10 – 2014 Finance Monitoring Officer up to 31/12/2014 (Extendable) Service Contract SB-4/Sep 1 - 2 Khartoum 11/05/2014 UNFPA’s Country Programme interventions have expanded substantially over very short period of time and implementation has become increasingly complex, requiring substantial administrative support, technical backstopping and ongoing monitoring, both programmatic and financial. Implementation will be increasingly through national execution (NEX). In situation where there is lack of national capacity and according to projects different natures, UNFPA will directly implement the programme (DEX) through civil society organizations and academic institutions. For both implementation modalities, capacity building for implementing partners and finance monitoring are crucial for smooth and successful programme implementation. In this regard UNFPA office in Sudan is recruiting one Finance Monitoring Officer to assist in the overall management of finance and administrative matters in support of programme interventions, ensuring high quality and accuracy of work. Under the direct supervision of the head of Gender unit, the Finance Monitoring Officer work on close collaboration with UNFPA International Operations Manager, Operations and Programme staff. The Finance Monitoring Officer will support in the design, planning, monitoring and implementation of assigned projects. · Facilitate the development and adaptation of tools and guidelines in finance monitoring and evaluation and support their use of capacity development of UNFPA programme partners · Conduct regular capacity building activities for all programme implementing partners (Government, Civil Society Organizations, etc.) both under NEX and DEX modalities through structured training, on job training and mentoring including regular field trips · Coordinate with partners to ensure that finance monitoring system is properly designed, and that data collection and analysis from the field is coordinated and standardized across the programme partners · Initiate correspondence with programme implementing partners to verify data, answer queries and obtain additional information on financial transaction, as required · Interpret financial policies and procedures particularly relating to NEX & DEX and provide guidance and training to UNFPA programme team, UNFPA field staff and implementing partners · Develop tools and mechanisms for effective and efficient internal monitoring of programme and project budgets, coordinate compilation of financial data and provide accurate and up-dated financial information to inform Donor finance reporting · Support programme officers to monitor implementing partners fund releases against financial reports by reviewing financial reports against corporate guidelines and checklists · Produce regular budget and expense reports for all core and non-core resources for review by programme staff to track implementation rates and identify gaps in funding · Monitor status of the programme Operating Fund Accounts and propose action for the timely clearance of expenditure; as well as monitor and follow-up the status of NEX audit recommendations · Select and enter financial data from a variety of documents, verifying accuracy by checking sources, making necessary calculations and assuring inclusion of all relevant data, and ensuring that expenditures are in accordance with UNFPA Rules and procedures and are in line with project document · Process payments related to programme implementing partners in the UNFPA’s financial system after verification of supporting documents · Follow up the payments process with the UNFPA Finance UNIT to ensure that cheques are ready and received by IPs on timely manner · Promote knowledge sharing and continuous learning, testing and documenting innovation strategies, approaches, lessons learning and best practices · Conduct regular assessments of the admin/management capacity of implementing Partners · Provide other forms of assistance as required and instructed by the direct supervisors · Conduct regular monitoring visits to target states Bachelor degree in Business Administration, Finance or Accounting or other related disciplines Two years of relevant work experience in Finance or Accounting including: a) Finance monitoring b) Capacity building for government, Civil Society Organization in administrative and financial matters c) Donor reporting d) Multitasking and managing several implementing partners; and Fluency both oral and written in English and Arabic Proficiency in current office software applications, such as Excel (reporting with pivot tables and usage of functions), and Word · Knowledge of programme and project management processes; providing general support with an emphasis on information management, and programme monitoring · Experience in the United Nations system or international organizations is an asset; · Willingness and capacity to undertake travel to other localities inside Sudan UNFPA offers an attractive compensation package commensurate with experience. Interested applicants should submit their updated CVs and Personal History form with photocopies of certificates to the UNFPA (United Nations Population Fund) Operations Manager Office, Manshia, Block #1/S, House No. 386, P.O. Box 913, Khartoum, Sudan Email: UNFPA provides a work environment that reflects the values of gender equality, teamwork, respect for diversity, integrity and a healthy balance of work and life. We are committed to maintaining our balanced gender distribution and therefore encourage women to apply. There is no application, processing or other fee at any stage of the application process. UNFPA does not solicit or screen for information in respect of HIV or ADIS and does not discriminate on the basis of HIV/ADIS status. 