Background
Under the guidance and supervision of the Representative, as a member of the CO management services team, the Administrative /Finance Associate provides functional leadership in human resource, administrative and financial systems of the Country Office. He/she supervises clerical and support staff.He/she delivers quality services in 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 Country Office and UNFPA-supported projects.
Duties and Responsibilities
Administration:• Adapts processes and procedures, anticipates and manages operational requirements of programme/project inputs under national execution in terms of personnel, sub-contracts, equipment, fellowships, study tours and other programme and project related events to facilitate programme/project delivery.
• 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 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, and advises and trains project staff in NEX procedures. Maintains continuous and accurate/up-dated flow of information between Country Office and HQ.
• 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 related inter-agency meetings and working groups in the absence of supervisor.
• Manages the UNFPA office premises ensuring full functioning of the physical premises, office equipment, cleaning and IT services, communications equipment and as well as utility provision. Develops and maintains an adequate documents management system for hard and soft files according to corporate standards and guidelines.
• Acts as the operational security focal point for the FO and liaises closely with the DSS and UNFPA HQ for purposes of operationalization of security arrangements.
Finance:
• 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.
• Ensures the effective financial recording and reporting system, internal controls and audit follow-up and processes financial transactions in an accurate and timely way.
• Reviews and monitors charges for common services and cost recovery ensuring cost efficiency.
Competencies
Functional Competencies:Business acumen
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
Client orientation
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.
Corporate Competencies:
Values
Integrity/Commitment to mandate
Acts in accordance with UN/UNFPA values and holds himself/herself 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 adopting best practices created by others. Actively produces and disseminates new knowledge.
Valuing diversity
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.
Managing Relationships
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 contractive 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
Academic Requirements:Bachelor’s degree in business administration, public administration, finance, information technology, economics or related field is preferable.
Experience:
• Seven years of relevant administrative/finance experience in the public or private sector;
• Ability to interpret financial rules, regulations and procedures and explain them clearly and concisely;
• Good writing and communication skills.
• Previous experience in the UN an advantage
Languages:
Fluency in oral and written English , Ukrainian and Russian.
Computer skills:
Proficiency in current office software applications.
Recommendations from previous employer(s) are mandatory.
Application Instructions:
- Click on the "Apply now" button.
- Input your information in the appropriate Sections: personal information, language proficiency, education, resume and motivation. You can type in or paste your Resume into the last box.
- Upon completion of the first page, please hit "submit application" tab at the end of the page. On the next page, you will be asked to upload your Resume. Instead of uploading your Resume, please submit a fully completed and signed UNDP Personal History Form (P-11). When completing the Form and, even though not currently requested, please include email addresses for your Supervisors.
- Without the completed and signed P11 your application will not be considered. The UNDP Personal History Form can be downloaded at English version. Failure to disclose prior employment or making false representations on this form will be grounds for withdrawal of further consideration of his/her application or termination, where the appointment or contract has been issued.
- Only short-listed candidates will be contacted and please ensure that copies of your educational qualifications are available when contacted.
DEADLINE FOR APPLICATIONS IS 31/03/2014
UNDP will use a transparent and competitive screening process, though will only contact those applicants in whom there is further interest. Applications may only be submitted for specific vacancy. Qualified women are strongly encouraged to apply.