Programme Finance Associate UN WOMEN, Nepal

Job code title: : Programme Finance Associate (National Fixed Term)

Organization : United Nations Entity for Gender Equality and the
Empowerment of Women (UN WOMEN, Nepal)

Pre-classified Grade: : ICS-6

Supervisor : Representative

Duty Station : Kathmandu , Nepal

Type of Contract : Fixed Term Appointment

No. of positions : One

Duration : One Year (Renewable)




II. Organizational Context

UN WOMEN is established with the objective of providing financial and technical assistance to innovative programs and strategies that promote women's human rights, political participation and economic security. Within the UN system, UN WOMEN promotes gender equality and links women's issues and concerns to national, regional and global agendas by fostering partnerships and providing technical expertise on gender mainstreaming and women's empowerment strategies.
In line with its mandate, UN WOMEN Nepal has been supporting gender equality and women's empowerment work through support to Government of Nepal, UN and other international organizations, and Civil Society Organizations. Besides ongoing work in mainstreaming gender and women's empowerment issues in the national plans, policies and legal instruments in the country, UN WOMEN has contributed largely in the integration of gender and social inclusion as a separate outcome in the current UN Development Assistance Framework (UNDAF) for Nepal (2008-2012).
Under the overall guidance and direct supervision of the Representative, the Programme Finance Associate ensures effective execution of financial services and processes in the Country Office (CO) and transparent utilization of financial resources. The Programme Finance Associate promotes a client-oriented approach consistent with UN WOMEN rules and regulations.

The Programme Finance Associate can supervise clerical and support staff. The Programme Finance Associate works in close collaboration with the Operations, Programme, Management Support and Business Development staff in the CO, SARO and UN WOMEN HQ and the projects’ staff for resolving finance-related issues and exchange of information.




III. Functions / Key Results Expected

Summary of key functions:

 Administration and implementation of programme/operations and financial management strategies
 Support to management of the CO programme, administration of budgets and functioning of the optimal cost-recovery system.
 Accounting, finance and administrative support
 Facilitation of knowledge building and knowledge sharing

1. Ensures administration and implementation of programme/operations and financial management strategies, adapts processes and procedures focusing on achievement of the following results:

 Full compliance with UN/UN WOMEN rules and regulations and other relevant policies on financial recording/reporting system and follow-up on audit recommendations; implementation of effective internal controls, proper functioning of a client-oriented financial resources management system.
 Provision of inputs for implementation of cost-saving and reduction strategies in consultation with the office management.
 Preparation of cost sharing, and trust fund agreements, follow up on contributions within the CO resource mobilization efforts.


2. Provides effective support to management of the CO programme, administration of budgets and functioning of the optimal cost-recovery system focusing on achievement of the following results:

 Presentation of information for formulation of country programme work plans, budgets, proposals on implementation arrangements and execution modalities. Entry of data of new grants into Atlas in the form of Annual Work Plans (AWPs), monitoring of their status.
 Creation of a project in Atlas, preparation of required budget revisions, revision of project award and project status, determination of unutilized funds, operational and financial close of a project.
 Provision of guidance to the executing agencies on routine implementation of projects, tracking use of financial resources
 Presentation of information for audit of projects, supports implementation of audit recommendations.
 Accuracy verification of Combined Delivery Reports.
 Provision of information for the audit of programmes/projects, implementation of audit recommendations.
 Implementation of the control mechanism for development projects through monitoring of budgets preparation and modifications
 Tracking and reporting on mobilized resources.
 Preparation of reports.
 Assists in preparation, review and monitoring of office budget

3. Provides accounting and administrative support to the Programme Finance Unit
focusing on achievement of the following results:

