Administrative/Finance Associate Job Vacancy at UNFPA, Ankara Turkey

The Administrative/Finance Associate position is located in the UNFPA Turkey Country Office based in Ankara. Under the guidance and supervision of the Representative, the Administrative and Finance Associate provides quality services in the areas of finance, procurement and general administration to internal and external clients mastering all relevant rules, guidelines, processes and procedures. S/he supervises support staff.

S/he takes a client-oriented results-focused approach to interpreting the rules, procedures and guidelines, providing support and guidance to the Country Office.

In support of UNFPA’s strategic direction at the country level, the Administrative and Finance Associate contributes to ensuring effective and efficient application of country office resources through support and monitoring in the areas of:

• Finance and Budget Management
• General Administrative Services including Procurement

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A.  Finance and Budget Management

• Prepare annual budget and budget revisions for operational activities and enter in the GPS module in Atlas;
• Provide timely operational clearance in GPS on program-related budgets and send to commitment control (KK);
• Conduct effective internal control, examine supporting documentation related to payments, ensure assurance of the correctness/high quality of information adhering to the usage of correct expense account and procedures;
• Perform Finance User function in ATLAS and verify completeness and accuracy of payment requests in line with prevailing policies, etc., identifying and following up with relevant personnel on errors and gaps;
• Raise Accounts Payable (AP) vouchers in ATLAS and ensure proper payee information, accurate COA and approved amount and liaise with UNDP to ensure timely processing in the system as required;
  
  
• Create, edit and present information (queries, reports, documents) in visually pleasing, clear and presentable formats;
• Prepare monthly and quarterly Financial Accountability Checklists for approval by the Representative with relevant supporting documentation;
• Monitor Institutional Budget expenses on a regular basis and submit timely requests for redeployment to HQ, if necessary;
• Carry out cost recovery exercise to proportionately charge the common expenses to non-core resources;
• Respond to HQ’s and RO queries as and when required and provide guidance on financial matters/policies to programme colleagues;
• Conduct secondary review of E-FACE forms entered by Programme Associate, verify accuracy of information, ensure proper recording of expenses including timely release of funds to IPs;
• Conduct quarterly Operating Fund Account (OFA) to FACE and FACE to Combined Delivery Report (CDR) reconciliations;
• Review monthly Atlas statements and generate financial reports in COGNOS to ensure that expenditures have been properly recorded and that the allotments are not exceeded;
• Ensure timely completion of year-end accounts closure activities;
• Develop tools and mechanisms for effective and efficient monitoring of financial resources;
• Interpret financial policies and procedures and provide guidance to office colleagues;
• Contribute to the development of the annual assurance plan, take part in conducting spot checks of Implementing Partners jointly with programme colleagues and participate in HACT-related meetings and discussions on a regular basis;
• Draft responses to audit findings and recommendations, and follow up accordingly;
• Review and monitor charges for common premises, services and cost-recovery taking into account maximum cost efficiency and represent UNFPA’s interest in related negotiations and agreements;
• Implement corporate systems and applications in support of financial management;
• Act as Petty Cash Custodian;

B.  General Administration including Procurement

• Assist in the preparation of the Country office work plans, progress reports, enterprise risk management in accordance with the latest requirements of the Strategic Information System;
• Supporting submission of the online procurement plan in close coordination with the Administrative Associate. Liaise with the Procurement Services Branch, RO and other relevant offices on procurement-related issues;
• Coordinate travel management and clear calculation of travel entitlements in compliance with UNFPA Duty Travel policy;
• Monitoring and ensuring vendor performance and assessment in the system by relevant staff;
• Contribute to the smooth running of the office by ensuring provision and maintenance of services and supplies following-up and maintaining up-to-date assets and records;
• Coordinate and supervise shipment and custom clearance, event management, administrative surveys, transportation services and insurance, space management, procurement of supplies;
• Coordinate asset management with Administrative Associate for required corrections in ATLAS Asset Module, periodic assets reports, coordination of physical verification of assets;
• Actively contribute to the UN Operations Management Team and relevant sub-groups;
• Actively contribute to the Operations Community within UNFPA;
• Contribute to the maintenance of accurate up to date filing;
• Carry out any other duties as may be required by the Representative.

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Education: 

• Completion of Secondary Level Education required. First level university degree in finance, business administration or public administration is desirable.

Knowledge and Experience:

• 7 years of relevant experience in administration and finance in the public or private sector.
• Ability to interpret financial rules, regulations and procedures and explain them clearly and concisely;
• Ability to interpret administrative and personnel rules, regulations and procedures and explain them clearly and concisely. Experience in UN personnel and administrative procedures desirable;
• Proficiency in use of spreadsheets, word processing and computerized accounting systems;
• Previous experience in the UN, as well as, experience of UN accounting framework and systems, Atlas/PeopleSoft desirable;
• Experience in financial monitoring of implementing partners desirable. Good writing and communication skills.

Languages:

• Fluency in both written and spoken English and Turkish is required.

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Values:

• Exemplifying integrity
• Demonstrating commitment to UNFPA and the UN system
• Embracing diversity in all its forms
• 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

• Ensuring facilities and assets management

• Provide logistical support

• Manage data

• Manage documents, correspondence and reports

• Managing information and work flow

• Planning, organizing and multitasking

• Supporting financial data analysis

Managerial Competencies:

•Providing strategic focus,

•Engaging in internal/external partners and stakeholders,

•Leading, developing and empowering people, creating a culture of performance

•Making decisions and exercising judgment