| Summary of Key Functions :
Under the overall supervision of UN Women Head of Office in Kosovo, the Finance and Administrative Assistant will:
- Prepare and manage all financial and accounting reports, proposals, and budgets on project activities;
- Oversee and report on all project expenditures;
- Ensure spending of allocated amounts as planned;
- Prepare and process all project-related financial transactions in Global Quantum System, such as vouchers, requisitions, purchase orders, customer/vendor information updates, and support project budget revisions;
- Support periodic and ad-hoc financial reporting to UN Women and other parties, as needed;
- Support project management in monitoring expenditures and commitments against project budget and relevant plans;
- Provide finance-related data to support project implementation, planning, and reporting;
- Coordinate human resources, procurement, and finance procedures for the project in line with UN Women and EU rules and regulations;
- Provide administrative support to conferences, workshops, retreats, the organization of field visits, missions, workshops, trainings, roundtables, conferences, and similar, organized in the framework of the project;
- Maintain and update all administrative, personnel, and financial files and records as well as general office files related to the project;
- Assist in the preparation of draft job descriptions, vacancy announcements, requests for recruitments, interview minutes, and requests for contract as well as supports all procurement processes within the project;
- Maintain the inventory of project assets/equipment and project correspondence and files;
- Ensure completion of monthly leave reports and attendance records of project staff;
- Prepare vehicle and security requests;
- Manages logistics and travel related to consultancy missions, in-country field trips and monitoring visits undertaken by staff, and travel of team members; arrange travel and hotel reservations, prepare travel authorizations, process requests for visas, identity cards and other documents, collect information for DSA;
- Liaise with UN Women Operations and assist team members, experts, and consultants, on financial and operational matters;
- Collect, analyze and present information for monitoring and evaluation of project implementation against project targets;
- Compile and design background information for formulation of project work plans, draft annual/quarterly budgets, proposals on implementation arrangements, and draft quarterly project reports;
- Monitor inputs provided by consultants, beneficiaries, and contracted parties and communicate findings to the supervisor;
- Maintain timetables for project milestone events, including periodic Steering Committee meetings, and provide support to preparing and organizing meetings, including and ensuring timely follow-up;
- Participate in trainings for operations/project staff on relevant rules and procedures and organize briefings on new internal procedures for project staff, as required;
- Provide guidance to project staff on business processes, and administrative and other requirements and procedures, as relevant;
- Support knowledge management, strategic networking, and strengthening of communities of practice;
- Perform any other duties as requested by the supervisor.
Impact of Results
- The action is expected to improve the fulfilment of gender equality policies, increase the capacity for effectively absorbing the EU provisions on gender equality, and provide an opportunity for the exchange of knowledge and experience among the Western Balkans countries and with EU Member States.
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