POST:Admin and Finance Assistant

VACANCY ANNOUNCEMENT NO. UNIFEM/NEP/2010/003

Post Title : Admin and Finance Assistant
Organization : United Nations Development Fund for Women (UNIFEM)
Duty Station : UNIFEM Programme Office, Kathmandu, Nepal
Type of Contract : Service Contract
Grade : SB-3
Duration : One Year

This vacancy is open to all Nepali citizens. Preference will be given to the equally qualified women candidates.

Background

UNIFEM is the women’s fund at the United Nations, it provides financial and technical assistance to innovative approaches aimed at fostering women’s empowerment and gender equality. UNIFEM South Asia Office covers countries including India, Nepal, Pakistan, Afghanistan, Sri- Lanka, Bangladesh, Maldives, Bhutan and Iran.

The Nepal Program Office including UNIFEM South Asia provides technical and financial support to the Government and Civil Society to take forward the agenda of Gender Equality and Women Empowerment.

Under the overall guidance of UNIFEM Program Coordinator and direct supervision of concerned Programme Officer the Admin and Finance assistant provides program support to all the projects ensuring high quality, accuracy and consistency of work. The Admin and Finance assistant promotes a client-oriented approach consistent with UNDP rules and regulations.

The Admin and Finance assistant will be responsible for the following:

 Ensure support in programme operation

• To work in close collaboration with the operations, program and projects’ staff to ensure consistent service delivery and work at UNIFEM PON.
• Provide necessary operational support for implementation of programmes including organization of meetings and workshops and coordination in day to day activities.

 Provide accounting and administrative support to the Finance focusing on achievement of the following results:

• Maintenance of internal expenditures control system which ensures that vouchers processed are matched and completed, transactions are correctly recorded.
• Scrutinizing and settling of F-10 Claims of UNIFEM staff and partners.
• Maintenance of all correspondences with UNDP towards payment cancellation, stop payments etc.
• Liaise with UNDP Nepal and UNIFEM SARO for processing of all types on vendor/staff payments, after verification and checking of invoices.
• Assist staff/experts/consultants and participants on their entitlement of DSA/stipend and other allowances.
• Take action on matters of routine nature, by drafting and typing routine correspondence and maintaining follow up systems.
• Assist in maintaining of the proper filing system for finance records and documents.
• Assist in maintaining the details of sub contracts in excel format for easy reference.
• Assisting in the formulation new budgets, budget revision, year end and mandatory budget revision exercise.
• Record and monitor the refunds/adjustment from the Staff/consultants/Partners.
• Make necessary arrangement to procure equipment, furniture and other office supplies.
• Maintain inventory records of all non expendable items – equipment and furniture.
• Maintain office lease file and follow up on the renewal when necessary.
• Follow up on all utilities bills like electricity, water and telephone bills to ensure that they are settled on time.
• Process all financial transactions including sub contract and all vendors’ payments. Ensure timely payments on SSAs and service contract and follow on their renewals.
• Maintain office records of all financial documents.

 Attend to any other tasks as and when requested by the Supervisor.

Required qualifications, experience and skills

Professional Qualifications

• At least Bachelor Degree in business studies/ management/ accountancy. Any specialized certification in finance and administration will be an asset.

Experience

• At least 5 years of related experience with national or international organization is required.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and knowledge of spreadsheet and database packages, experience in handling of web based management systems.
• Understanding of UNIFEM’s work and its partners in Nepal and its working modality
• Experience working with government as well as UN organization

Knowledge and Skills

Corporate Competencies:

• Demonstrates commitment to UNIFEM’s mission, vision and values
• Displays cultural, gender, religious, ethnicity and age sensitivity and adaptability

Functional Competencies:
Knowledge Management and Learning

• Shares knowledge and experience through promotion of participatory learning process
• Works actively towards continuing personal learning and development in one or more practice areas; and acts on learning plans and applies newly acquired skills

Development and Operational Effectiveness

• Ability to perform a variety of tasks (multi tasking) related to programme development and resource mobilization
• Good knowledge of rights-based approach and result-based management
• Ability to generate innovative ideas and approaches; and to provide inputs in developing programme policies and strategies

Leadership and Self-Management

• Focuses on result for the client and responds positively to feedback
• Consistently approaches work with energy and a positive, constructive attitude
• Remains calm, in control and good humored even under pressure

Language

• Excellent knowledge of English and Nepali, both written and spoken. Good knowledge of local languages will be desirable.

Applications to this vacancy should be addressed to:

UNIFEM Programme Coordinator
UNIFEM Programme OfficeNepal
102/42 Thapathali Kathmandu

Candidates are expected to submit United Nations Personal History Form (P.11), obtainable from UNIFEM website and a detailed updated CV along with the application at registry.unifemnpo@unifem.org (Reference: DevNetJobs.org)

Only short-listed candidates will be contacted.