproductive rights, recover lost gains and realize our goals.
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.
Job Purpose:
The United Nations Joint Programme for Gender Equality in Georgia Phase III (UNJP or the programme), funded by the Government of Sweden through the Swedish International Development Cooperation Agency (Sida), is implemented jointly by the United Nations Development Programme (UNDP), the United Nations Entity for Gender Equality and the Empowerment of Women (UN Women), and the United Nations Population Fund (UNFPA) – jointly, these entities are referred to as the Participating UN Organizations (PUNOs).
The current phase (Phase III) is a continuation, building on the modality, results and implementation mechanisms of Phase II, which ran from 2016-2022. Phase II had a final evaluation that concluded it was largely successful and noted that there was greater opportunity for impact through joint activities including advocacy and training. Phase III began on 1 July 2022 and will end on 30 December 2026.
The overall goal of Phase III of the programme is to promote gender equality and women’s empowerment by means of strengthening capacities of government at both central and local levels and across the executive, legislative and judicial branches, engaging civil society and raising public awareness about gender equality.
There are three outcomes:
1. Enhanced women’s political and economic empowerment (the work under this outcome is led by UNDP)
2. Enabling environment to eliminate violence against women and girls, especially sexual and domestic violence, created in Georgia (the work under this outcome is led by UN Women)
3. Advanced gender equality and reproductive rights, including for the most vulnerable women, adolescents, and youth (the work under this outcome is led by UNFPA)
The programme takes a holistic approach with three interrelated levels (national, local and grassroots) and multi-tiered programming based on policy advice, strengthening national systems and strengthening public advocacy.
The target population of the programme is: society at large, women, men and youth and especially excluded groups of women such as IDPs and conflict affected populations, ethnic and religious minorities, female-headed households, victims/survivors of gender-based violence (GBV).
You would be responsible for:
Overall responsibilities: Under the overall supervision of the Program Analyst/Gender, Programme Associate will provide programmatic support to the UN JP for Gender Equality in compliance with all relevant UNFPA Policies, Procedures, Rules and Regulations.
Specific responsibilities: Some specific tasks of the Project Associate will include:
Provision of administrative services:
- Set up and maintain project files
- Collect project related information data
- Administer Project Board meetings
- Organize meetings, seminars and trainings in the frame of the project. This includes preparing budgets and other materials for the meetings, coordinating travel and lodging of participants, paying DSA, etc.
- Coordinate travel arrangements and logistical issues including shipments and customs clearance; make necessary arrangements for the international and national experts missions, advise the stakeholders on all aspects of mission programming and logistics.
- Handle travel arrangements for project staff, including arrangement of visa, accommodation and transportation.
- Supplier Management: Prepare relevant documents for supplier registration/activation/deactivation/update for further reprocessing
- Perform duties of the back up to the Leave Monitor for office staff, including ensuring timely corrective action in Quantum, if required;
Project documentation management:
- Review and maintain incoming and outgoing communications; draft correspondences, memos
- Interprets administrative and procurement policies and procedures and ensures alignment of UNJP with the established rules and procedure.
- Compile, copy and distribute all project reports
Financial, Procurement and HR Management, Monitoring and reporting:
- Elaborates UNJP project budgets under the supervision of the Program Analyst/Gender, develops tools and mechanisms for the efficient monitoring of the project budgets, and provides accurate and up-dated financial information to the Project Component Manager.
- Supports Program Analyst/Gender in future arrangements/financial planning. Be fully aware of the financial status of the project and be able to provide necessary information/data.
- Keeps track of all project related transactions, including filing of contracts with staff, receipts, checks, materials under the project in order to ensure information needed for auditing purposes be easily available; maintain tracking, monitoring and/or reporting systems regarding allocations and expenditures.
- Prepares Requests for Direct Payment and ensure it is accompanied with original and legal documentation that support this request for payment.
- Acts as Requestor in Quantum to process Requisitions;
- Assists Program Analyst/Gender to recruit temporary experts/consultants in compliance with UNFPA recruitment procedures and extend their contracts (as required).
- Maintains a procurement plan, participates in conducting procurement tenders and prepares procurement contracts for goods and services.
- Performs other duties as requested by the Program Analyst/Gender
Qualifications and Experience:
Education:
Minimum education requirement:
- Completion of Secondary Education is required, AND
- First-level University degree in Management, International Relations, Finance, Business or Public Administration desirable, but it is not a requirement.
Knowledge and Experience:
Minimum Experience required:
- Minimum 7 years’ (Secondary) or 4 years (University Degree) of demonstrable relevant experience in administration and/or finance;
Desirable Experience required:
- Experience at working with government, private and international sectors;
- Working experience in the UN Common system would be an asset;
- Knowledge of international organizations’ procurement and financial rules and regulations is an asset;
- Experience in preparation of meetings and administrative documentation for projects;
- Experience with Microsoft Office applications, high proficiency in the use of MS Word, Excel and PowerPoint;
Languages:
- Fluency in written and spoken Georgian and English
Required Competencies:
Values:
- Exemplifying integrity,
- Demonstrating commitment to UNFPA and the UN system,
- Embracing cultural diversity,
- 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,
Functional Competencies:
- Corporate Responsibility & Direction;
- Good interpersonal skills, client-orientation, and ability to work in a team;
- Ability to work under pressure with several tasks and various deadlines;
- Actively generates creative, practical approaches and solutions to overcome challenging situations;
- Excellent communications and presentation skills;
- Usage of Information Technology effectively as a tool and resource;
- High level of flexibility; demonstrates openness to change and ability to manage complexities;
- Consistently approaches work with energy and a positive, constructive attitude;
- Actively works towards continuing personal learning and development, acts on learning plan and applies newly acquired skills
Compensation and Benefits:
This position offers an attractive remuneration package including a competitive net salary plus health insurance and other benefits as applicable.
Disclaimer:
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 http://www.unfpa.org/help/hotline.cfm
In accordance with the Staff Regulations and Rules of the United Nations, persons applying to posts in the international Professional category, who hold permanent resident status in a country other than their country of nationality, may be required to renounce such status upon their appointment.
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