Administrative and Finance Associate, Manila, Philippines, G-7

The Position:

The Administrative and Finance Associate is located in Country Office (CO) in the Philippines and reports to the International Operations Manager.

How you can make a difference:

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 , 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 the Philippines, UNFPA is implementing its five-year 9th Country Programme The 9th CP is tightly aligned with the mid- and long-term development goals of the Philippines and Ambisyon Natin 2040, as well as the global Agenda 2030 including the Sustainable Development Goals (SDGs).

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:

The Administrative and Finance Associate delivers quality services in Administration and  Finance to internal and external clients mastering all relevant rules, guidelines, processes and  procedures. S/he takes a client-oriented results-focused approach to interpreting the rules,  procedures and guidelines, providing support and guidance to the CO and UNFPA-supported  projects. S/he supervises clerical and support staff. 

You would be responsible for:

Under the supervision of the Operations Manager, the Admin and Finance Associate provides high-quality financial and administrative services to the Country Office (CO). The incumbent ensures sound financial management, effective operational support, and strengthened internal control systems in compliance with UNFPA's rules and procedures. 

You will carry  out the following tasks:  

A. Financial Management and Oversight

• Lead the monitoring, coordination, and quality assurance of all financial transactions, ensuring compliance with UNFPA financial rules, policies, and internal control standards.
• Review and certify payments, travel claims, and other financial commitments prepared by the Finance Associate or programme staff before final approval.
• Ensure timely completion of all financial activities for a smooth year-end closure.
• Prepare and monitor the administrative and management budgets, including common services and cost recovery arrangements.
• Coordinate timely responses to audit and assurance findings, and oversee implementation of corrective actions.
• Support the programme units in the preparation of donor reports especially by providing accurate financial information
• Develop and maintain tools for budget analysis, expenditure tracking, and financial reporting to support results-based management.
• Provide technical guidance and on-the-job support to project and programme staff on financial procedures, coding, and compliance.
• Act as focal point for financial data integrity and accuracy within Quantum and other corporate systems.

B. Administrative and Operational Support

• Support  the common services and premises management, including review of cost-sharing and ensuring timely payment of contributions.
• Support logistical arrangements for workshops, missions, and official events, ensuring cost-effective and compliant processes.
• Contribute to office safety, security, and business continuity arrangements in coordination with the Operations Manager and security focal points.

C. Systems Implementation and Process Improvement

• Serve as focal point for HACT, COREM, Quantum/ERP financial and administrative modules, ensuring timely and accurate data entry and compliance with corporate workflows.
• Review and recommend process improvements to strengthen internal controls and enhance operational efficiency.
• Maintain and regularly update office administrative and financial SOPs, ensuring alignment with UNFPA policies.
• Participate in regional or HQ operations initiatives to share lessons learned and promote best practices.

D. Other Duties

• Support the Operations Manager in financial planning, reporting, and liaison with regional or HQ finance units on complex cases.
• Represent UNFPA in inter-agency working groups as assigned.
• Carry out any other duties as may be required by UNFPA leadership.

Qualifications and Experience: 

Education:  

Completed Secondary Level Education required. First level university degree in Finance, Business, Public Administration or similar discipline desirable.

Knowledge and Experience: 

• Seven years of relevant experience in administration, finance or office management required.
• Proficiency in current office software applications, web-based management and ERP financial systems required.
• Familiarity with UN administrative and financial procedures and the ability to interpret administrative and financial rules, regulations and procedures and explain them clearly and concisely is a strong asset.
• Proven experience and track record in successfully managing and implementing financial policies, processes and systems in development organizations required.
• Experience in working in team and leading people is highly desirable.
• Excellent working knowledge of MS Office, ERP (e.g. PeopleSoft, Oracle, SAP and other ERP systems), E-filing system and other software applications is required.

Languages: 

Required Competencies: 

Values:

• Exemplifying integrity, 
• Demonstrating commitment to UNFPA and the UN system, 
• Embracing cultural diversity, 
• 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

Functional Competencies:

• Providing financial support
• Managing data
• Managing documents, correspondence and reports
• Managing information and work flow
• Planning, organizing and multitasking
• Supporting financial data analysis

Managerial Competencies (if supervising staff):

• 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

UNFPA Work Environment:

UNFPA provides a work environment that reflects the values of equality, diversity, integrity, and healthy work life balance. We are committed to ensuring gender parity and therefore encourage women to apply. Individuals from minority groups, indigenous populations, persons with disabilities, and other underrepresented groups are highly encouraged to apply.

Appointment, Compensation and Benefits:

The initial fixed-term appointment of a staff member shall be for a period of one year. A fixed-term appointment may be renewed, subject to satisfactory service. A fixed-term appointment does not carry any expectancy, legal or otherwise, of renewal or conversion, irrespective of the length of service. 

UNFPA offers an attractive remuneration package including a competitive net salary plus health insurance and other benefits as applicable.

Disclaimer: 

UNFPA does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Fraudulent notices, letters or offers may be submitted to the UNFPA fraud hotline

Persons applying to positions in the Professional and higher categories who hold permanent resident status in a country other than their country of nationality, may be required to renounce such status upon their appointment.