The Administrative and Finance Associate for the Fistula Programme delivers effective administrative and finance advice and services to internal and external clients and contributes to the efficient and sound financial operation of the Programme Promotion of Women and Girl’s Reproductive Health Rights through Prevention and Treatment of Obstetric Fistula, mastering all relevant rules, guidelines, processes and procedures. S/he takes a client-oriented, result-focused approach to interpreting the rules, procedures and guidelines when providing guidance to project team members and IPs.
Effective Administrative Advisory Services and Support to Programme Team and IPs
·Ensure effective implementation of corporate policies and procedures, systems and applications in support of the Fistula Programme operations in the country.
·Create systems and mechanisms for effective management of Organization human and financial resources required for NEX procedures. Maintains continuous and accurate/up-dated flow of information between Maputo office, the sub-offices, the Ministry of Health and the IPs.
·Keep the Fistula Programme personnel abreast of latest developments in Organization Policies and Procedures as they relate to the programme including regular reporting of substantive and financial information.
·Drive local capacity building in finance and administration within the fistula programme and ensure that the personnel are trained in the relevant finance and administration areas.
·Ensure all assets under the programme are properly utilized and managed and maintain proper inventory thereof for verification at any times.
·Coordinate closely with the Organization Operations team to ensure timely delivery of needed support and services.
Management of Programme Financial Resources
●Supporting the monitoring of programme financial performance, by providing necessary financial information and analysis, including implementation rate against indicators/results; detecting potential over/under expenditure problems and proposing remedial action.
●Developing effective mechanisms for monitoring programme and project budgets; coordinating compilation of financial data; and regularly providing accurate, up to date financial information to CO programme management, HQ and regional offices.
●Interpreting financial policies and procedures and providing training and guidance to staff and project managers. Striving to identify innovative ways in which programme financial needs can be met within existing policies.
●Assisting in the management of the CO budget, by budget formulation, controlling allotments, monitoring expenditures, and preparing revisions as required.
●Maintaining an effective financial recording and reporting system, internal control and audit follow-up; and processing financial transactions in an accurate and timely way.
Efficient and accurate management of resources entrusted to Programme Implementing Partners (IPs):
●Assist in the effective monitoring and follow up of funds transferred to relevant Implementing Partners (IPs) through direct National Implementation (NEX) modality.
●Ensure that financial transactions, including advances of funds to implementing partners, are processed in an accurate and timely way by reviewing supporting documents and ensuring that advances and expenditures are in accordance with relevant policies and procedures.
●Review and assess whether the amount reported on the statements of expenditures issued by the IPs (Funding authorization and certificate of expenditures – FACE form) correspond to the amounts recorded in the Implementing Partners’ accounting system, the approved budget, and reconciles to the bank statements.
●Perform periodic spot checks (on-site reviews) to assess the accuracy of the financial records for cash transfers to the IPs, the appropriateness and integrity of relevant supporting documents, the status of programme implementation, and ensure timely follow up of previous spot checks findings and recommendations.
●Review the IPs’ internal controls with respect to financial management, procurement and/or other controls required to implement the activities defined in the work plan; and reviewing expenditures to confirm that documentation supports the expenditures and that they are in accordance with the work plan, project document and other Organization’s regulations, as applicable.
●Follow up with relevant implementing partners (IPs) to ensure IPs’ timely implementation of audit recommendations on internal controls and project management.
●Assist in strengthening the performance of administrative and financial staff of implementing partners through periodic on-site one-on-one training as well as group training.
●Conduct financial reconciliations where required.
●Ensure goods and services procured have been received and used to implement the activities in line with the work plan or programme document.
●Participate in the physical inspection of project assets and inventories.
●Perform other duties as assigned.
●Completed Secondary Level Education required.
●First level university degree in Accounting, Finance, Business Management or similar discipline desirable.
Knowledge and Experience:
●Minimum of six (6) years of relevant experience in finance, administration or office management.
●Proven experience and track record in successfully managing and implementing financial policies, processes and systems in development organizations at national or international level.
●Proficiency in current Microsoft Office applications (especially Microsoft Excel and Word).
●Experience in using ERP system (e.g. PeopleSoft, Oracle, SAP) or similar computerized applications.
●Ability to write clearly and concisely.
●Working experience with UN organizations desirable.
●Fluency in English and Portuguese is required.
Send email to firstname.lastname@example.org