Under the overall guidance and supervision of the Operations Manager, the Programme Administration Associate ensures effective execution of financial and administrative services and processes in the Country Office (CO) and transparent utilization of financial resources. The Programme Administration Associate promotes a client-oriented approach consistent with UNWOMEN rules and regulations.
The Programme Administration Associate can supervise clerical and support staff. The Programme Administration Associate works in close collaboration with the Operations, Programme, and Senior Management staff in the CO and UNWOMEN HQ and the projects’ staff for resolving finance and Administration related issues and exchange of information.
Summary of key functions:
q Administration and implementation of programme/operations and financial management strategies
q Support to management of the CO programme, administration of budgets and functioning of the optimal cost-recovery system.
q Accounting, finance and administrative support
q Facilitation of knowledge building and knowledge sharing
- Ensures administration and implementation of programme/operations andfinancial management strategies,adapts processes and procedures focusing on achievement of thefollowing results:
q Full compliance with UNWOMEN rules and regulations and other relevant policies on financial recording/reporting system and follow-up on audit recommendations; implementation of effective internal controls, proper functioning of a client-oriented financial resources management system.
q Provision of inputs for implementation of cost-saving and reduction strategies in consultation with the office management.
q Preparation of cost sharing, and trust fund agreements, follow up on contributions within the CO resource mobilization efforts.
2. Provides effective support to management of the CO programme, administration of budgets and functioning of the optimal cost-recovery system focusing on achievement of the following results:
q Presentation of information for formulation of country office work plans, budgets, proposals on implementation arrangements and execution modalities. Entry of data of new grants into Atlas in the form of Annual Work Plans (AWPs), monitoring of their status.
q Provision of guidance to the executing agencies on routine implementation of projects, tracking use of financial resources.
q Accuracy verification of Financial Reports submitted by Implementing Partners
q Provision of information for the audit of projects, support the implementation of audit recommendations.
q Implementation of the control mechanism for development projects through monitoring of budgets preparation and modifications
q Tracking and reporting on mobilized resources.
q Preparation of reports.
q Assists review of cost-recovery bills from UNDP and validation of services provided by UNDP before the cost recovery bill is paid. Maintain tracking of billings of services provided by UNDP
3. Provides accounting and administrative support to the Programme Units focusing on achievement of the following results:
q Proper control of the supporting documents for payments and financial reports for projects; preparation of PO and non-PO vouchers for development projects.
q Maintenance of the internal expenditures control system which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in Atlas; travel claims, and other programme related payments.
q Tracking and reporting of mobilized resources by performing the following tasks if assigned to the S/M.
Review signed cost-sharing contribution agreements and trust fund agreements before clearance by senior management
Enter Agreement information into share point
Attach copy of the signed agreement
Maintain tracking for revenue receivables for timely receipt.
Maintain contributions/receivables documentation
q Timely corrective actions on erroneous data in Atlas. Preparation of financial reports as required.
q Maintenance of the Accounts Receivables for UNWOMEN projects and follow-up with partners on contributions, deposits creation in Atlas and their application to AR pending items.
4. Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results:
q Systematic gaining and sharing of knowledge and experience related to programme management.
q Organization of training for the office staff on programme/operations related issues.
q Synthesis of lessons learned and best practices in programme administration and finance.
q Sound contributions to knowledge networks and communities of practice.