Associate Administrative and Finance Officer

Launched in September 2010, the purpose of the SUN Movement is to catalyze collective action and create an enabling environment to end malnutrition in all its forms. With 60 SUN Countries and four Indian States at the helm, the SUN Movement represents an unprecedented country-led effort to bring together stakeholders – from governments, national and global civil society organisations, businesses, the UN system, researchers and scientists across different sectors- and provide them with a collaborative space to convene, mobilize, share, learn, advocate, align and coordinate actions and approaches to improve nutrition.

SUN countries, supported by all stakeholders in the Movement, are committed to creating an enabling environment for scaling up nutrition by strengthening four strategic processes as set out in the SUN Movement Strategy and Road-map 2016-2020: Expanding and sustaining an enabling political environment; prioritizing effective actions that contribute to good nutrition, implementing actions aligned with national common results frameworks and effectively using, and significantly increasing, financial resources for nutrition.  The SUN Movement Coordinator, UN Assistant Secretary General, oversees the day-to-day implementation of the Strategy and Road-map, leads the SUN Movement Secretariat and represents the SUN Movement globally. 

Since 2012, the SUN Movement Secretariat (SMS) has developed as a small coordinating mechanism. It has no operational role, but seeks to link together countries and networks in the SUN Movement to ensure that support, requested in countries to intensify actions and achieve nutrition objectives, is received in a coordinated and coherent way.  It also ensures that the Movement’s progress is tracked efficiently and communicated clearly. The Secretariat is headed by the Director of the Secretariat who is responsible for ensuring that the Secretariat catalyses, facilitates and supports effective action across the overall SUN Movement. 

The Secretariat is looking for a dynamic Associate Administrative and Finance Officer who will join the Facilitation Team and provide support to day to day implementation and operational support to various activities in the office – particularly related to finance. He/she will report directly to the Senior Operations Officer and work in close collaboration with the operations, programme and project teams both at the SUN Movement Secretariat and at UNOPS. He/she will also provide daily support to the Senior Operations Officer in the delivering of her workplan and the one of the team. He/she will contribute to the efficient and smooth functioning of the Secretariat through improved internal communication, coordination and management of the workflow.

The Associate Administrative and Finance Officer is expected to be proactive, innovative, entrepreneurial, agile and results oriented, demonstrating a high standard of professionalism, confidentiality and integrity. He/She should be able to anticipate the needs of the team and the ones of the Senior Operations Officer and tailor his/her support accordingly. We are looking for a solution finder and quick doer – escalating to the attention of the Senior Operations Officer only those issues requiring specific guidance and/or decision. 

He/She will perform the following tasks – but not limited to these:

Administration and implementation of financial services:

• Under the guidance of the Senior Operations Officer, contribute to an effective and transparent utilization of financial resources and ensure integrity of financial services.
• Review and verify financial transactions/activities/documentation for accuracy, appropriateness and completeness and ensure full compliance of financial services and transactions with UNOPS financial rules, regulations and policies and reporting systems.
  • Review and verify accuracy and relevancy of the supporting documents for payments to submission to the Senior Operations Officer for approval and/or action.
  • Recommend and/or implement cost saving and reduction strategies, in consultation with the Senior Operations Officer.
  • Maintain internal expenditures control systems to ensure that payments processed are matched and completed, transactions are correctly recorded and posted in oneUNOPS.
  • Prepare accurate and timely mandated financial reports to donors in accordance with donor requirements.
  • Under the guidance of the Senior Operations Officer assist in the preparation and administration of budgets.
  • Responsible for taking action and developing Standard Operating Procedure on audit recommendations to ensure implementation of corrective actions.

• Comply and verify budget and accounting data by researching files, calculating costs and estimating anticipated expenditures from readily available information sources.
• Prepare periodic accounting records by recording receipts, disbursements (ledgers, cashbooks, vouchers, etc.) and reconciling data for recurring or financial reports and assist in preparation of annual procurement plans.

Office management:

• Be responsible for the management of contracts with various suppliers (communication, printing, website, translation, equipment, catering etc) ensuring proper delivery of services, payment of invoices and extension/issue of contracts.
• In collaboration with UNOPS and the Team Assistant, oversee work related to procurement, billing and receipt of income from various services, operational travel programme, procurement monitoring and evaluation of vendor contracts/payment to vendors and individual contractors for services;
• Responsible for, registering and ensuring proper maintenance of the office assets inventory.
• Plan and execute procurement and supply chain processes, including assistance in the preparation of requisitions, tender documents, evaluation and award, etc. particularly at the occasion of events, workshops, conference organized by the SMS.
• Provide organizational support and coordination for small events organized by the office, handling all necessary arrangements (e.g. room reservations, guest/participant lists, invitations, catering, seating arrangements, special equipment, etc.).
• At the occasion of the annual/bi-annual SUN Movement Global Gathering, be responsible for planning and delivery with UNOPS the payment of DSA to participants (approx. 100) sponsored by the SUN Movement Secretariat.
• Support the management the existing resources in the area of responsibility (e.g. SUN managed facilities, assets and travel management, etc.) and estimate new requirements aiming at efficiency, cost-effectiveness and timeliness of operations and services.

• Assist the Senior Operations Officer with the development of annual plans, contribute to longer term strategies and improvements to policies, systems and procedures to ensure services provided support SUN strategic objectives and are in compliance with UNOPS corporate policies, standards, regulations and processes.

• Advanced university degree (master degree or equivalent) in Business Administration, Public Administration, Economics, Environment, Political Sciences, International Relations, Social Sciences or related field with two years of relevant experience; Or
• A first-level university degree (bachelor’s) in combination with four years of relevant experience may be accepted in lieu of the advanced university degree. 

• A minimum of 2 years of progressively responsible experience in finance, administration, accounting, business administration, or related area.  
• Knowledge of UNOPS/UN staff, procurement and financial rules and regulations is an asset.
• Computer skills with word processing, spreadsheets, email and internet are required.
• Knowledge of the UN system is an advantage.
• Meticulous attention to detail and mastery of information under his/her responsibility;
• Demonstrated ability to collaborate across one or more dispersed and diverse teams is desirable;
• Proven professional commitment to professionalism, punctuality, accuracy, confidentiality, integrity and flexibility and proven experience in introducing new and more effective ways of working in a very busy office

Languages

• Good written and verbal communication in English and French are required

Contract type: Temporary Appointment (TA)
Contract level: P2
Contract duration: 364 days

• Please note that the closing date is midnight Copenhagen time
• Applications received after the closing date will not be considered.
• Only those candidates that are short-listed for interviews will be notified.
• Qualified female candidates are strongly encouraged to apply.
• UNOPS seeks to reasonably accommodate candidates with special needs, upon request.
• Work life harmonization - UNOPS values its people and recognizes the importance of balancing professional and personal demands. We have a progressive policy on work-life harmonization and offer several flexible working options. This policy applies to UNOPS personnel on all contract types
• UNOPS seeks to reasonably accommodate candidates with special needs, upon request.
• For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
• The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.  

It is the policy of UNOPS to conduct background checks on all potential recruits/interns.
Recruitment/internship in UNOPS is contingent on the results of such checks.