Background

This position is located in the Office for the Coordination of Humanitarian Affairs (OCHA) in Gazinatep - Turkey.

Under the overall guidance and supervision of the Operations Manager and the Deputy Head of Office, the Administrative / Finance Analyst serves as the principal assistant in the Country Office who coordinates and manages a wide range of administrative services. These services are in areas such as Assets, inventory, Leasehold improvements, shipping, transport, maintenance of office premises and equipment and finance etc.

The Administrative / Finance Analyst works in close collaboration with the Operations, Programme and projects staff in the CO and other UN agencies staff to exchange information and ensure consistent service delivery.

Duties and Responsibilities

Responsibilities

The National Administrative/Finance Officer will provide substantial assistance with administration, budgetary and financial management matters ensuring accountability and adherence to the UN Financial Rules and Regulations an d general administrative matters to support the implementation of overall activities under his/her area of responsibility.

Under the overall guidance and direct supervision of the Administrative/Finance Officer, the National Administrative/ Finance Officer will be responsible for the following main duties:-

Summary of Key Functions :

• Support Budget & Finance of the Country Office
• Effective Human Resources support of the Country Office
• Effective administrative and logistical control in the office
• Support to proper supply and assets management

1. Ensures support to Budget and Finance to the office, focusing on achievement of the following results:

1. Assists in preparation and revision of cost plans in line with work plans and Financial Rules and Regulations.
2. Prepares quarterly requests for funds (Financial Authorizations) in line with approved cost plan and monitors obligations and expenditures against financial authorizations in line with approved cost plans.
3. Manages petty cash in accordance with established procedures, maintains accurate and complete petty cash records and receipts, and ensures that replenishments are done in a timely manner.
4. Develops and implement procedures to ensure that accounting and financial management controls are consistent with UN Policies and sound financial practice.
5. Reconcile inter-office vouchers (IOVs) with OCHA’s financial records for accuracy.

2.   Ensures effective and efficient HR support, focusing on achievement of the following results:

1. In collaboration with local UNDP Office, coordinates actions related to recruitment and administration of national staff.
2. Provide guidance on requirements of performance appraisal system and maintain a system to track compliance.

3.   Provides support to proper supply and assets management, focusing on achievement of the following result:

• Coordination of assets management in the CO, timely preparation and submission of periodic inventory reports, coordination of physical verification of inventory items.
• Coordination of the provision of reliable and quality office supplies.
• Oversee the implementation of assets acquisition process from end to end.
• Ensures that non-OCHA Turkey assets are transferred to the partners on timely manner.
• Regularly updates the clients on any asset and inventory changes and where possible provides group and individual trainings to OCHA CO staff.
• Ensures regular assets physical inventory/count and registration to Atlas.
• Establishes good communication and contact with vendors.
• Implements audit recommendations and provide support to projects for provision of asset and inventory related documents.

4.   Ensures effective administrative and logistical control in the office, focusing on achievement of the following results:

1. Oversees work related to procurement, operational travel programme, procurement and evaluation of vendor contracts/payment to vendors and individual contractors for services.
2. Verify receipts of goods and services, ensuring specification, condition and qualities of goods are correct and paperwork is complete and properly filed.
3. Follows up with up on visa processing and related travel documents for international staff.
4. Provide support to the international staff in securing Pakistan visas and other related formalities
5. In collaboration with Department of Safety and Security (DSS) and the Head of Office as well as Operations Manager, the incumbent assists in ensuring MOSS compliance for vehicles, office   & MORSS for residential houses of the international staff.
6. Verify travel claims submitted for settlement and track outstanding payments.
7. Support in Events and conference management of the CO including organizing support for trainings
8. Liaise with hotels on booking relevant meeting rooms.
9. Ensure vehicles fleet is managed as per the UN standard and regulations including checking the log-book, fuel consumption and supervising the drivers.
10. Ensure the process of Inter Office Vouchers from the HQ
11. Certify payment requests to UNDP when necessary
12. Ensure that the procurement process undertaken at the office is as per UN/UNDP regulations.

