ADMINISTRATIVE AND FINANCE ASSOCIATE (UNFPA) - FOR LIBYAN NATIONALS ONLY
|Application Deadline :||04-Jul-12|
|Type of Contract :||FTA Local|
|Post Level :||GS-7|
|Languages Required :||
Arabic English |
|Starting Date :|
(date when the selected candidate is expected to start)
|Duration of Initial Contract :||One year (renewable)|
- Under the guidance and direct supervision of the IOM and or the HC/COO, and as a member of the Country Office (CO) management services team, the Administrative and Finance Associate provides functional leadership in human resource, administrative and financial systems of the CO.
- He/she delivers quality services in human resources (HR), administration and finance to internal and external clients mastering all relevant rules, guidelines, processes and procedures.
- He/she takes a client-oriented, results-focused approach to interpreting the rules, procedures and guidelines in service of the country programme, providing support and guidance to the CO and UNFPA supported projects, and supervises clerical and support staff.
Duties and Responsibilities
|Results-oriented Functional Statement:
- Adapts processes and procedures, anticipates and manages operational requirements of programme/project inputs under National Execution (NEX) in terms of personnel, sub-contracts, equipment, fellowships, study tours and other programme and project related events to facilitate programme/ project delivery.
- Prepares and monitors the administrative budget and ensures financial transactions are in accordance with UNFPA financial rules and procedures. Proposes procedures to improve internal controls and efficiency, and responds to audit issues.
- Manages the recruitment and selection process applying best practice, HR tools and mechanisms, advises and briefs managers and project personnel on different types of contracting modalities, HR policies and benefits, coordinates the PAR (Performance Appraisal Review) process and advises on performance issues.
- Implements corporate systems and applications in support of finance and human resource management and country office operations; creates systems and mechanisms for effective management of UNFPA resources required for NEX procedures, interprets financial policies and procedures particularly relating to NEX and advises and trains project staff on NEX procedures.
- Strives to identify ways in which programme financial needs can be met within existing policies. Maintains continuous and accurate up-dated flow of information between CO and the Regional Office.
- Reviews procurement requests and initiates procurement procedures for office and project equipment, supplies and services in a transparent and cost-effective manner; recommends procurement decision. Contributes to the smooth running of the office by ensuring the provision and maintenance of services and supplies following-up processes and maintaining up-to-date inventory and records.
- Reviews and prepares material for common system activities relating to common services and premises, cost recovery, privileges and immunities, entitlement and salary surveys, security etc and represents UNFPA in meetings and working groups as advised by supervisor.
- Supports the monitoring of programme financial performance for all core and non-core resources by providing necessary financial information and analysis, including implementation rate against indicators/results. Detects potential over-under expenditure problems and suggests remedial action.
- Develops tools and mechanisms for effective and efficient monitoring of programme and project budgets, coordinates compilation of financial data and provides accurate and up-dated financial information to ASRO as and when requested.
- Assists in the management of the CO budget by budget formulation, controlling allotments, monitoring expenditures, and preparing revisions according to the needs of the office.
- Ensures the effective financial recording and reporting system, internal control and audit follow-up and processes financial transactions in an accurate and timely way.
- Reviews and monitors charges for common services and cost recovery taking into account maximum cost efficiency and represents UNFPA’s interest in related negotiations and agreements.
- Any other duties that might be requested/or required.
- Independently gathers, analyses and interprets data and information from a wide range of sources using appropriate analytical tools and professional standards.
- Identifies warning signs based on financial analysis, probes for clarification or points of concern and presents findings.
- Establishes effective relationships with internal and external clients, actively supports the interests of the client and researches potential solutions to client needs.
- Organizes and prioritizes work schedule and addresses client needs and deadlines promptly and diplomatically.
Implementing management systems
- Maintains information/databases on system design features and develops system components.
- Makes recommendations relative to work-processing, approaches and procedures, which would lead to more efficient systems design.
- Integrity/Commitment to mandate acts in accordance with UN/UNFPA values and holds herself/himself accountable for actions taken.
- Demonstrates personal commitment to UNFPA’s mandate and to the organizational vision.
- Knowledge sharing/Continuous learning: takes responsibility for personal learning and career development and actively seeks opportunities to learn through formal and informal means.
- Learns from others inside and outside the organization, and adopting best practices created by others.
- Actively produces and disseminates new knowledge.
- Demonstrates an international outlook, appreciates differences in values and learns from cultural diversity.
- Takes actions appropriate to the religious and cultural context and shows respect, tact and consideration for cultural differences.
- Observes and inquires to understand the perspectives of others and continually examines his/her own biases and behaviors.
- Working in teams: Works collaboratively with colleagues inside and outside of UNFPA to allow the achievement of common goals and shared objectives.
- Actively seeks resolution of disagreements and supports the decisions of the team.
Communicating information and ideas
- Delivers oral and written information in a timely, effective and easily understood manner.
- Participates in meetings and group discussions actively, listening and sharing information.
- Frankly expresses ideas with the intent to resolve issues, considers what others have to say and responds appropriately to criticism.
Conflict and self management
- Manages personal reactions by remaining calm, composed and patient even when under stress or during a crisis and avoids engaging in unproductive conflict.
- Expresses disagreement in constructive ways that focus on the issue not the person.
- Tolerates conditions of uncertainty or ambiguity and continues to work productively.
Working with people
- Empowerment/Developing people/Performance management Integrates himself/herself into the work unit seeking opportunities to originate action and actively contributing to achieving results with other members of the team.
- Knows his/her limitations and strength, welcomes constructive criticism and feedback and gives honest and constructive feedback to colleagues and supervisors.
- Seeks new challenges and assignments and exhibits a desire to learn.
Accepts responsibility for personal performance
- Participating in individual work planning and objective setting, seeking feedback and acting to continuously improve performance.
Personal Leadership and Effectiveness Analytical and strategic thinking
- Uses appropriate analytical tools and logic to gather, define and analyze information, situations and problems and draws logical conclusions from data.
- Demonstrates an ability to set clear and appropriate priorities, focusing on tasks and activities which have a strategic impact on results.
- Anticipates and meets information needs of the team and other stakeholders.
Results orientation/Commitment to excellence
- Strives to achieve high personal standard of excellence.
- Takes action that goes beyond responding to the obvious needs of the situation, and persists until successful outcomes are achieved.
Appropriate and transparent decision making
- Makes timely and appropriate decisions taking into consideration various and complex issues and takes responsibility for the impact of decisions.
- Inquires to understand the perspectives of others and continually examines his/her own biases and behaviors.
Required Skills and Experience
- Bachelor’s degree in business administration, public administration, finance, information technology, economics or related field is preferable.
- Not less than 7 years of relevant experience in the public or private sector.
- Fluency in oral and written English.
- Advanced knowledge of oral and written Arabic is required.
- Proficiency in current office software applications.
UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.