ONU MUJERES, Programme and Finance Assistant, NPPSA 5, Quito, Ecuador (6 months with possible extension)

II. Organizational Context

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.

Through its office in Ecuador, UN Women supports the Government, civil society, and the United Nations system in promoting gender equality, women’s empowerment, and the protection and fulfillment of women’s human rights. Ending violence against women and girls is a key priority area in the country. UN Women Ecuador works to strengthen the quality and accessibility of coordinated comprehensive services and responses to gender-based violence. In this context, it collaborates with public institutions, civil society organizations, and other key stakeholders to foster a shared understanding of the necessary services, as well as the standards and guidelines required for delivering essential services to women and girls experiencing violence.

In addition, the office actively participates in inter-agency processes within the United Nations system in Ecuador and promotes collaboration with other UN entities across specific programme areas, contributing to a comprehensive and coordinated response to advance gender equality in the country.

Under the supervision of the Operations Associate, the Programme and Finance Assistant supports the implementation of programme and financial processes in Ecuador Country Office. The incumbent provides administrative and financial support to the Programme Team in the development and effective implementation of programmes, ensuring timeliness, efficiency, and transparent use of financial resources, as well as delivery of services in accordance with UN Women rules, regulations, policies, procedures, and approved allocations. The Programme and Finance Assistant adopts a client-oriented approach, ensuring full compliance with UN Women standards, guidelines, and best practices.

The Programme and Finance Assistant works in close collaboration with the Programme and Operations Teams as well as with the Operations and Programme teams in UN Women HQ for solving finance-related issues and information delivery.

III. Scope of Work

Provide administrative and logistical support for the formulation and management of programmes

• Provide administrative support in the preparation of programme work plans, budgets, and proposals on programme implementation arrangements, including tracking the delivery of funds;
• Provide administrative support to the partner selection process, executing partners/responsible parties on routine delivery and reporting of programme supported activities and finances;
• Provide administrative support for the audit of programmes/projects and support implementation of audit recommendations;

Provide administrative support for the financial management of the Programme Unit:

• Create projects in Quantum system, prepare budget revisions, revise project awards and status; and determine unutilized funds and the operational and financial close of a project;
• Provide administrative support in monitoring and preparation of budget and the finances of programmes/projects, and in the preparation of FACE forms;
• Prepare non-PO vouchers and process payments for consultants, as delegated;
• Create requisitions in Quantum system for development projects; register good receipts in Quantum system.
• Keep stakeholders and clients informed for timely action and/or decisions;

Provide support for the implementation of financial strategies, in fullcompliance of UN Women rules, regulations, policies, and recording and reporting systems:

• Assist the Programme Team in all aspects of partner agreement and management.
• Support the monitoring of submission of implementing partner financial and narrative reports.
• Support the follow up of advances to implementing partners and review their financial reports together with project managers.
• Support capacity development initiatives for partners on financial management and contribute to tracking capacity assessment plans, where relevant;
• Prepare information for the audit of programmes/ projects and support implementation of audit recommendations.
• Provide support for all financial-related inquiries from partners, including modifications, No-Cost Extensions (NCEs).
• Perform duties in full compliance with UN Women financial regulations and rules, policies and standard operating procedures, including internal controls;
• Review and verify financial transactions, activities, and documentation; taking corrective actions as needed and reporting any unusual activities;
• Support the monitoring of the proper functioning of the financial resources management system for office and programmatic budgets;

Provide finance support for the Programme and Operations teams:

• Record and post transactions in Quantum, process payroll, travel claims, MPOs, and other entitlements;
• Monitor the setup of budgets in Quantum to ensure they are in accordance with budgets agreed with donors and are input into Quantum at the detailed Activity ID level;
• Monitor transactions posted to projects to ensure expenditures are correctly recorded and take corrective actions as required;
• Support month-end and year-end closure processes, ensuring timely corrective actions under the guidance of the Operations Associate;
• Provide inputs and take necessary actions to facilitate timely financial project closure; and
• Support financial donor reporting by providing timely information and taking necessary actions as required by UN Women Virtual Global Service Centre for financial donor reporting.
• Prepare VAT reimbursements with adequate documentation support;
• Manage petty cash fund, cash impress level.

Provide administrative support to Resource Mobilization:

• Compile and process information from donors and programme team, as inputs to various databases and documents;
• Prepare draft cost-sharing agreements and support documentation, ensuring alignment with standard agreements where possible.
• Support follow-up on contributions within resource mobilization efforts;

Facilitate knowledge building and knowledge sharing:

• Provide administrative support for the organization of training for the office personnel and partners on programme and operations-related topics.
• Contribute to improvements in financial business processes and operational practices;

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Supervisory/Managerial Responsibilities: N/A

IV. Competencies

Core Values:

• Respect for Diversity
• Integrity
• Professionalism

Core Competencies:

• Awareness and Sensitivity Regarding Gender Issues
• Accountability
• Creative Problem Solving
• Effective Communication
• Inclusive Collaboration
• Stakeholder Engagement
• Leading by Example

Please visit this link for more information on UN Women’s Core Values and Competencies:

https://www.unwomen.org/en/about-us/employment/application-process#_Values

FUNCTIONAL COMPETENCIES:

• Knowledge of programme management;
• Ability to manage data, IT tools, documents, correspondence and reports information and workflow;
• Knowledge of financial rules and regulations and accounting principles;
• Good analytical and quantitative skills in financial management and programme implementation;
• Ability to provide technical guidance on partner financial reporting and compliance;
• Ability to administer and execute financial and accounting processes and transactions;

V. Minimum Qualifications Education and Certification:

• Completion of secondary education is required.
• Bachelor’s degree in business or public administration is desirable