UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security. Placing women’s rights at the center of all its efforts, UN Women leads and coordinates United Nations system efforts to ensure that commitments on gender equality and gender mainstreaming translate into action throughout the world. It provides strong and coherent leadership in support of Member States’ priorities and efforts, building effective partnerships with civil society and other relevant actors.
The Bureau of Management and Administration is responsible for the planning, allocation and management of financial, human and administrative resources including information communications and technology, the effective and efficient delivery of essential operations services in UN Women, continuous development and improvement in operations, policies, and methods to align with UN Women and stakeholders’ evolving business needs and advisory support to the Executive Director in the formulation and implementation of the UN Women overall mission, strategy and plans of actions.The Finance Specialist – Regional Centers & Country Office Support, Development and Systems Compliance Unit reports to the Chief of Accounts for guidance and supervision and is responsible for the leading development projects for the finance users of UN Women for better business practices and controls as well as automation; ensuring all finance users are compliant with and trained in the accounting standards, financial regulations and rules, policies and procedures; leads the Section in dedicated support, training, and advice for Regional Centers (RC), Multi Country Office (MCO) and Country Office (CO); and acts as the Audit focal point for the Finance Section as well as finance users in RC/MCO/COs. Further, will cover the duties of the Finance Specialist P4 – Financial Operations Unit in their absence. |
Summary of key functions:
- Development
- Approving and Certifying Function
- Systems Compliance
- Monitoring, Oversight and Control
- Communication, Training and Remote Support for RC/MCO/COs
- Audit focal point for Finance Section and Finance Users in RC/MCO/COs
- Knowledge management and capacity building
- Supervisory responsibilities of finance staff
Development - Develop projects for the Finance Section for improvement in accounting systems, processes and procedures used by the Finance Section and our RC/MCO/COs.
- Lead automation projects for the Finance Section for automating manual processes and reports which have been identified in conjunction with the other Finance Specialists of the Section as well as after consultation with the Finance users in the RC/MCO/COs. This includes development of new ATLAS generated reports as well as automation of manually prepared financial reports for Financial Operations Unit and RC/MCO/COs.
- Lead change management for better business practices and controls at HQ, and RC/MCO/COs.
- Develop monitoring and reporting of key performance indicators for financial performance of UN Women and also the Finance Section deliverables.
- Monitor and review consistently financial systems, procedures and processes and provide recommendations to Chief of Accounts for improvements to improve efficiency and effectiveness, and lead the implementation team for approved amendments.
- Recommend and/or implement approved cost saving and reduction strategies including cost recovery strategies and cost effective financial arrangements.
- Liaise with Finance Sections of other UN Agencies to keep abreast of new initiatives, policies, procedures and automation enhancements and make recommendations for harmonization of business processes and systems.
- Develop and maintain the Finance Section SharePoint site for UN Women, promoting transparency, ease of communications, hosting of financial documents, and all policies and procedures between all UN Women users of Finance Section data.
- Recommend to Chief of Accounts on UN Women initiatives which require Finance Section inputs and example is the Regional Architecture functional analysis and delegations of finance duties between HQ and RC/MCO/COs.
Approving and Certifying Function: - Perform delegated approval function in ATLAS on a timely basis as required when Finance Specialist in Financial Operations Unit requires support. Review and provide financial clearance of all donor agreements as delegated for compliance with standard agreements on a timely basis when Finance Specialist – Financial Operations Unit requires support.
Systems Compliance: - Maintain current information on amendments to International Public Sector Accounting Standards (IPSAS). Inform other Finance Section staff and UN Women Finance Users to ensure IPSAS compliance and currency. Design and deliver training and recurrent training on IPSAS standard operating procedures, modules, donor reports, and financial statements.
- Review all UN Women Financial Regulations and Rules, Operations manuals, Internal Control policies and procedures, Standard operating procedures, Finance manual, and Delegations of Authority to ensure consistency across UN Women and harmonization with other UN Agencies. Provide recommendations to Chief of Accounts for proposed amendments.
