The Position:
As part of the implementation of the 9th Cooperation Programme between the Government of Senegal and the United Nations Population Fund (UNFPA) for the 2024-2028 period, a strategic partnership is being developed with the Ministry of Health and Social Action (MSAS) through the Directorate of Maternal and Child Health (DSME).
This partnership primarily focuses on providing an integrated package of quality services in reproductive health/family planning/ maternal and neonatal health, nutrition, and adolescent/youth health, benefiting women, adolescents, and youth, including in humanitarian emergency situations.
To consolidate the achievements of this partnership and ensure ongoing performance in the implementation of the Programme, UNFPA is recruiting and assigning an Administrative and Financial Assistant (AAF) to support the DSME in the administrative and financial management of funds made available to DSME by UNFPA
You will report to the UNFPA Senegal 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 (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
The Administrative and Financial Assistant will be responsible for monitoring the administrative and financial management of the DSME partner.

Your responsibilities would be to:
• Ensure the Administrative and Financial Management of the PTA activities of the DSME and its partners.
• Participate in the preparation and budget execution of ATP activities.
• Keep abreast of financial and administrative procedures applicable to National Execution.
• Ensure the processing of quarterly cash advances.
• Maintain a reliable filing system for the portfolio of files entrusted to him/her.
• Ensure the conformity, completeness and validity of supporting documents submitted by DSME and its partners.
• Draw up budgetary details of ATP activities for each request for advances of funds.
• Check the budgetary details of DSME’s activities and those of its implementing partners.
• Monitor the bank account.
• Record all transactions in the bank or cash ledger (as required).
• Prepare the quarterly FACE of the various funds with all supporting documents in accordance with the Nex Guide and the UNFPA schedule of costs.
• Prepare monthly and quarterly bank reconciliations.
• Draw up the year-end C Form listing all equipment made available to DSME.
• Prepare the quarterly financial report for the Directorate and ensure that it is submitted on time.
• Prepare the annual financial report for deposit in the UNDP account by January 15 of each year.
• Carry out financial monitoring and pre-audit missions for DSME and its partners.
• Ensure that all supporting documents for the past quarter are available, compliant and properly filed.
• Prepare the quarterly financial monitoring report for DSME and partners.
• Contribute to capacity building at regional level during financial monitoring missions in collaboration with other UNFPA colleagues.
• Keep abreast of new financial, administrative and personnel procedures applicable to implementation.
• Assist missionaries in obtaining Mission Orders.
• Carry out physical inventories of equipment in beneficiary structures in collaboration with implementing partner staff.
• Participate in annual inventory missions organized by UNFPA in the Regional Health Departments.
• Ensure compliance with all procedures for purchasing goods and services at the local level of the implementing partner.
• Ensure that implementing partners actually receive the equipment ordered.
• Organize the implementing partner’s goods and services procurement scrutiny committees and ensure that the minutes of the tender scrutiny are approved by the sworn authorities.
• Prepare the payment voucher with all supporting documents for signature by the Director.
• Maintain the circulation of a continuous network of adequate and up-to-date information between the various stakeholders.
• Ensure the administrative, logistical and financial management of workshops and seminars organized by implementing partners.
• Ensure the establishment and management of contracts for consultants.
• Carry out any other tasks deemed necessary by DSME and UNFPA.
• Participate in UNFPA statutory meetings.
• Act as a full member of the team in charge of Quality Assurance of requests for cash advances and PTAs.
• Collaborate with the UNFPA Operations team in the elaboration of financial files (detailed budget, PTA, PTT, annual report etc.), in the consolidation of annual faces and in pre-audit missions.
• Carry out any other tasks assigned by the Supervisor.

Qualifications and Experience
Education
• High School diploma.
• University degree (Bac + 4) in Finance, Financial Management and Accounting would be desirable

Knowledge and Experience
• At least five (05) years’ professional experience in finance, management, administration and accounting in the public or private sector;
• Good knowledge of Results-Based Management;
• Good experience in the administrative and financial management of programs and projects of the United Nations System;
• Good knowledge of the organization of the health sector;
• Good knowledge of Senegalese legislation
• Good computer skills;
• Good knowledge of field work;
• Able and willing to undertake periodic field missions;
• Interpersonal relations and ability to interact ;
• Speed in the execution of actions to be undertaken;
• Ability to work under pressure;
• Sense of initiative;
• Good knowledge of the Eastern regions is an asset.
Languages
• Good command of French (written and spoken).
• Good knowledge of English

Required Competencies
Values
• Demonstrate integrity through adherence to UN values and ethics;
• Promote the vision, mission and strategic goals of UNFPA and the United Nations;
• Respect cultural, gender, religious, racial, age and national differences.

Core Competencies
• Proven ability to lead and manage teams to achieve demonstrable results
• Good interpersonal communication skills;
• Good negotiation and advocacy skills;
• Demonstrate organization, rigor, firmness, initiative and leadership in managing portfolio quality assurance;
• Ability to focus on results and respond positively to partners’ requests;
• Good conflict resolution skills, ability to work in a team, maintain a constructive attitude at work;
• Good ability to meet deadlines;
• Good computer skills (Windows, Word, Powerpoint, Excel, etc.).

Functional Competencies
• Excellent analytical, synthesis, writing and verbal skills;
• Excellent results-based management skills;
• Excellent ability to manage the technical and financial formulation, implementation and monitoring/evaluation of development programs and projects in the sector.


Compensation and Benefits
This position offers an attractive remuneration package including a competitive net salary plus health insurance and other benefits as applicable.