Finance and Travel Assistant

The UNFPA Country Program Document (CPD) 10 for Pakistan outlines a comprehensive commitment by UNFPA to collaborate closely with government institutions, emphasizing capacity-building efforts at both federal and provincial levels across various thematic areas. In line with its broader mandate, UNFPA actively engages with government ministries, departments, and entities to facilitate impactful policy and legislative actions, fortify relevant institutions, systems, and mechanisms, and contribute substantially to evidence generation for evidence-based advocacy, policymaking, and program implementation. This collaborative partnership seeks to address a spectrum of critical issues aligned with UNFPAs mission, including those related to population dynamics, reproductive health, youth and gender equality. By fostering a strategic alliance with government entities, UNFPA aims to enhance the countrys resilience and responsiveness to population and development challenges. Moreover, the organization plays a pivotal role in facilitating knowledge transfer and sharing best practices to further strengthen institutional capacities. In continuation of these efforts, UNFPA Pakistan is hiring a Program Associate UNV for an interim one-year period. The selected candidate will play a vital role in supporting the team, contributing to the effective implementation of UNFPA initiatives, and reinforcing the organizations commitment to sustainable development and improved well-being for all.

Job Purpose

The Finance and Travel Assistant, as part of the team, will contribute to the efficient operation of the thematic initiatives by ensuring accurate financial records, timely reporting of expenses, managing data inputs for financial reporting, providing logistical support, facilitating communication with partners, and ensuring the timely submission of reports. The role encompasses a diverse range of responsibilities aimed at supporting the seamless execution of programmatic activities.

Duties and Responsibilities

Key Responsibilities:

Under the direct supervision of the Finance Associate, the UNV will undertake the following tasks:

Ensure adherence to UNFPA financial rules and propose procedures for internal control improvements. Assist in managing the CO budget, including formulation, controlling allotments, monitoring expenditures, and preparing revisions as necessary.

Support the monitoring of program financial performance, providing relevant financial information and analysis. Identify potential over/under expenditure issues and propose remedial actions.

Review materials related to common services, premises, cost recovery, privileges and immunities, entitlement and salary surveys, security, etc.

Oversee the management of UNFPA assets and facilities. Support to implement corporate systems and applications supporting finance, and CO operations. Adhere to UNFPA travel rules and procedures on issuing tickets to staff members according to the established policy.

Check the Travel requests against the Travel rules and regulations and process the travel requests, in accordance with the justified entitlements.

Checks the F10 Claims, and DSA calculations for accuracy against the applicable DSA for concerning locations, and necessary deductions.

Support in the Reconciliation of ticket costs to be paid to Travel Agents based on the supporting document and applying the cancellation policy.

Render support in processing travel authorization and travel claims in line with travel entitlements for staff, consultants, UN missions, and visitors and ensure that the travel arrangement follows the UNFPA rules and regulations.

Arrange and make hotel reservations for new staff, visiting UN officials, consultants, advisors, and trainers. Provide traveling staff with travel-related information, entitlements, and travel itinerary.

Liaise with the Travelers and ask for all the supporting documents required for official Business Travel (such as Meetings, Seminar, and Training);

Entitlement Travel (such as, Home Leave, Family Visit etc); Medical Evacuation Travel in advance. Liaise with Travel Agents, or Headquarters colleagues and issue the tickets well in advance of the travel dates of the travellers.

Deliver the issued ticket to the concerned traveller and brief them of the travel procedures or restrictions imposed along the travel routes in accordance with the circulars and memos issued by UNFPA/UNDP, or Government Authorities.

Keep the travellers well-informed of any changes to their travel itineraries or changes in the flight schedule as soon as possible.

Timely follow-up with travellers for providing the supporting documents. Support in periodic review of the pending travel entitlements, if any, every week and process them for payment.

Request the monthly cost of the Cost of tickets issued through the Travel Agents and reconcile them against the TRs.

Compile the invoices, supporting documents and submit the payment in AODOCS for the payment of the cost of tickets issued by the Travel Agency.

Make follow-up for the timely release of the payments of the travel service providers.

Any other related tasks as may be required or assigned by the supervisor or senior management.

Qualification and Experience

Bachelor’s Degree with 3 years of experience, degree or higher in Finance, Business Administration, or related field. Candidates having certification from globally recognized body (ACCA, ICMA, CA) will have added advantage.

Knowledge and Experience:

Experience in handling financial reporting, analysis and carrying out administrative and logistics duties. Knowledge and application of corporate policies and procedures, systems and tools; Knowledge of populations issues. Knowledge of corporate etiquette and ability to manage information. Excellent minute-taking and writing skills. Proficiency in current office software applications.

Required Competencies:

Core Competencies Values: Exemplifying integrity Demonstrating commitment to UNFPA and the UN system Embracing cultural diversity Embracing change

Core Competencies:

Achieving results and ensuring programme quality and impact. Being accountable Developing and applying professional expertise/ business acumen Thinking analytically and strategically Workings in teams/ managing ourselves and our relationships. Communicating for impact

Functional Competencies:

External and internal communication and advocacy for results mobilization. Internal and external communication and resource mobilization. Creating visibility for the organization. Generating, managing and promoting the use of knowledge and Information. Building strategic alliances and partnerships. Advocacy/ Advancing a policy-oriented agenda.

Minimum Education: Bachelors
Minimum Experience: 3 Years