5.   Ensures effective procurement support, focusing on achievement of the following results:

1. Oversee the procurement process for office assets/equipment under the delegation of authority from the OCHA HQ
2. Liaise with OCHA HQ on the procurement needs of the office through international procurement.
3. Liaise with UNDP Ankara on the procurement of assets/equipment
4. Ensure that the Procurement regulations are followed.

Impact of Results 

Core Competencies.

• Professionalism – Comprehensive knowledge of and exposure to a wide range of humanitarian issues , emergency relief and related human rights issues; conceptual and strategic analytical capacity, to analyze and articulate the  protection dimension of complex issues that require a coordinated UN response; demonstrated problem-solving skills; and very good knowledge of region of assignment, including the political, economic and social dimensions; strong negotiating skills and ability to influence others to reach agreement; ability to work under extreme pressure, on occasion in a highly stressful environment (e.g. civil strife, natural disasters and human misery); very good knowledge of institutional mandates, policies and guidelines pertaining to humanitarian  protection and  knowledge of the institutions of the UN system; demonstrated ability to complete in-depth studies and to formulate conclusions/recommendations; ability to relate humanitarian  protection issues and perspectives, including gender issues, to political, economic, social and human rights programmes in affected  region.

• Communication – Excellent communication (spoken and written) skills, including the ability to convey complex concepts and recommendations to staff at senior levels, both orally and in writing, in a clear, concise style.

• Planning & Organizing – Ability to coordinate the work of others, work to tight deadlines and handle multiple concurrent projects/activities.

• Client orientation – Ability to identify client’s needs and match them to appropriate solutions; ability to establish and maintain effective and productive partnerships with clients by gaining their trust and respect; capacity to keep clients informed of [progress or setbacks in ongoing projects. Ability to monitor ongoing developments inside and outside the clients’’ environment to keep informed and anticipate potential problems.

• Teamwork – Excellent interpersonal skills, including ability to operate effectively across organizational boundaries; ability to establish and maintain effective partnerships and working relations in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity.

The key results have an impact on the overall resource structure, efficiency, and effectiveness of the Country office and projects’ operations. Accurate analysis and presentation of information strengthens the capacity of the office and promotes the image of UN/UNOCHA as an effective contributor to the development of the country, facilitates subsequent action by a supervisor. Incumbent’s own initiative is decisive in results of work and timely finalization.

Competencies

Core Competencies.

• Professionalism – Comprehensive knowledge of and exposure to a wide range of humanitarian issues , emergency relief and related human rights issues; conceptual and strategic analytical capacity, to analyze and articulate the  protection dimension of complex issues that require a coordinated UN response; demonstrated problem-solving skills; and very good knowledge of region of assignment, including the political, economic and social dimensions; strong negotiating skills and ability to influence others to reach agreement; ability to work under extreme pressure, on occasion in a highly stressful environment (e.g. civil strife, natural disasters and human misery); very good knowledge of institutional mandates, policies and guidelines pertaining to humanitarian  protection and  knowledge of the institutions of the UN system; demonstrated ability to complete in-depth studies and to formulate conclusions/recommendations; ability to relate humanitarian  protection issues and perspectives, including gender issues, to political, economic, social and human rights programmes in affected  region.

• Communication – Excellent communication (spoken and written) skills, including the ability to convey complex concepts and recommendations to staff at senior levels, both orally and in writing, in a clear, concise style.

• Planning & Organizing – Ability to coordinate the work of others, work to tight deadlines and handle multiple concurrent projects/activities.

• Client orientation – Ability to identify client’s needs and match them to appropriate solutions; ability to establish and maintain effective and productive partnerships with clients by gaining their trust and respect; capacity to keep clients informed of [progress or setbacks in ongoing projects. Ability to monitor ongoing developments inside and outside the clients’’ environment to keep informed and anticipate potential problems.

• Teamwork – Excellent interpersonal skills, including ability to operate effectively across organizational boundaries; ability to establish and maintain effective partnerships and working relations in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity.

Required Skills and Experience