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National Individual Consultant Logistics Associate
The Position:
The National Individual Consultancy is to provide administrative and logistical support to staff members and their families that will be relocating from New York to Nairobi, including new international hires into Nairobi, that will be required to relocate to take up new assignments in the newly created Programme Division.
The National Individual Consultant will work closely with the HRBPs for Humanitarian and Special Projects and ESARO as well as the Operations Manager for the Kenya Country Office. The consultant will be supervised by the HRBP- ESARO on a day to day basis under the overall guidance and direction of the HR Director.
You would be responsible for:
Administrative
- Liaise with the staff and HR teams to maintain a Master Tracker of all staff relocation details (arrival dates, flight details, interim accommodation details)
- Liaise with BES for staff PAFs prior to their arrival
- Coordinate with BES to communicate staff arrivals and ensure release of settling in grant payments
- Facilitate identification of International schools for staff dependents
- Liaise with UNDSS for security assessment of staff accommodation
Security and UNON access
- Coordinate security briefings for new hires with UNFPA and UNON security (individual and team briefings)
- Facilitate processing staff access to UNON compound and and staff IDs
- Facilitate UNON physical premises orientation
Accreditation and Installation in Kenya
- Facilitate Airport transfers as requested
- Facilitate Hotel/Furnished Temporary Housing reservations as requested
- Facilitate the submission of documents to UNON protocol for work dependent visa and residency permit processes
- Facilitate the processing of the Tax PIN certificates, Drivers License and relevant IDs for staff and dependents
- Facilitate bank account opening processes for staff and dependents, including coordinating bank familiarization sessions
- In collaboration with UNON, support in the importation and clearance of staff shipment of personal effects
- Coordinate with local realtors to facilitate potential viewing of rental homes
Qualifications and Experience:
Education:
- High School Education required
- Qualification in administration, logistics, project management or related field is required
Knowledge and Experience:
- At least seven years of relevant progressively responsible experience in managing projects
- Understanding of the UN operational business model and accountability requirements.
- Ability to communicate effectively with colleagues, both verbally and in writing.
- Highly organized with good analytical skill and attention to detail
- Proficiency in the use of MS Office suite products;
National Position: Finance Analyst, NOB; Nairobi Service Center, Finance Branch, Division of Management Services
The Finance Analyst position is part of the Finance Branch, Division for Management Services, located in the Nairobi Service Center, Kenya. The Finance Branch is responsible for global finance and accounting including providing guidance and oversight for financial management to country, regional and headquarters offices. The Branch advances and owns key financial policies and processes including accounts payable, statutory and donor reporting, and ensuring the ERP and related systems are configured to implement, manage, and report on key financial processes.
Partnerships, knowledge management, communication and training
- Actively participate in Finance Branch and team meetings.
- Cultivate and maintain positive relationships with key partners of and division located within the Nairobi Service Center, and the broader Finance Branch to ensure business continuity.
- Represent the Finance Branch at the working level in transaction related finance and supplier processes the Nairobi Operations Unit.
- Maintain productive working relationships with the local UNDP finance office providing treasury support to UNFPA.
- Provide financial training, including preparation of training materials and guidance notes, and facilitate knowledge transfers with Nairobi based HQ staff or the global finance community based on financial and operations procedures.
- Contribute to the global financial management community facilitated by the Finance Branch.
Business continuity services and management:
- Review and approval of non-PO payments to suppliers and staff; calculating and processing cost recovery, billing, and related transactions; submitting General Ledger Journals and other adjustments within the unit’s scope.
- Conduct a fiduciary review in line with UNFPA policy on accounts payable and key performance indicators for timeliness for all payments for Nairobi based HQ units to ensure compliance and documentation standards are met.
- Perform a quality assurance finance review of Implementing Partners (IPs) eFACE forms as recorded in the Implementing Partners’ approved work plans in QuantumPlus and UN-to-UN transactions; approve the IP payment requests and liquidation reports within assigned approval limits.
- Certify overtime requests for Nairobi based HQ staff to verify computation accuracy, completeness, and compliance with UNFPA Overtime Compensation Policy.
- Perform oversight of the petty cash management for Nairobi based HQ units, ensuring proper administration and accountability.
- Collaborate with UNDP Kenya to ensure timely processing of payments in the local pay cycle; and liaise with UNDP Kenya and the UNFPA Country Office on local staff payroll.
- Actively respond to support requests from Nairobi based HQ units as part of the Global Service Desk for areas under the under the unit’s responsibility.
- Monitor the timeliness and effectiveness of the APU unit in Kenya.
Support and guidance to offices on financial management
- Provide guidance to Nairobi based HQ staff on UNFPA financial policies and procedures; escalate issues for resolution as needed.
- Review data integrity and completeness tools as the second line of defense and support offices in their resolution.
Accounting, period end and year end closure activities
- Analyze and correct general ledger accounts related to payables, performing ongoing data corrections as part of periodic and year-end closure processes.
Reporting and information management
- Compile and provide accurate financial information and reports to Nairobi based units as required.
- Monitor financial data integrity and completeness using dashboards, reconcile and analysis general ledger accounts, complete year end activities as assigned.
- Review system generated reports for completeness, accuracy to underlying ERP records and resolve discrepancies before report issuance.
