Job Description
The Position:
The Finance Associate post is located in the UNFPA Lesotho Country Office (CO) in Maseru. The incumbent will be part of the operations team and will work under the direct supervision of the Operations Manager (OM) and under overall guidance of the Representative. S/He takes a client-oriented, results-focused approach to interpreting the rules, procedures and guidelines provides support and guidance to the CO, and supports OM in financial and administrative issues.
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 Finance and Administrative Associate 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 Lesotho, mastering all relevant rules, guidelines, processes and procedures and taking a client-oriented and result-focused approach when interpreting the rules, procedures and guidelines in relation to HR, administration and finance, while providing support and guidance to the Country Office (CO) and UNFPA-supported projects.
You would be responsible for:
- Contribute to strategic and efficient management of financial resources through planning and tracking of available resources, exercising appropriate financial controls and ensuring corporate financial policies are met.
- Monitor and evaluate effectiveness of finance processes within the country office and ensure compliance of the office business practices with the provisions of the UNFPA Policies and Procedures, work practices, and processes and drives changes for improvement where and when necessary.
- Interpret financial policies and procedures and provide guidance and training to Lesotho personnel and identify ways in which financial needs can be met within existing policies.
- Assist in the preparation of programme and operating budgets, ensure financial transactions are in accordance with UNFPA financial rules and procedures, propose procedures to improve internal controls and efficiency, and respond to audit issues.
- Compile the necessary data for financial performance analysis of the CO
- Process financial transactions, including payments to vendors, claims, cost recovery, billing, overtime payments and etc in a timely manner, liaise with UNDP to verify that financial transactions are made on time including the refund of money deposited in UNDP account; and ensure accuracy of computation, chart of accounts and attachment of required documents.
- Ensure the effective financial recording and reporting system, including preparation and submission of monthly, quarterly accountability checklists and year-end certifications and reporting in an accurate and timely manner;
- Review and monitor charges for common services and cost recovery taking into account maximum cost efficiency and represents UNFPA’s interest in related negotiations and agreements.
- Assist OM in implementation of audit recommendations and improvement of overall office compliance and accountability, including assessment and implementation of operation risks and fraud mitigation in line with enterprise risk management framework
- Assist in the effective monitoring and follow up of funds transferred to relevant Implementing Partners (IPs) through Direct Cash Transfers 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 – FACE 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) in collaboration with program colleagues 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 program 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.
- 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 financial staff of implementing partners through periodic on-site one-on-one training as well as group training.
- Managing the recruitment and selection process, applying best practice HR approaches; advising managers and project personnel on contracting options; coordinating the performance appraisal process and advising on performance issues.
- Development, management of annual training plan and liaise with Regional Office on management of learning budget
- Ensure accurate and up to date personal files at all times
- Support staff on HR related matters and liaise with UNDP
- Perform other duties as assigned by the supervisor
Qualifications and Experience:
Education:
- Bachelor’s degree in Accounting, Finance, Business Management or similar discipline is required.
Knowledge and Experience:
- Minimum of Seven (7) years of relevant experience in finance and budget 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 computerized applications.
- Ability to produce analytical reports and write clearly and concisely.
- Working experience with UN organization is desirable.
Languages:
- Fluency in English is required
Required Competencies:
Values:
- Exemplifying integrity
- Demonstrating commitment to UNFPA and the UN system
- Embracing cultural diversity
- Embracing change
Core Competencies:
- Achieving results
- Being accountable
- Thinking analytically and strategically
- Working in teams/ managing ourselves and our relationships
- Communicating for impact
- Commitment to excellence
Functional Competencies:
- Managing the organization’s financial resources
- Implementing management systems
- Fraud and operational risks management
- Business acumen and ability to multi-task and balance competing priorities.
- Innovation and marketing of new approaches.
- Pro-activeness and client orientation.
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.
Required Skills
Skills
Finance Analytical skills