You will report directly to the Head of the Tamale Decentralised Office by performing a range of standard administrative and financial processes and facilitate a fully accountable, smooth functioning, well-managed and results-oriented Decentralised Office, including programme management, delivery and oversight, in compliance with UNFPA rules and regulations. The AFA closely collaborates with the programme staff in the TDO and operations team based in the Accra.
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
Under the guidance and overall supervision of the Representative, the direct supervision of the Programme Specialist/Head of TDO, and in close consultation with the International Operations Manager, the Finance and Administrative Associate provides leadership and advice in a number of aspects of Country Office management and operations within the context of the TDO; including finance, administration, information technology and human resources. His/her role is to facilitate a transparent and efficient services and promotes a client-focused and results-orientated approach, ensuring high quality and accuracy of work and compliance with UNFPA policies and procedures to TDO.
You would be responsible for:
Management and technical leadership support
Ensures the strategic and efficient management of office and programme financial resources through planning and tracking of available resources, exercising appropriate financial control and ensuring corporate financial policies are met.
Prepares and monitors the TDO 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.
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 the CO on a continuous basis.
Ensures the monitoring of programme financial performance for all core and non-core resources by ensuring that the necessary financial information and analysis is available, including implementation rate against indicators/results. Detects potential over/under-expenditure problems and recommends remedial action.
Ensures the effective financial recording and reporting system, internal control and audit follow-up.
Monitors and evaluate the effectiveness of financial processes within the TDO and ensures 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.
Liaises closely with other UN personnel for any common operational matters to promote operational efficiency and cost-savings.
Programme Management
Supports the achievement of programme results by adapting processes and procedures, anticipating and managing operational requirements of programme inputs under national execution in terms of personnel, sub-contracts, equipment, fellowships, study tours and other programme-related events.
Management of Human Resources
Advises on Human Resource policies and benefits and implements and monitors corporate HR policies and systems including performance management.
Ensures the overall effectiveness and efficiency of the HR function within the TDO.
Security Management
Implements security measures and drives SRM/MOSS compliance.
Ensures the fulfilment of all reporting requirements pertaining to SRM/MOSS in a timely and accurate manner.
Ensures that relevant security equipment is available and in working condition for use in the office and vehicles.
Asset Management
Maintains and manages the TDO asset register, including yearly certification.
Maintains and monitors assets per location and assets per custodian lists.
Ensures that assets are functioning as required, and repairs carried, as necessary.
Checks when equipment is due for replacing and manages the disposal of such equipment, including performing the necessary administration.
Administrative Support
Ensures that all financial and HR transactions are processed in an accurate and timely manner.
Ensures the timely completion of all financial and other administrative requirements.
People Management & Leadership:
Provides information, technical advice and guidance on aspects of financial management; including HACT/NEX procedures, auditing, budgets, and cash flow management.
Liaising and advising on best practices, as necessary in-house, as well as, with external stakeholders.
Keeps TDO personnel abreast of the latest developments in Operations related policies and procedures, including regular reporting of financial information.
Drives local capacity building in finance and administration. Ensures that staff are trained in relevant finance and administration areas.
Exchanges relevant information and maintains an open line of communication with colleagues and his/her supervisor.
Undertake other duties as assigned by the supervisor(s) and Country Office Leadership.
Ensures that all safety and security equipment is compliant with UNFPA/SRM security requirements.
Follows up when staff do not respond to calls or emails.
Ensures that staff/personnel are assigned ID cards.
Liaises with UNDSS on all relevant security matters.
Education
Completed Secondary Level Education required.
An undergraduate degree in accounting, business administration, finance, public administration, or similar discipline desirable.
Knowledge and Experience
At least five years of progressively responsible experience in accounting, administrative services, human resources and/or procurement in a public or private sector environment.
Detailed knowledge and understanding of financial, clerical, administrative, secretarial best practices and procedures within a multicultural corporate environment.
Proven track record of performance and ability to produce demonstrable results.
Experience in working with government institutions, NGOs and/or donor institutions.
Previous experience in the UN is an asset.
Must be a team player with ability to work across teams.
Proficiency in current software applications and corporate IT systems, and cloud based systems, highly desirable.
Good knowledge of ERP systems, such as, People Soft, Oracle, SAP or other systems is an asset.
Languages
Fluency in English is required; knowledge of other official UN languages would be an asset.
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:
Advocacy/advancing a policy-oriented agenda
Delivering results-based programmes
Leveraging the resources of national governments and partners/building strategic alliances and partnerships
Innovation and marketing of new approaches
Facilitating quality programme results
Internal and external communication and advocacy for results mobilisation
Managerial Competencies (if applicable):
Engaging in internal/external partners and stakeholders,
Leading, developing and empowering people, creating a culture of performance
Making decisions and exercising judgment
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.