11 – 2014 Finance Associate GS-6 One year (Extendable) Fixed Term 00013685 Khartoum Head of Finance Section 17/05/2014 The Finance Associate is located un UNFPA Country Office at Khartoum and works in close collaboration with the Operations, Programme and projects staff in the Country Office (CO) and with UNFPA HQs staff to exchange information and ensure consistent service delivery. Under the guidance and supervision of the Head of the Finance Section, the Finance Associate delivers quality financial services to internal and external clients mastering all relevant rules, guidelines, processes and procedures. S/he take a client-oriented results focused approach to interpreting the rules, procedures and guidelines support and guidance to the CO and UNFPA supported projects. · Supports the monitoring of programme financial performance for all core and non – core resources by providing necessary financial information and analysis, including implementation rate against indicators/results, and detects potential over-under expenditure problems and suggests remedial action · Develops tools and mechanisms for effective and efficient monitoring of programme and project budgets, coordinates compilation of financial data and provides accurate and up-dated financial information to HQ on a continuous basis. · Interprets financial policies and procedures particularly relating to NEX and provides guidance and training to staff and project managers. Strives to identify ways in which programme financial needs can be met within existing policies · Assists in the management of the Country Office budget by budget formulation, controlling allotments, monitoring expenditures, and preparing revisions according to the needs of the Country Office · Maintains an effective financial recording and reporting system, internal control and audit follow-up, and processes financial transactions in an accurate and timely way · Reviews and monitors charges for common services and cost recovery taking into account maximum cost efficiency and represents UNFPA’s interests in related negotiations and agreements · Processes payments in ATLAS after verification of supporting documents, correct usage of chart of accounts and budget availability · Monitors status of the Operating Fund Accounts and proposes action for the timely clearance of expenditures, and follows up on NEX audits action plans · Participates in year-end closure activities and preparation of financial statements which requires extended working hours during weekends and evenings · Manages and processes the payments/clearance of petty cash for CO and Field offices · Follows up the payment transactions with the UNDP’s Finance Unit to ensure that cheques are ready for collection and informs the vendors and the concern staff in UNFPA for cheques collection, and develops tools and mechanisms for effective and efficient monitoring of payment follow up · Follow up with the UNDP’s Finance Unit and the respective Bank to ensure that transfer of funds to vendors and implementing partners in the field are timely processes and received · Selects and enters financial data from a variety of documents, verifying accuracy by checking sources, making necessary calculations and assuring inclusion of all relevant data, and ensuring that expenditures are in accordance with UNFPA Rules and procedures and are in line with project document · Initiates correspondence to verify data, answers queries and obtains additional information on financial transaction, as required · Monitors corporate dashboards and processes monthly and quarterly financial accountability checklists, taking needed actions to correct errors, delays, etc. · Maintains and updates on a daily basis the vouchers filing system and other financial records and documents of the Finance Section · Handles on a daily basis clerical work of the Finance Section. Including: photocopying, scanning. Filing, printing, obtaining signatures and approvals, etc. · Carries out any other duties as may be required by the Head of the finance Section or the Operations Manager Completed Secondary Level Education required. First Level of University degree is desirable in the areas of Business Administration, Finance, Accounting, or Economics. Minimum of six years of relevant experience in administration, finance or office management required. Two years of relevant finance experience at the UN or international organizations desirable. Fluency in oral and written English and Arabic Proficiency in current office software applications, and corporate IT financial systems · Willing to work extended hours, with short or no notice, on evenings and weekend to attend to work – overload, deadlines, and other urgent requests of the Finance Section, and; · Willing to accept missions outside of Khartoum for periods of one week or more with short notice UNFPA offers an attractive compensation package commensurate with experience. Interested applicants should submit their updated CVs and Personal History form with photocopies of certificates to the UNFPA (United Nations Population Fund) Operations Manager Office, Manshia, Block #1/S, House No. 386, P.O. Box 913, Khartoum, Sudan Email: UNFPA provides a work environment that reflects the values of gender equality, teamwork, respect for diversity, integrity and a healthy balance of work and life. We are committed to maintaining our balanced gender distribution and therefore encourage women to apply. There is no application, processing or other fee at any stage of the application process. UNFPA does not solicit or screen for information in respect of HIV or ADIS and does not discriminate on the basis of HIV/ADIS status. 