NATIONAL POST: Finance/Administrative Associate, UNFPA Ha Noi - Viet Nam Country Office, G6

PLEASE NOTE THAT THIS VACANCY IS OPEN ONLY TO NATIONALS OF VIET NAM.

The Position:

The Finance/Administrative Associate delivers effective financial/administrative advice and services to internal and external clients, providing finance/administration related guidance to both Country Office (CO) and UNFPA supported projects. You will report to the Operations Manager. 

How you can make a difference:

UNFPA is the lead UN agency for delivering a world where every pregnancy is wanted, every childbirth is safe and every young person's potential is fulfilled.  UNFPA’s strategic plan (2022-2025), reaffirms the relevance of the current strategic direction of UNFPA and focuses on three transformative results: to end preventable maternal deaths; end unmet need for family planning; and end gender-based violence and harmful practices. These results capture our strategic commitments on accelerating progress towards realizing the ICPD and SDGs in the Decade of Action leading up to 2030. Our strategic plan calls upon UN Member States, organizations and individuals to “build forward better”, while addressing the negative impacts of the Covid-19 pandemic on women’s and girls’ access to sexual and reproductive health and reproductive rights, recover lost gains and realize our goals.

In a world where fundamental human rights are at risk, we need principled and ethical staff, who embody these international norms and standards, and who will defend them courageously and with full conviction.

UNFPA is seeking candidates that transform, inspire and deliver high impact and sustained results; we need staff who are transparent, exceptional in how they manage the resources entrusted to them and who commit to deliver excellence in programme results.

Job Purpose:

You will support the effective management of UNFPA programme activities in the areas of population and development, reproductive health and gender. 

Possessing a depth of knowledge of UNFPA financial/administrative rules, guidelines, and processes, you will demonstrate a client-oriented, results-focused approach to interpreting rules, procedures and guidelines.  You will act in an advisory manner to programme/project staff to maximise the impact of financial resources in delivering programmes/projects.

You would be responsible for:

* Financial Management of assigned projects including financial monitoring and coordination with respective Implementing Partners (IPs) and relevant Programme Officers and Associates/Assistants:

• Processing all payments related to the programme funds and ensuring that funds are disbursed in compliance with UNFPA's rules and procedures. 
• Completing financial procedures related to travels for project-funded participants/fellows who attended overseas conferences/training courses supported from UNFPA funds.
• Maintaining and keeping Operating Fund Accounts and providing inputs to the focal Finance staff for reconciliation with HQ's records. Entering necessary data for preparing comprehensive and consolidated financial reports for UNFPA core resources and external source of funds, when required.
• Assisting Programme Officers (POs) in screening and checking the fund disbursements in accordance with the budget allocation and financial procedures for assigned projects. Assisting POs in monitoring and controlling the expenditures and allocation of the programme funds.
• Reviewing the project Annual Non-expandable Property Reports, checking the Annual Disbursement Report, Annual Status of Funds Report of projects in charge to ensure that funds released to the projects are accurately reported. Monitoring and following up on VAT reimbursement by the implementing partners. 
• Preparing necessary financial reports for submission to donors and/or managers and drafting correspondence on any financial issues.
• Providing regular guidance to and training project accountants in the management of project funds, use of cost norms, HACT and HPPMG.
• Preparing the annual HACT Assurance Plan and coordinating the exercise with POs and partners under the guidance and supervision of the office HACT focal point. Conducting financial spot checks/quality assurance of spotcheck reports by third parties; supporting project staff during the audit exercise; reviewing audit reports and making recommendations, if any. Following up on mission findings and audit recommendations. Following up audit findings of the previous years.
• Briefing/assisting international experts and consultants on procedures and requirements regarding payments and entitlements. Guiding programme officers in other aspect of accounts.
• Keeping in close touch with the UNDP office to reconcile the financial transactions made, time of payment, exchange rates, DSA rates and other procedures.
• Liaising with banks in terms of bank-related issues.
• To the extent possible, bringing to the attention of the Supervisor/Unit Head potential funding problems. Identifying errors/discrepancies and taking measures to rectify them.

* Provision of administrative support to programme and office operations (30%) under the coaching and guidance of the Operations Manager and Admin/Finance Associate:

• Receiving, registering and dispatching incoming and outgoing correspondence including pouch; maintaining the office filing system. 
• Providing logistic and administrative support for the organization of workshops, celebrations and other events organized by the office and the programme in close collaboration with the Admin/Finance Associate. 
• Liaising and following up on visa requests and other protocol matters as required in close collaboration with GOUNH/CBO protocol staff.
• Assisting in preparation and submission of quarterly VAT claims.
• Acting as the second Asset Focal Point and working closely with the Admin/Finance Associate and the Operations Manager in the management/physical counts/retirement of office assets in accordance with UNFPA Assets Management Policy.
• Assisting the Admin/Finance Associate in procurement, in matters related to transportation and driver supervision, and when needed in recruitment process. 

*In addition to the above core duties the incumbent will:

• Demonstrating and promoting gender sensitive behavior and gender equality within UNFPA and with partners. Actively contributing to the One UN Initiative, as appropriate.
• Backing up Finance Associate and the Admin/Finance Associate when required and as relevant.
• Undertaking other assignments as required.

Qualifications and Experience: 

Education:  

Completed Secondary Level Education required. First level university degree in Finance, Business, Public Administration or similar discipline desirable.

Knowledge and Experience: 

• Six years of relevant experience in administration, finance or office management.
• Proficiency in current office software applications, web-based management and ERP financial systems.
   

Languages: 

Fluency in both oral and written English and Vietnamese.

Required Competencies: 

Values:

• Exemplifying integrity, 
• Demonstrating commitment to UNFPA and the UN system, 
• Embracing cultural diversity, 
• Embracing change

Core Competencies: 

• Achieving results,
• Being accountable,
• Developing and applying professional expertise/business acumen,
• Thinking analytically and strategically,
• Working in teams/managing ourselves and our relationships,
• Communicating for impact 

Functional Competencies:

• Managing the organization’s financial resources
• Providing procurement services/logistical support
• Ensuring facilities and assets management
• Managing data, documents, correspondence and reports
• Planning, organizing and multitasking
• Supporting financial data analysis

Compensation and Benefits:

This position offers an attractive remuneration package including a competitive net salary plus health insurance and other benefits as applicable.

UNFPA Work Environment:

UNFPA provides a work environment that reflects the values of gender equality, diversity, integrity and healthy work-life balance. We are committed to ensuring gender parity in the organization and therefore encourage women to apply. Individuals from the LGBTQIA+ community, minority ethnic groups, indigenous populations, persons with disabilities, and other underrepresented groups are highly encouraged to apply. UNFPA promotes equal opportunities in terms of appointment, training, compensation and selection for all regardless of personal characteristics and dimensions of diversity. Diversity, Equity and Inclusion is at the heart of UNFPA's workforce - click here to learn more.

Disclaimer:

Selection and appointment may be subject to background and reference checks, medical clearance and other administrative requirements. 

UNFPA does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Fraudulent notices, letters or offers may be submitted to the UNFPA fraud hotline http://www.unfpa.org/help/hotline.cfm. Qualified female candidates, and individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply.