Administrative and Finance Assistant (m/f)

Description

• The Administrative and Finance Assistant post is located in the UNFPA Mozambique Country Office (CO) in Nampula. S/he works under the direct supervision of the UNFPA Programme Coordinator in Nampula, and under overall guidance of the International Operations Manager (IOM) in Maputo
• The Administrative and Finance Assistant in Nampula delivers effective administrative, finance, logistics and procurement advices and services to internal and external clients and contributes to the efficient and sound financial operation of the UNFPA Programme in Nampula, mastering all relevant rules, guidelines, processes and procedures and taking a client-oriented and result-focused approach when providing guidance to project team members and IPs

Duties

Effective Administrative Advisory Services and Support to Programme Team and IPs

• Ensure effective implementation of corporate policies and procedures, systems and applications in support of the UNFPA Programme operations in Nampula
• Create systems and mechanisms for effective management of UNFPA human and financial resources required for NEX procedures. Maintains continuous and accurate/up-dated flow of information between Nampula and Maputo office, the Government and the IPs
• Keep all personnel abreast of latest developments in UNFPA Policies and Procedures as they relate to the programme including regular reporting of substantive and financial information
• Drive local capacity building in finance, administration, logistics and procurement, ICT and ensure that the personnel are trained in the relevant operations areas
• Ensure all office assets are properly utilized and managed and maintain proper inventory thereof for verification at any times
• Act as provincial Travel Focal Point, including: coordinate the issuance of official travel air tickets, rental of vehicles, processing of travel per diem, liaising CO Admin team in all travel related activities; all of the above based on previously approved travel authorizations
• Provide full range of administrative/logistics support for planning, securing and implementing necessary arrangements for programme-related activities and events
• Ensure availability of office supplies and services and arrange distribution, maintain a proper inventory system and ensure safe secured physical storage, receive and verify all deliveries against packing slips
• Monitor the maintenance of Vehicle Daily Logs and Vehicle History Records, ensure the timely maintenance and servicing of vehicles and ensure that they are always kept in a ready-to-go mode, including compliance of safety and security requirements
• Take responsibilities for tracking of UNFPA procured cargoes and ensure delivery formalities (Delivery Slip, Transfer of Titles, etc.), including necessary correspondence and communications with related Government authorities and/or implementing partners at province level in accordance with the relevant UNFPA’s Policy
• Coordinate closely with the office team and the UNFPA Operations team in Maputo to ensure timely delivery of needed support and services

Management of Programme Financial Resources

• Support the monitoring of programme financial performance, by providing necessary financial information and analysis, including implementation rate against indicators/results; detecting potential over/under expenditure problems and proposing remedial action
• Develop effective mechanisms for monitoring programme and project budgets; coordinate compilation of financial data; and regularly provide accurate, up to date financial information to the programme teams in Nampula and Maputo offices, HQ and regional office
• Interpret financial policies and procedures and provide training and guidance to staff and project managers. Strive to identify innovative ways in which programme financial needs can be met within existing policies
• Assist in the management of the FO budget, by budget formulation, controlling allotments, monitoring expenditures, and preparing revisions as required
• Process financial transactions in an accurate and timely way
• Maintain an effective financial recording and reporting system, internal control and audit follow-up

Efficient and accurate management of resources entrusted to Programme Implementing Partners (IPs)

• Assist in the effective monitoring and follow up of funds transferred to relevant Implementing Partners (IPs) through direct National Implementation (NEX) 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) 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 programme 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
• Conduct financial reconciliations where required
• Ensure goods and services procured have been received and used to implement the activities in line with the work plan or programme document
• Participate in the physical inspection of project assets and inventories
• Perform other duties as assigned

Requisites

• Completed Secondary Level Education required
• First level university degree in Accounting, Finance, Business Management or similar discipline an advantage
• Minimum of five (5) years of relevant experience in finance, administration, office management or similar capacities
• 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 integrated systems/applications
• Ability to write clearly and concisely
• Working experience with UN organizations an advantage
• Fluency in English and Portuguese is required.

Notes

• Only shortlisted applicants will be contacted