Business process and systems efficiency
- Analyze system-generated reports to identify and address delayed or duplicate payments.
- Propose improvements to enhance efficiency and harmonize business processes.
Carry out any other duties as may be required by UNFPA leadership
Qualifications and Experience
Education:
Advanced university degree in accounting / financial reporting or related discipline. A recognized professional accounting designation (CPA, CA), together with a Bachelor’s degree, will be deemed equivalent to a Master’s level degree for this position.
Knowledge and Experience:
- A minimum of two (2) years of experience in financial management, accounting and/or related areas;
- Proven experience in successfully managing and implementing financial policies, processes and systems in development organizations at the national or international level.
- Advanced knowledge of spreadsheet and database packages, experience in handling of web-based management systems and ERP financials. Knowledge of Oracle ERP is a distinct advantage;
- Strong analytical and problem solving skills;
- Exposure to drafting policies or guidance notes is an advantage;
- Excellent written and spoken communications skills;
UNFPA Consultant Roster
Main Tasks & Responsibilities
As a general roster, the UNFPA consultant roster does not indicate a specific task. Tasks will be described in the terms of reference for a specific assignment.
Qualifications and Experience
- Qualifications vary and depend on specific consultancy requirements. In general, consultants possess advanced degrees and have significant experience in one or more of the thematic areas of UNFPA. Ideally, they have consulted with development agencies in international settings. Fluency in English is typically required; and, depending on the assignment, another UN language may also be required or considered desirable.
Finance Associate, GS-6, Nairobi Service Center; Finance Branch, Division of Management Services
The Finance Associate role is responsible for providing guidance and support to UNFPA Nairobi based headquarters (HQ) units in the areas of accounting and financial operations to ensure an effective and transparent management of and accounting for financial resources. This position is a key function of the internal control framework for HQ payment processing. The Finance Associate will be responsible for the review of supporting documents and processing payments in line with UNFPA policy, including the review of implementing partner advances, operational payments, preparation of journal entries, acting as the petty cash custodian for the Nairobi Service Center, supplier management processes and other areas.
You would be responsible for:
Partnerships, knowledge management, communication and training
- Actively participate in Finance Branch and team meetings.
- Cultivate and maintain positive relationships with key partners of the Nairobi Service Center and the broader Finance Branch to ensure business continuity.
- Provide financial training and facilitate knowledge transfers with Nairobi based HQ staff or the global finance community based on financial and operations procedures, or guidance notes.
- Contribute to the global financial management community facilitated by the Finance Branch.
Business continuity activities
In line with UNFPA policies and procedures:
- Conduct a fiduciary review of accounts payable requests to ensure accuracy of computation, chart of accounts usage and attachment of required documents.
- Prepare and submit invoices in a timely manner for approval, covering payments to vendors, claims, cost recovery, billing, and related transactions in the ERP system.
- Review requests for General Ledger Journal entries and prepare adjustment entries for approval.
- Perform first-level finance review of Implementing Partners (IPs) eFACE forms and UN-to-UN transactions; prepare IP payment requests, and liquidation reports and submit for approval.
- Review overtime requests for Nairobi based HQ staff to verify computation accuracy, completeness, and compliance with UNFPA Overtime Compensation Policy.
- Identify local deposits received with the UN entity as the treasury provider; provide supporting documentation and chart of accounts details for proper deposit application.
- Serve as a petty cash custodian for Nairobi based HQ units, ensuring proper administration and accountability.
- Provide guidance, support, and timely responses to queries from Nairobi based HQ units through the Global Service Desk.
- Provide back up support to NYHQ APU team, including payment processing, credit card reconciliation and other activities as required.
Support and guidance to offices on financial management
- Provide guidance, support and instructions on the Accounts Payable process and Supplier set up and maintenance functions to colleagues in Nairobi based HQ units.
- Monitor fund codes for closure to ensure requirements have been met and/ or engage budget owners for necessary action.
Accounting, period end and year end closure activities
- Analyze and correct general ledger accounts related to payables, performing ongoing data corrections as part of periodic and year-end closure processes.
Reporting and information management including Statutory and Donor Reporting
- Monitor financial data integrity and completeness using dashboards and follow up with Nairobi-based HQ units; complete periodic and year-end closure activities as assigned.
- Prepare financial information from the Enterprise Resource Planning (ERP) system to assist internal and external audits
Business process and systems efficiency
- Analyze system-generated reports to identify and address delayed or duplicate payments.
- Propose improvements to enhance efficiency and harmonize business processes.
Other duties
- Carry out any other duties as may be required by UNFPA leadership
Qualifications and Experience
Education:
Completed Secondary Level Education required. Part qualified Professional Accounting qualification such as ACCA, CIMA, CA, or a first level bachelor’s degree in finance, accounting or business administration is desirable.
Knowledge and Experience:
- 6 years finance-related work experience – accounts receivable, accounts payable, general ledger maintenance, etc.
- Experience in the application of IPSAS or IFRS would be advantageous.
- Proficiency in use of spreadsheets, word processing and computerized accounting systems (preferably Oracle Cloud computing).
- Strong written and oral communications skills.
- Ability to organize effectively, work under pressure with attention to detail, precision and accuracy
- Dedication to UN principles and demonstrated ability to work harmoniously with persons of different national background.
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