Background

Under the direct supervision of the Head of Administration and Finance Unit (AFU) with overall direction of the Head of the United Nations Office for Coordination of Humanitarian Affairs (UNOCHA) and working as an integral part of the organization’s Team, the incumbent will be ensuring maximum professionalism and adding capacity in supporting the mandate of OCHA.

Duties and Responsibilities

The Administrative and Finance Officer will be responsible for the following duties:

Implementation of operational policies, focusing on achievement of the following results:

• Full compliance of financial (recording/reporting system) and administrative activities with OCHA/UNDP rules, regulation, policies and strategies;
• Support to field sub-offices administration and financial business process;
• Coordinate and provide necessary support to OCHA offices and UNDP for procurement, payment and human resources;
• Preparation of administrative and finance team result-oriented work plans;
• Coordinate with UNDP, OCHA HQ for the development of MoUs with regards to common and other services;
• Develop and implement procedures to ensure that accounting and financial management controls are consistent with UN policies and sound financial practices;
• Elaboration and implementation of cost saving strategies.

Budget and Finance Management, focusing on achievement of the following results:

• Assist in monitoring cost plan to ensure that expenditure is in line with budget;
• Prepare adequate financial/administrative justification and updates related to revision of cost plans;
• Preparation of quarterly requests for funds (Financial authorizations) in line with approved cost plans and review status of expenditures in comparison with financial authorizations;
• Review all receipts and payments related to OCHA office, particularly petty cash, utilities, supplies, salaries and staff claims etc.
• Act as petty cash custodian for OCHA Yemen Office;
• Maintain petty cash files for all custodians and offices, and monitor performance;
• Make timely requests for petty cash authorizations from OCHA HQ;
• Handle all the procurement activities related to OCHA, by preparing procurement plans in line with approved cost plans, prepare detailed pacifications of equipment and supplies to be purchased and scope of work;
• Issue Requests for Quotation, prepare Purchase Orders and follow up on contracts for rental, utilities, and works;
• Follow up with UNDP Procurement on pending procurement requests;
• Ensure all official travel outside the country are covered with Travel Authorizations, ensuring appropriate justification, costing and approvals, and settle dues to staff members and travel agent;
• Ensure all the cost recovery by staff against they used office resources for personal;
• Reconcile inter-office vouchers (IOVs) with UNDP to confirm accuracy of accounts to head quarters, initiating corrective actions to erroneous financial entries as required.

Human Resources Management:

• Administration of human resource activities including recruitment in particular national staff, performance appraisals, induction and separation of staff members, trainings, contract management etc. ensuring consistency of UN rules and procedures;
• In line with the approved cost plan, monitor and facilitate the recruitment process of national staff;
• Monitor the time and attendance records, ensuring they are accurate, approved and submitted in timely manner.
• Provide guidance and leadership on administrative issues to all staff (national and international) on the procedures, entitlements, etc.;
• Preparation of documentation to local Career Review Panel or equivalent for recruitment of staff of national staff, and represent on behalf of OCHA;
• Liaise with OCHA Geneva on international staff entitlements if and when required;
• Provide information on office staffing needs including coverage on approved posts, monitor expiration of contracts etc.;
• Supervise national administrative support staff and drivers.

Security:

• Liaise with UNDSS on UNOCAH Security equipment clearance by Custom /Airport authorities and other Yemen Government authority;
• Obtain Security Clearance for new staff if required;
• Maintain close contact with UNDSS for staff Security issues.

General Administration:

• Receive, inspect and verify all received goods;
• Enter records in the asset control database ensuring inventory records are up-to-date and accurate, and maintenance and control inventory of assets;
• Prepare requests for disposal to UNDP/OCHA;
• Facilitate the physical inventory verification exercise by checking the accuracy of records and location of property;
• Monitor to ensure adequate office supplies to main and sub offices;
• Represent OCHA at meetings on administrative issues such as national salary scales, common services, premises, OMT, SMT etc.;
• Monitor and supervise vehicle management, and supervise and direct drivers as required;
• Support formalities related to opening, managing and closing OCHA sub- offices.

Support knowledge building and knowledge sharing: focusing on achievement of the following results:

• Organize Training to admin staff;
• Briefing to staff members on general administrative matters:
• provision of advice and administrative support;
• Sound contribution to knowledge networks and communities of practice.

Participate as active member of inter-agencies administrative and financial group.

Competencies

Professionalism:

• Knowledge of administrative, budgetary, financial and human resources policies and procedures;
• Ability to apply various United Nations administrative rules and regulations in work situations;
• Conceptual analytical and evaluative skills to conduct independent research and analysis;
• Ability to identify issues, formulate opinions, make conclusions and recommendations;
• Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns;
• Shows persistence when faced with difficult problems or challenges; remains calm in stressful situations;
• Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work;

Operational Skills:

• Excellent liaison, interpersonal and general communications skills;
• Excellent Administration and Financial management skills;
• Training and or capacity building skills;
• Presentation skills.

Planning & Organizing:

• Develops clear goals that are consistent with agreed strategies;
• Identifies priority activities and assignments; adjusts priorities as required;
• Allocates appropriate amount of time and resources for completing work;
• Foresees risks and allows for contingencies when planning;
• Monitors and adjusts plans and actions as necessary;
• Uses time efficiently.

Accountability:

• Takes ownership of all responsibilities and honours commitments;
• Delivers outputs for which one has responsibility within prescribed time, cost and quality standards;
• Operates in compliance with organizational regulations and rules;
• Supports subordinates, provides oversight and takes responsibility for delegated assignments;
• Takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.

Communication:

• Excellent oral and written  communication skills;
• Positive and constructive attitude;
• Facilitate communication with all individuals regardless of gender, national and cultural background.

Teamwork:

• Excellent interpersonal skills and ability to establish and maintain effective partnerships in a multi-cultural, multi-ethnic environment and respects diversity;
• Works collaboratively with colleagues and shares knowledge to achieve organizational objectives.

Required Skills and Experience

Education:

• Advanced university degree (Master's degree or equivalent) in business or public administration, finance, accounting, law or related area is required;
• A first-level university degree in combination with two years of relevant experience may be accepted in lieu of the advanced university degree.

Experience:

• Up to 2 years of progressively responsible experience in administration, finance, accounting, human resources management or related fiels is desirable;
• Experience in the application of UN administration and finance procedures is highly desirable;
• Excellent command of Office suite appllications (Word, Excel, Access, PowerPoint).

Language Requirements:

• Fluency in written and spoken English and Arabic is required.