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PSFR Programme Associate
00076226
London, UK
Fundraising Development Unit
Local – Support ICA, Level G6
01.06.2014 – 30.11.2014
Polly Gilchrist
1. General Background
The organization has great ambitions for growing the private sector income and is entrusting PSFR
with an increasingly larger investment budget.
As a result of a planned aggressive growth of income and the related growth of investment budget,
PSFR is relying on well-functioning structures, processes and practices for managing the financial
activities. Many of these are in place, but there are still essential improvements required to ensure
alignment with current practices and policies.
As part of UNHCR's Private Sector Fund Raising (PSFR) on of the Fundraising Development Unit’s
core objectives is to increase global income received through digital and emergencies and to ensure
the fundraising network has the content and creative they need to carry out effective fundraising.
The PSFR Programme Associate will support this team in ensuring information in MSRP is correct
and up to date and providing general administrative support. The incumbent supports the team in
ensuring adequate oversight and control of the PSFR investment and income recording in the
specified region as well as assisting with human resource processing, including raising agreements
with contractors/suppliers. The incumbent works with the region, as well as with the Fundraising
support Unit in PSFR, to help address budgetary issues and reporting to ensure accuracy and
consistency of budgetary and financial information. The incumbent will ensure up-to-date and
detailed budgetary and financial information pertaining to the geographical area of responsibility is
available for regular scheduled reporting and on request as required. This includes budgetary and
contractual status information on staff, UNOPS consultants, ABOD and operational projects under all
sources of funding.
2. Purpose and Scope of Assignment
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Up to date and accurate finance, administrative and other systems provided by UNHCR;
Timely and accurate monthly, quarterly, mid-year and annual income and expenditure reporting
provided to PSFR management in the region and the Fundraising Support Unit in Geneva;
Assist the Digital Fundraising officer, the Corporate Communications officer and the PSFR
Partners in the region with the preparation of the annual budget, budget analysis and financial
planning, according to the budget format provided by the Fundraising Support Unit in Geneva;
Assist the Digital Fundraising officer, the Corporate Communications officer and the PSFR
Partners in the region with the preparation of the annual,Quarterly, mid-year and monthly income
and expenditure reports according to the formats provided by Fundraising Support Unit in
Geneva;
Assist the Digital Fundraising officer, the Corporate Communications officer and PSFR’s Partners
in the region with ad-hoc global reviews, internal controls, audits and quality reviews;
Assist the Digital Fundraising officer, the Corporate Communications officer and PSFR’s Partners
in the region to keep track on significant variances between approved budget and actual results
and implementation rates, through clear reporting, ensuring timely budget expenditure revisions
and income forecasts are made and submitted to the Fundraising Support Unit in Geneva;
Is responsible to ensure accurate and timely income recording in MSRP and monthly
reconciliation of the income account(s) managed by PSFR;
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Is responsible for ensuring accurate and timely expenditure recording in MSRP and monthly
reconciliation of expenditure linked to PSFR managed budgets in the region;
Assists in the recruitment of staff and any affiliated workforce including advertising of vacancies,
collecting candidate applications, and all administrative aspects of the recruitment, archiving and
maintaining records and liaising with the relevant counterparts to ensure appointments are
achieved as planned;
Prepares and maintains regular reports on projects, procurement submissions and other inventory
reports pertaining to the PSFR region and the Regional activities;
Ensures best practices and procedures for financial and administrative management and office
management are implemented and provides training and advice when required;
Manages procurement, contract processes, requisitions and purchase orders and spending
authorities, linked to goods and services procured by PSFR in the region when required;
Supports the PSFR staff in the region with travel requests and travel plans and bookings, when
required
Support PSFR staff with the venue selection and administration of meetings, skill-shares and
other events as planned in the Region when required;
Prepares and maintains digital income reports and prepares financial analysis of data
Manages the donor care inbox and provides supporter care assistance to donors
Performs other duties as required.
3. Monitoring and Progress Controls
The PSFR Programme Associate will be directly accountable to the Senior Global Fundraising
Development Officer and is expected to deliver on the following areas:
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Provide project and administration support to the Head of Unit
Provide financial and administration support to the Head of Unit
Co-ordinate travel for the Head of Unit in liaison with the Administration and Finance Associate
Assistance in the recruitment and induction of staff
Spearhead formulation of office and administration procedures leading to the effective running
and ongoing positive development of the Fundraising Development Unit
4. Qualifications and Experience
a. Education
Completion of secondary education with post-secondary certificate/training
Administration, Finance, Human Resources, Economics and/or other related fields
in
Business
b. Work Experience
Minimum 6 years of working experience with Administration, Finance and or Human Resources,
preferable with UNHCR or another UN Agency
c. Key Competencies
ESSENTIAL
- Excellent financial skills
- Analytical thinking
- Strong ability to produce and analyze reports rapidly
- Excellent computer skills and practical experience in working with Excel and an ERP or accounting
system
- Excellent interpersonal skills
- Demonstrated ability to work with others in a team environment
- In offices where the working language is not English, excellent knowledge of the working language
of that duty station and working knowledge of English
DESIRABLE QUALIFICATIONS & COMPETENCIES
- Knowledge of UNHCR administrative and financial rules and procedures
- Experience in working with MSRP
- Good working knowledge of MS Office including Access
Signed (Project Authority)
Date
Signed (Contract holder)
Date