UNDP Jobs - 51810- UNOCHA Administration & Finance Officer

UNOCHA Administration & Finance Officer - (Open to Nationals of Zimbabwe only)

Location :

Harare, ZIMBABWE

Type of Contract :

FTA Local

Starting Date :

01-Jan-2015

Application Deadline :

06-Dec-14 (Midnight New York, USA)

Post Level :

NO-B

Duration of Initial Contract :

1 year

Languages Required :

English

Expected Duration of Assignment :

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. UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

Background

This position is located in the United Nations Office for the Coordination of Humanitarian Affairs (UNOCHA), based in Harare, Zimbabwe. Under the overall supervision of the Head of Office, the Administrative Officer reports directly to the Head of Office.

Within delegated authority, the Administrative Analyst works in close collaboration with the Programme and Operations teams in UNOCHA, HQ and UNDP Operations staff ensuring successful performance in administrative management.

The Administrative Analyst will supervise one (1) Administration Assistant (GS5), three (3) Drivers (GS2) and one (1) Messenger (GS1).

Duties and Responsibilities

Ensures Implementation of operational and financial management strategies with a focus on the following results:

Full compliance with UN/UNOCHA rules, regulations, and policies of financial activities, financial recording/reporting system and follow up on audit recommendations; implementation of effective internal controls, proper functioning of a client-oriented financial resources management system;
Finance business processes mapping and elaboration of the content of internal Standard Operating Procedures in Finance under the supervision of the Head of Office;
Supervises and/or provides guidance on financial administration and management information issues and practices to colleagues;
Manages assets, facilities, including utilization and disposal of assets according to Asset Disposal Plan. Liaises with HQ and UNDP on budget management;
Ensures that OCHA Zimbabwe Equipment is liquidated or transferred to government and partner agencies that will take on on-going coordination support to recovery programs as agreed by the HC, in line with UNDP administrative regulations and endorsed by the AO in Geneva.

Ensures effective management of human resources focusing on achievement of the following results:

Effectively coordinating actions relative to the administration of human resource activities, e.g., recruitment, placement, promotion, performance appraisal, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures in consultation with UNDP on HR management;
Provide feedback to staff on questions bothering on conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations;
Defines and follows up the staff training and development plan;
Providing information and updates regarding staffing needs, coverage of posts and contract management;
Leave management.

Ensures effective General Administration support focusing on achievement of the following results:

Full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies; implementation of the effective internal control, analysis of parameters in support of proper design and functioning of a client-oriented procurement management system;
Overseeing work related to procurement, billing and receipt of income from various services, operational travel programme, procurement monitoring and evaluation of vendor contracts/payment to vendors and individual contractors for services;
Follows up on Visa processing and related travel documents for international staff;
Liaises with UNDP to ensure the services are provided as agreed in the Memorandum of Understanding between OCHA and UNDP;
Overseeing the identification of office technology needs and maintenance of equipment, software and systems, coordinating enhancements as necessary;
Liaising with the headquarters and ensuring the administrative office in Geneva is regularly informed of relevant operational issues. Provide financial information in accord with requests from HQ in Geneva;
Performing other related work as required.

Ensures facilitation of knowledge building and knowledge sharing in the CO and guidance to all stakeholders on financial matters focusing on achievement of the following results:

Organization/conduct of training for the operations/programme/projects staff on financial management, HR , procurement and RBM;
Briefing to staff members on general administrative matters and provision of advice;
Synthesis of lessons learnt and best practices in Finance and Administration;
Sound contributions to knowledge networks and communities of practice.

Competencies

Functional Competencies:

Building Partnerships:
Maintaining a network of contacts

Maintains an established network of contacts for general information sharing and to remain up-to-date on partnership related issues.

Basic research and analysis:

Generates new ideas and approaches, researches best practices and proposes new, more effective ways of doing things;
Documents and analyses innovative strategies and new approaches.

Job Knowledge/Technical Expertise:
Fundamental knowledge of own discipline

Understands and applies fundamental concepts and principles of a professional discipline or technical specialty relating to the position;
Ability to formulate and manage budgets; manage transactions; and conduct financial analysis, reporting and cost-recovery;
Possesses knowledge of organizational policies and procedures and applies them consistently in work tasks;
Analyzes the requirements and synthesizes proposals;
Strives to keep job knowledge up-to-date through self-directed study and other means of learning;
Demonstrates good knowledge of information technology and applies it in work assignments.

Promoting Organizational Change and Development
Basic research and analysis:

Researches and documents ‘best practices’ in organizational change and development within and outside the UN system.

Design and Implementation of Management Systems
Research and analysis and making recommendations on management systems

Make recommendations relative to work-processing approaches and procedures which would lead to more efficient systems design.

Client Orientation:

Establishing effective client relationships

Researches potential solutions to internal and external client needs and reports back in a timely, succinct and appropriate fashion;
Organizes and prioritizes work schedule to meet client needs and deadlines;
Establishes, builds and sustains effective relationships within the work unit and with internal and external clients;
Anticipates client needs and addresses them promptly.

Promoting Accountability and Results-Based Management:
Basic monitoring

Gathers, analyzes and disseminates information on best practice in accountability and results-based management systems.

Core Competencies:

Demonstrate corporate knowledge and sound judgment;
Self-development, initiative-taking;
Acting as a team player and facilitating team work;
Facilitating and encouraging open communication in the team, communicating effectively;
Creating synergies through self-control;
Managing conflict;
Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member;
Informed and transparent decision making.

Required Skills and Experience

Education:

Advanced (Masters) University Degree in Finance/Accounting, Business or Public Administration, or a professional accounting qualification from an internationally recognized institute of accountancy;
UNDP Certification Programmes: PRINCE2, Human Resources and Procurement, an asset.

Experience:

A minimum of 2 years of progressively experience in administration, finance, accounting, human resources management, or related field;
Field experience in emergency situations at professional level in the UN Common System as well as experience working with UN local services providers such as UNDP is desirable;
Additionally, experience in the usage of computers and office software packages (MS Word, Excel, ERP, etc.) is preferred;
Good understanding of IPSAS.

Language Requirements:

Fluency in English; and
Tthe national language of the duty station.

Application procedure:

Applicants are requested to upload a copy of their latest updated P11 Form instead of a CV which can be downloaded from this website: http://www.sas.undp.org/Documents/P11_Personal_history_form.doc.