Administrative/Finance Assistant (G5)

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:

In addition to the Country Office's regular program and in view of its engagement in humanitarian response and to be able to respond to its increased operations workload, the incumbent will be expected to deliver quality services in administration and finance to internal and external clients mastering all relevant organizational rules, guidelines, processes, and procedures

You would be responsible for:

The administrative Finance assistant will assist in the overall implementation operations services in the UNFPA Country Office in Lebanon. He/She will implement UNFPA rules and regulations, adhere to policies and standards established by the HQ, and support the Operations team to ensure efficient implementation of CO activities.

1.   Program financial support 

Assist in reviewing files submitted by implementing partners and in having FACE reporting properly formulated for signature by Implementing Partners. 

Assist in the monitoring of program and project budgets, coordinate compilation of financial data, and provide accurate and up-to-date financial information to the Operations Analyst as required. 

Assist in providing guidance and training to the operations team of  the Implementing Partners on the UNFPA financial management under the national execution  modality

Ensure timely processing of advances to partners and liquidation of advances for all CO programs, including proper review and filing of signed FACE forms as well as availing signed copies to partners. Timely processing of support costs for these IPs.

Performs operational review for the work plans and ensure detailed budgets are carefully prepared with costing of detailed inputs 

Assist in the preparation of donors' financial reports as required, and ensure submission promptly 

Assist in the coordination of the ongoing operational support related to HACT WG  activities;

Provide the needed support on  Accounts Receivables (AR), and follow up with partners and UNDP on the deposit creation, and refund

2. Program Assurance activities:

Assist in the preparation of the yearly Assurance Plan for the Country office to cover the program spot-checks, Audits, and IP Micro assessments;

Adheres to Assurance Planning by supporting, training, and one-on-one assisting sessions to ensure proper capacity building and full compliance;

Provide the needed support in following up on audit qualifications and observations, and preparation of capacity building plan 

Executes other tasks as assigned by the Operations Analyst.

3. Office financial management support

Assist in the management of the Country Office budget by controlling allotments monitoring expenditures and assisting in the preparation of budget revisions according to the needs of the office.

Assist in reviewing and monitoring charges for common services, security, and cost recovery taking into account maximum cost efficiency

Assist in the VAT reconciliation process 

Ensure that financial records and transactions are accurate and timely.

Assist in processing travel requests.

Assist in maintaining Petty Cash vouchers, by entering them into the petty cash database and ensuring all the receipt vouchers are signed and stamped; 

Take timely corrective actions on unfinalized invoices in the system, including invoices with budget check errors, match exceptions, and unapproved ones. Timely seek support to resolve financial data issues

Assist in organizing and maintaining an e-filing system and maintaining contact lists for Implementing partners and suppliers.

4.   Contribute to Knowledge sharing and capacity building in the CO

Participate and assist in the organization of training and refresher learning for the CO staff on budget and finance issues, including new financial tools and platforms;

Contribute to knowledge networks and communities of practice;

Ensure UNFPA’s issues and concerns are represented in interagency working groups/BOS Finance WG.

Assist in the exercise of sustainable management practices and reduction of GHG emissions

5. Office administrative management support

Backstop the Administrative Assistant in her absence for the following :

Travel reservation

Hotel reservation

Meeting booking 

Fleet Management 

Carry out any other duties as may be required by UNFPA Representative and/or Operations Analyst.