Background

Under the guidance and direct supervision of the UNFPA Assistant Representative, the Administrative/Finance Associate as a member of the CO management services team, provides functional leadership in human resource, administrative and financial systems and ensures effective functioning of financial operations of the Country Office. He/she delivers quality services in HR, administration and finance to internal and external clients mastering all relevant rules, guidelines, processes and procedures. He/she takes a client-oriented, results-focused approach to interpreting the rules, procedures and guidelines in service of the country programme, providing support and guidance to the Country Office and UNFPA-supported projects He/she works closely with programme and project staff providing financial monitoring and analysis of projects and advising managers on expenditure trends and implementation rates. He/she may supervise clerical and support staff. Also he/she delivers quality services in administration to internal and external clients mastering all relevant rules, guidelines, processes and procedures. He/she takes a client-oriented, results-focused approach to interpreting the rules, procedures and guidelines in service of the country programme, providing support and guidance to the Country Office and UNFPA-supported projects. Results-Oriented Functional Statement FINANCE Supports the monitoring of programme financial performance for all core and non-core resources by providing necessary financial information and analysis, including implementation rate against indicators/results. Detects potential over-under expenditure problems and suggests remedial action. Develops tools and mechanisms for effective and efficient monitoring of programme and project budgets, coordinates compilation of financial data and provides accurate and updated financial information to HQ on a continuous basis. Interprets financial policies and procedures particularly relating to NEX and provides guidance and training to staff and project managers. Strives to identify ways in which programme financial needs can be met within existing policies.

 Assists in the management of the Country Office budget by budget formulation, controlling allotments, monitoring expenditures, and preparing revisions according to the needs of the office. Ensures the effective financial recording and reporting system, internal control and audit follow-up and processes financial transactions in an accurate and timely way. Reviews and monitors charges for common services and cost recovery taking into account maximum cost efficiency and represents UNFPAs interest in related negotiations and agreements ADMIN Adapts processes and procedures, anticipates and manages operational requirements of programme/project inputs under national execution in terms of personnel, sub-contracts, equipment, fellowships, study tours and other programme and project related events to facilitate programme/project delivery. Prepares and monitors the administrative budget and ensures financial transactions are in accordance with UNFPA financial rules and procedures. Proposes procedures to improve internal controls and efficiency and responds to audit issues. Manages the recruitment and selection process applying best practice HR tools and mechanisms, advises and briefs managers and project personnel on different types of contracting modalities, HR policies and benefits, coordinates the PAD process and advises on performance issues. Implements corporate systems and applications in support of finance and human resource management and country office operations; creates systems and mechanisms for effective management of UNFPA resources required for NEX, and advises and trains project staff in NEX procedures. Maintains continuous and accurate/up-dated flow of information between Country Office, RO and HQ. Reviews procurement requests and initiates procurement procedures for office and project equipment, supplies and services in a transparent and cost-effective manner; recommends procurement decision. Contributes to the smooth running of the office by ensuring the provision and maintenance of services and supplies following-up processes and maintaining up-to-date inventory and records. Reviews and prepares material for common system activities relating to common services and premises, cost recovery, privileges and immunities, entitlement and salary surveys, security etc and represents UNFPA in related inter-agency meetings and working groups in the absence of supervisor.

Qualifications

Secondary Academic Requirements: education, but candidates with a Bachelors degree in economics, business administration, public administration, finance, information technology or related field (or an advanced degree) will have a distinct advantage. Knowledge Ten years of relevant administrative experience in the public and Experience: or private sector of which at least Ability to interpret 6 years in finance; financial rules, regulations and procedures and explain them clearly and Ability to interpret administrative and personnel rules, concisely; Proficiency regulations and procedures and explain them clearly and concisely; in use of spreadsheets, word processing and computerized accounting systems; Knowledge of web-based financial management applications, such as ATLAS or Previous Good writing and communication skills. similar, would be an asset Fluency in oral andexperience in the UN would present an advantage Languages: written English and Bosnian/Croatian/Serbian languages Computer skills: Proficiency in use of modern e-mail communication software, word processing and Advanced knowledge of spreadsheets (e.g. MScomputerized accounting systems; Knowledge of financial and web management programmes would be anExcel). asset.