 Proper control of the supporting documents for payments and financial reports for projects; preparation of PO and non-PO vouchers for development projects.
 Approval of vendors in Atlas (if a senior member of the Finance team).
 Maintenance of the internal expenditures control system which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in Atlas; payrolls are duly prepared and processed; travel claims, MPOs and other entitlements are duly processed
 Tracking and reporting of mobilized resources by performing the following tasks if assigned to the S/M.
 Review signed cost-sharing contribution agreements and trust fund agreements.
 Enter Agreement information into Contracts Module.
 Attach copy of the signed agreement in Atlas
 Create Billing Plan in Contracts Module.
 Create Revenue Plan and establish Milestones in Contracts Module.
 Bill a donor through Contracts Module.
 Maintain contributions/receivables documentation
 Apply cash receipt to the proper revenue source / fund or project
 Timely corrective actions on erroneous data in Atlas; unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers. Preparation of financial reports as required.
 Maintenance of the Accounts Receivables for UN WOMEN projects and follow-up with partners on contributions, deposits creation in Atlas and their application to AR pending items.
 Review of projects Financial Reports; preparation of non-PO vouchers for development projects.
 Maintenance and management of Petty cash fund

4. Ensures facilitation of knowledge building and knowledge sharing in the CO focusing
on achievement of the following results:

 Systematic gaining and sharing of knowledge and experience related to programme management.
 Organization of training for the office staff on programme/operations related issues.
 Synthesis of lessons learned and best practices in programme finance.
 Sound contributions to knowledge networks and communities of practice.



IV. Impact of Results


The key results have an impact on the overall CO efficiency in programme financial resources management and success in implementation of programme/operations strategies. Accurate analysis and presentation of financial information enhances UN WOMEN’s position as a strong partner. The information provided facilitates decision making of the management.




V. Competencies and Critical Success Factors

Functional Competencies:

Building Partnerships

Level 1.1: Maintaining information and databases
 Tracks and reports on mobilized resources

Promoting Organizational Learning And Knowledge Sharing

Level 1.1: Basic research and analysis
 Researches best practices and poses new, more effective ways of doing things
 Identifies and communicates opportunities to promote learning and knowledge sharing

Job Knowledge/Technical Expertise

Level 1.1: Fundamental knowledge of processes, methods and procedures
 Understands the main processes and methods of work regarding to the position

 Possesses knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks (specialized knowledge related to financial resources management, including formulating budgets, maintaining Accounts Receivables and Accounts Payables, reporting).

 Strives to keep job knowledge up-to-date through self-directed study and other means of learning
 Demonstrates good knowledge of information technology and applies it in work assignments

Promoting Organizational Change and Development

Level 1.1: Presentation of information on best practices in organizational change
 Documents ‘best practices’ in organizational change and development within and outside the UN system
 Demonstrates ability to identify problems and proposes solutions

Design and Implementation of Management Systems

Level 1.1: Data gathering and implementation of management systems
 Uses information/databases/other management systems
 Makes recommendations related to work procedures and implementation of management systems

Client Orientation

Level 1.1: Maintains effective client relationships
 Reports to internal and external clients in a timely and appropriate fashion
 Organizes and prioritizes work schedule to meet client needs and deadlines
 Responds to client needs promptly

Promoting Accountability and Results-Based Management

Level 1.1: Gathering and disseminating information
 Maintains databases

Core Competencies:
 Demonstrate corporate knowledge and sound judgment
 Self-development, initiative-taking
 Acting as a team player and facilitating team work
 Facilitating and encouraging open communication in the team, communicating effectively
 Creating synergies through self-control
 Managing conflict
 Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member.
 Informed and transparent decision making



VI. Recruitment Qualifications

Education Secondary Education, with specialized certification in Accounting and Finance. University Degree in Finance, Business or Public Administration desirable, but it is not a requirement.

Experience: 6 years of progressively responsible financial management experience is required, with knowledge of programme or project finance desirable. Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of spreadsheet and database packages, experience in handling of web based management systems.

Knowledge of IPSAS and/or IFRS required.

Language Requirements: Fluency in the UN and national language of the duty station.

Interested applicants should apply for the vacancy, using the “Personal History Form - P 11” and the latest CV.

Application to this vacancy should be sent to jobs.india@unwomen.org. Please insert Vacancy Announcement Number in the Subject of the E-mail. Applications without the Vacancy Number or with the incorrect Vacancy Number will not be accepted.

NOTE : Only short-listed candidates will be contacted.