- Lead financial risk assessment reviews on behalf of the Finance Section for HQ and RC/MCO/COs, identifying areas of risk and providing recommendations and action plans for addressing issues raised.
- Manage and oversee the financial business processes mapping and elaboration of the content of internal standard operating procedures and use of ATLAS system to ensure proper management of financial transaction by UN Women staff and the timely flow of financial information in UN Women for management, monitoring and oversight purposes.
- Manage, review, implement and/or verify financial transactions/activities, recording/reporting system and audit reports and ensure full compliance with and consistent approach to UN Women internal control framework and financial rules, regulations and strategies.
- Provide input in the review and/or policy development of donor and cost-sharing and trust funds agreements and MOUs.
- Contribute to the continuing review of delegation of responsibility to RC/MCO/COs .
Monitoring, Oversight and Control: - During the course of unit’s work, monitor financial systems and reports for unusual activities, transaction and investigate anomalies. Report to the Chief of Accounts findings and recommendations for actions/decisions.
- Follow up adherence to issued guidelines with users to ensure all actions are taken within the established timelines. Report to the Chief of Accounts any case of non-adherence for timely action.
- Monitor RC/MCO/COs for compliance with IPSAS accounting standards by reviewing business processes and systems modules resulting in IPSAS compliant general ledger and financial statements. Report non-adherence to Chief of Accounts and develop action plan for RC/MCO/COs and support the implementation of the approved action plan.
- During RC/MCO/COs visits, review Implementing Partner advance procedures and test against UN Women policies to ensure compliance. Investigate and follow up on any anomalies for timely action and resolution. Report to the Chief of Accounts findings and recommendations for actions/decisions.
Communication, Training and Remote Support for RC/MCO/COs: - Develop communication plan for seamless communication between Finance Section at HQ and Finance Users in RC/MCO/COs. Lead the Implementation of the improved communication plan and monitor the effectiveness on a regular basis to ensure close relationship between Finance Section and Finance Users in RC/MCO/COs.
- Promote pro-actively and support Finance Users in RC/MCO/COs with cost effective tools such as Skype, webinars, SharePoint, and online forums. Lead development projects for ensuring such effective tools are in place and regularly monitored for improvements with feedback from Finance Users at HQ and RC/MCO/COs.
- Develop Induction Training and regular in post Training plans for Finance Users at HQ and RC/MCO/COs on systems, policies and procedures and duties and responsibilities, including “how to” guides. Implement the approved Training plans on a recurrent basis to ensure competency across all Finance Users of UN Women. Implement the Induction Training plan in a methodology that new Finance Users can access on day one of taking up post.
- Conduct training at HQ and RC/MCO/COs as part of the Training plan or requirement of pre-audit preparations or as otherwise determined.
- Provide dedicated remote focal point support for Finance Users at RC/MCO/COs on a timely basis.
- Manage and oversee the Finance Helpdesk for RC/MCO/COs to ensure accurate and timely response to issues and advice requested in conjunction with other staff of the Finance Section or Department of Management and Administration.
- Prepare and distribute in a timely manner on monthly and weekly basis the Key Performance Indicators as established to showcase the Development, Systems Compliance and Regional Centers & Country Office Support Unit’s work.
Audit focal point for Finance Section HQ and Finance Users in RC/MCO/COs: - In conjunction with the Chief of Accounts, develop a pre-audit plan for HQ and RC/MCO/COs selected for the annual audit. Consider the need to visit the RC/MCO/COs selected for audit ahead of the audit date for briefings and audit preparation and provide recommendations.
- In conjunction with the Chief of Accounts and Finance Specialist – Financial Operations Unit, manage the audit process at HQ with the external auditors. Ensure all communications are clearly communicated to the Finance Section so that the auditor’s requirements are fully understood and are achievable in the timeframe and methodology requested and where this is not possible; negotiate with the auditors for amended requirements. Ensure that all work papers provided to the auditors are reviewed and cleared before transmittal to them.
- For external and internal audits, review the audit plan and methodology ahead of the audit and then develop a pre-audit plan for the area to be audited. Ensure timely briefings and audit preparation is provided to support a smooth internal audit.
