SPECIAL NOTE:

Applicants applying for UNFPA General Service posts located in New York must have a valid G-4 visa or U.S. Permanent Residency or U.S. Citizenship at the time of their application.

The Position:

This position is located in the Media and Communications Branch (MCB), Division of External Relations (DER). Reporting to the Chief, Media and Communications, the Finance & Administrative Associate provides organizational, administrative and financial management assistance to the team.

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:

We are looking for a detail-oriented team player to actively oversee and manage the finance needs of the team. This includes supporting team focal points with finance and budgeting matters including end-of-year closing and liaising with Procurement and Finance departments at HQ. The candidate will also support recruitment and onboarding, coordinate branch-wide initiatives and manage travel for the Branch Chief.

A strong candidate for this role is a professional who exercises good judgment with regard to sensitive information and exudes a positive, proactive and helpful attitude when engaging with internal and external partners. The individual should have a proven record of delivering tasks efficiently and of managing multiple projects simultaneously. The candidate should have demonstrated experience working with a diverse team and enjoy a fast-paced working environment in a communications team working to advance sexual and reproductive health and rights.

You would be responsible for:

Finance

• Work closely with the Branch Chief and other colleagues as necessary to monitor the expenditure and annual operating budget of the Branch.
• Work with the Branch Chief to implement inter-branch funds transfer requests, in line with annual work planning, and manage budget allocation to special projects
• Ensure that proper financial hygiene is conducted throughout the year to facilitate a smooth end-of-year closing
• Lead the year-end closing of accounts, in close collaboration with colleagues from MCB, the Supply Chain Management Unit and Finance
• Advise MCB staff on all aspects of finance, including the organisation’sERP systems (Quantum and QuantumPlus), budgeting (PowerBI), and UNFPA financial rules and regulations
• Review financial data and reports to ensure appropriate implementation and follow-up with Finance Unit when necessary
• Participate in ongoing training on the corporate ERP system as needed and share knowledge with team members.

Organizational and Administrative Support

• Financial management of regular suppliers, including coordination of purchase order agreements and swift processing of financial transactions, including invoice payments
• Submit internal finance requests including budget reversal, general ledger and cost recovery, etc.
• Assist with the hiring of team members by preparing and submitting the required documentation, onboarding, and issuing timely payments
• Assist periodically with distributing MCB publications and promotional materials to UNFPA staff in other HQ units
• Provide support for procurement activities on request, including communicating with the Supply Chain Management Unit, ensuring compliance with guidelines and policies, processing paperwork
• Provide logistical and administrative support to MCB as needed, including organizing and preparing for meetings or drafting correspondence
• Provide guidance to MCB staff responsible for preparation of travel requests on travel rules and regulations
• Support Branch Chief in maintaining documents related to overall team management and support, such as staff lists, org charts, etc.
• Prepare travel authorizations and make travel arrangements for the Branch Chief and other team members if needed; prepare travel documentation for issuance of tickets, obtain security clearances and file F10 claim reports for expense recovery upon return
• Perform other activities requested by the Branch Chief to ensure the success of the team.

Qualifications and Experience:

Education:

• Completion of secondary level education required. Undergraduate degree or equivalent training or coursework relevant to this post is an advantage

Knowledge and Experience:

• Six (6) years of finance and administration related work experience, preferably within the United Nations system,
• Proficiency in use of spreadsheets, word processing and computerized accounting systems,
• Strong written and oral communication skills,
• Ability to organize effectively, work under pressure with attention to detail, precision and accuracy,
• Experience of accounting framework and systems,
• Dedication to UN principles and demonstrated ability to work harmoniously with a diverse range of people.

Languages:

Fluency in English is required. Knowledge of a second UN language is desirable.

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,
• Working in teams/managing ourselves and our relationships,

Functional Competencies:

• Managing finance, financial processes and financial data analysis
• Managing information and workflows
• Planning, organizing and multitasking
• Providing logistical support

Compensation and Benefits:

This position offers an attractive remuneration package including a competitive net salary plus health insurance and other benefits as applicable.

UNFPA Work Environment:

UNFPA provides a work environment that reflects the values of gender equality, diversity, integrity and healthy work-life balance. We are committed to ensuring gender parity in the organization and therefore encourage women to apply. Individuals from the LGBTQIA+ community, minority ethnic groups, indigenous populations, persons with disabilities, and other underrepresented groups are highly encouraged to apply. UNFPA promotes equal opportunities in terms of appointment, training, compensation and selection for all regardless of personal characteristics and dimensions of diversity. Diversity, Equity and Inclusion is at the heart of UNFPA’s workforce – click here to learn more.

Disclaimer:

Selection and appointment may be subject to background and reference checks, medical clearance, visa issuance and other administrative requirements.

UNFPA does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process and does not concern itself with information on applicants’ bank accounts.

Applicants for positions in the international Professional and higher categories, who hold permanent resident status in a country other than their country of nationality, may be required to renounce such status upon their appointment.