Background
The Spotlight Initiative is a global partnership between the United Nations (UN) and the European Union (EU) to eliminate all forms of violence against women and girls in support of the 2030 Agenda on Sustainable Development. It was launched in September 2017 by the UN Secretary General and the EU High Representative and Vice President as a model for partnerships with donors, civil society, and the UN to deliver on SDGs in a comprehensive manner. SDG 5 and the achievement of gender equality are placed at the center of efforts (alongside Goal 16) with the aim to provide an enabling environment for the implementation of all goals. Within the UN, the Initiative helps operationalize the UN development system reforms and model a new way of delivering on SDGs in an integrated way, leveraging stakeholdersโ diverse comparative expertise and collaborative advantages.
In Liberia, the Spotlight Initiative ran from 2019 to 2023, focusing on addressing the root causes of sexual and gender-based violence, harmful practices, and violations of women's rights, including SRHR. Building on the knowledge and lessons from the first phase (2019-2023), Spotlight Initiative 2.0 was developed to consolidate the achievements and further galvanize crucial efforts to eliminate violence against women and girls.
To implement this comprehensive, multi-stakeholder, and multi-year programme, a dedicated Programme Coordination and Management Unit (PMCU) will be established within the UN Resident Coordinatorโs Office. In this context, the Resident Coordinatorโs Office is seeking to recruit an Administrative and Finance Associate to provide programme, administrative, logistical and financial support services to the Spotlight team based in the Resident Coordinatorโs office, and as needed, to the Spotlight RUNOs technical team based in UNDP, UNFPA and UN Women.
Job Purpose and Organizational Context
Provide administrative and logistical support to the Spotlight Initiative
Provide administrative support in the preparation of Spotlight Initiative work plans and budgets. Offer technical guidance to the PMCU and executing agencies on routine delivery and reporting of programme activities and finances. Record and post transactions, travel claims, purchase orders, and other entitlements related to the PMCU activities and budgets in the financial system. Assist in the preparation of budgetary and programmatic revisions and monitor expenditures to analyze variances with approved budgets and work plans. Participate in internal and external audits, follow up on audit recommendations, and monitor the implementation of corrective actions.Administer the Spotlight Initiative budgets in full compliance with UN rules, regulations, policies, and recording and reporting systems
Formulate the budget, control allotments, monitor expenditure, and prepare revisions according to the needs of the Spotlight Initiative PMCU. Track the appropriate and timely use of the Spotlight Initiative financial resources. Keep and clean all records of PMCU transactions, budget modifications and delivery status. Determine un-utilized funds and prepare budget revisions. Maintain internal expenditure control system. Assist RUNOs with VAT reimbursements with adequate documentation support, as necessary. Produce regular budget analysis reports for PMCU reports to the RC, the EU and the National Steering CommitteeProvide administrative support to the Spotlight Initiative PMCU
Coordinate logistical, administrative, and financial arrangements for meetings, workshops, events, and missions. Manage travel arrangements for the Programme Team, including travel requisitions and claims. Prepare public information materials, briefing packets, and presentation materials. Maintain electronic filing systems, ensuring the safekeeping of confidential materials. Monitor and review Spotlight funds expenditures, preparing budget revision drafts as needed. Engage proactively with operational counterparts in other UN agencies and support all staff travel.Facilitate knowledge building and knowledge sharing
Provide administrative support for synthesizing lessons learned and best practices related to programme management and finance. Perform all necessary training for PMCU and Spotlight Initiative staff in RUNOs in relation to the initiativeโs financial management guidelines.The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.
Institutional Arrangement
Under the overall leadership and direct supervision of the Spotlight Initiative Programme Specialist in Liberia, with guidance from the Spotlight Initiative Global Secretariat, and in liaison with the Resident Coordinatorโs Office and United Nations Development Programme the Administrative and Finance Associate manages administrative and financial tasks of the Spotlight Initiative, ensuring smooth information exchange. S/he identifies challenges, clarifies procedures, and escalates complex issues to the Spotlight Initiative Programme Specialist. With a client-focused approach, s/he collaborates closely with the Spotlight Initiative team to address financial matters, ensuring resources are used in line with the Spotlight Initiative guidelines.ย
Required Skills and Experience
Achieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline Think Innovatively:LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements Learn Continuously: LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback Adapt with Agility: LEVEL 1: Adapts to change,ย ย ย ย ย ย ย ย ย ย ย constructivelyย handles ambiguity/uncertainty, is flexible Act with Determination: LEVEL 1:ย Shows drive and motivation, able to deliver calmly in face of adversity, confident Engage and Partner:ย LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationshipsย Enable Diversity and Inclusion:ย LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discriminationCompetencies
Cross-Functional & Technical Competences
Financial planning and budgetingย
Ability to create and manage processes to achieve UNDP's long and short-term financial goals, including through planning, budgeting, forecasting, analyzing and reporting
Financial reporting and analysisย
Understands changes in regulatory, legal and ethical frameworks and standards for financial reporting in the public sector. Ability to extract, evaluate financial data, derive relevant findings and present them in a meaningful and coherent manner to facilitate effective decision making and performance monitoring. Understands the benefits of integrated reporting, including non-financial resources such as human, social and intellectual capital, and environmental and governance performance
Finance business partneringย
Able to support business units and add value by innovating and providing solutions to financial issues/queries, including through FAQs, financial tools, advisory, etc. Influences and appropriately challenges non-finance colleagues for whom the service is being provided. Understands the operations, opportunities and challenges of the organization. Holds a commercial outlook, demonstrating accountability towards organizational goals.
Events management (including retreats, trainings and meetings)
Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.
Digital strategy
Ability to plan the use of resources through digital channels to reach and engage target audiences effectively and to achieve particular objectives
Procurement managementย
The ability to acquire goods, services or works from an outside external source
Customer Satisfaction/Client Managementย
Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers' needs. Provide inputs to the development of customer service strategy. Look for ways to add value beyond clients' immediate requests. Ability to anticipate client's upcoming needs and concerns
Education:
Secondary education is required.
OR
A university degree in (Bachelorโs degree) Accounting, Finance or Economics, Business Administration or related field will be given due consideration, but it is not a requirement.
Experience:
Minimum of 6 years of experience (with a High School Diploma) or 3 years of experience (with Bachelorโs degree) of relevant work experience, preferably in administration or programme experience or a related field is required
Demonstrated experience in administrative support of development programmes/projects is required.
Proven technical knowledge of EVAWG programme design and implementation, including results-based reporting, monitoring, and evaluation is required.
Proven ability in knowledge management and development policy issues, particularly in gender equality and womenโs empowerment is required.
Strong written and verbal communication skills, with an excellent understanding of the structure and format of official UN documentation are required
Demonstrated experience working in a computer environment using multiple office software packages (MS Word, Excel, PowerPoint, etc.) and the ability to use the internet for research is desired.
Proven experience with the UN and knowledge of UN policies, guidelines, and procedures is desired.
Demonstrated experience with current knowledge management technologies, including social media-based systems is desired.
Proven ability to promote knowledge sharing and develop knowledge products and systems is desired.
Language Requirement English
English is required.
Knowledge of any other UN language is desirable.
Professional Certificates
Equal opportunity
As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination.ย
UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.
Sexual harassment, exploitation, and abuse of authority
UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles.ย
Right to select multiple candidates
UNDP reserves the right to select one or more candidates from this vacancy announcement.ย We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.
Scam alert
UNDP does not charge a fee at any stage of its recruitment process. For further information, please see www.undp.org/scam-alert.