- Provide staff from the Development, Systems Compliance, and Regional Centers & Country Office Support Unit as necessary to assist with the external or internal audits as determined in conjunction with the Chief of Accounts, Finance Specialist – Financial Operations Unit and Head of RC/MCO/COs.
- Coordinate, manage, review and draft responses from HQ and RC/MCO/COs in relation to internal and external audit requests. Prepare responses to internal and external audit inquiries and other findings related to financial management for review/approval by Chief of Accounts.
- Follow up and/or take prompt action to respond to audit and other findings on financial management including recommending improvements in policies, procedures and practices.
- Prepare draft management responses for Audit Observations, Audit Recommendations, draft Audit Reports, and other reports that may be required by Directorate of Management & Administration or Executive Director’s Office.
Knowledge Management and Capacity Building: - Capture, synthesize and/or codify lessons learned and best practices in financial management and services. Disseminate to clients and stakeholders as appropriate to build capacity and knowledge.
Supervisory Responsibilities of Finance Staff:
- Prepare the work plan for the Development, Systems Compliance, and Regional Centers & Country Office Support Unit in collaboration with the finance team and Chief of Accounts. Establish priorities, timelines, targets and standards for monitoring results.
- Under the guidance of the Chief of Accounts, is responsible for supervision of unit staff and monitoring progress and providing guidance and direction to the staff as necessary to ensure goals and objectives are achieved.
- Establish RCA for each member of the team based on the work plan and ensure preparation and review meets established timelines.
Impact of Results: The key results have and impact on the effective and efficient management of UN Women finances at the HQ and RC/MCO/COs levels through development and systems compliance of policies, procedures, processes and reports; as well as dedicated support for RC/MCO/COs; and providing all finance users at HQ and RC/MCO/COs with internal and external audit pre-planning, briefings, management and support. Fundamental support and development of our financial users across UN Women will ensure enhanced confidence of our donor governments and partners in UN Women`s financial robustness of accountability and transparency. |
Core values and Guiding principles: - Integrity: Demonstrate consistency in upholding and promoting the values of UN Women in actions and decisions, in line with the UN Code of Conduct.
- Professionalism:Demonstrate professional competence and expert knowledge of the pertinent substantive areas of work.
- Cultural sensitivity and valuing diversity: Demonstrate an appreciation of the multicultural nature of the organization and the diversity of its staff. Demonstrate an international outlook, appreciating difference in values and learning from cultural diversity.
Core Competencies:
- Ethics and Values: Demonstrate and safeguard ethics and integrity
- Organizational Awareness: Demonstrate corporate knowledge and sound judgment.
- Development and Innovation: Take charge of self-development and take initiative.
- Work in teams: Demonstrate ability to work in a multicultural, multi ethnic environment and to maintain effective working relations with people of different national and cultural backgrounds.
- Communicating and Information Sharing: Facilitate and encourage open communication and strive for effective communication.
- Self-management and Emotional Intelligence: Stay composed and positive even in difficult moments, handle tense situations with diplomacy and tact, and have a consistent behavior towards others.
- Conflict Management: Surface conflicts and address them proactively acknowledging different feelings and views and directing energy towards a mutually acceptable solution.
- Continuous Learning and Knowledge Sharing: Encourage learning and sharing of knowledge.
Appropriate and Transparent Decision Making:Demonstrate informed and transparent decision makingCORE VALUES / GUIDING PRINCIPLES (applies to all) - Integrity: Demonstrating consistency in upholding and promoting the values of UN Women in actions and decisions, in line with the UN Code of Conduct.
- Cultural Sensitivity/Valuing diversity: Demonstrating an appreciation of the multicultural nature of the organization and the diversity of its staff. Demonstrating an international outlook, appreciating differences in values and learning from cultural diversity.
Functional competencies:
- Demonstrated business acumen and judgment.
- Ability to think conceptually and strategic, and deliver successful implementation of financial re-engineering, management systems development, policy design, innovation and knowledge product development.
- Ability to travel with planned work commitments is necessary
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