12 – 2014 Administrative Associate up to 31/12/2014 (Extendable) Service Contract SB-3/Step 1 - 2 Khartoum 11/05/2014 The administrative Associate is located un UNFPA Country Office at Khartoum and works in close collaboration with the Operations, Programme and projects staff in the Country Office (CO) and with UNFPA HQs staff to exchange information and ensure consistent service delivery. Under the guidance and supervision of the Head of the Finance Section, the Finance Associate delivers quality financial services to internal and external clients mastering all relevant rules, guidelines, processes and procedures. S/he take a client-oriented results focused approach to interpreting the rules, procedures and guidelines support and guidance to the CO and UNFPA supported projects. · Ensures timely processing of procurements requests, including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their evaluation, preparation of purchase orders (Pos), and reception of goods and services · Organize workshops, conferences, retreats and other events · Ensures timely processing of travel requests and respective travel entitlements · Supports on protocol arrangements, registration of staff, securing of visas and permits with local authorities · Follows up with local authorities and vendors, as applicable, to obtain imports related permits for the timely release of shipments from customs · Supports on the oversight and management of cleaning and other maintenance services · Support on the oversight and management of transportation services, vehicle maintenance and insurance, daily and monthly vehicle log books , gas consumption control, reporting and investigation of cases of vehicle accidents, damage, loss or theft of items · Provides support on management of Assets including preparation of physical counts (inventories), submission of Assets reports and housekeeping of the Assets register · Prepares and submit payment requests to the Finance Section after verification of supporting documents, correct usage of chart accounts and budget availability · Creates vendors set – up information in the vendor register including verification of supporting documents · Contributes to the smooth running of the Country Office’s facilities / premises by ensuring timely provision and maintenance of services, utilities (water supply, electricity, communications, etc.), equipment and supplies, and analyses all facilities / premises expenditures and recommends potential areas of cost reduction and or recovery where possible · Support knowledge building and knowledge sharing in the CO, focusing on training of staff on the administrative procedures and sound contributions to knowledge networks and communities of practice · Participates in year-end closure activities and preparation of financial statements which requires extended working hours during weekends and evenings · Handles on a daily basis clerical work of the Administrative Section. Including: photocopying, scanning. Filing, printing, obtaining signatures and approvals, etc. · Carries out any other duties as may be required by the Head of the Administrative Section or the Operations Manager Completed Secondary Level Education required. First Level of University degree is desirable. Training in Procurements is an advantage Six years of relevant experience in administration, finance or office management or procurement. Two years of relevant work experience at the UN or international organizations desirable. Fluency in oral and written English and Arabic Proficiency in current office software applications · Willing to work extended hours, with short or no notice, on evenings and weekend to attend to work – overload, deadlines, and other urgent requests, and; · Willing to accept missions outside of Khartoum for periods of one week or more with short notice UNFPA offers an attractive compensation package commensurate with experience. Interested applicants should submit their updated CVs and Personal History form with photocopies of certificates to the UNFPA (United Nations Population Fund) Operations Manager Office, Manshia, Block #1/S, House No. 386, P.O. Box 913, Khartoum, Sudan Email: UNFPA provides a work environment that reflects the values of gender equality, teamwork, respect for diversity, integrity and a healthy balance of work and life. We are committed to maintaining our balanced gender distribution and therefore encourage women to apply. There is no application, processing or other fee at any stage of the application process. UNFPA does not solicit or screen for information in respect of HIV or ADIS and does not discriminate on the basis of HIV/ADIS status. |