Background

Under the guidance and supervision of the Administrative and Finance Officer the Administrative Analyst is responsible for ensuring the effective delivery of, finance, general administration, human resources, procurement, logistical and common services support to OCHA/Nigeria offices and operations consistent with UN rules and regulations., the Administrative and Finance Analyst  leads and provides guidance to OCHA sub Offices administrative staff, fostering effective collaboration within the teams, with relevant OCHA and UNDP counterparts at headquarters and in the field, and with other UN agencies, promoting a client-oriented approach and ensuring optimal performance and efficient delivery of services.

Duties and Responsibilities

In summary, the key functions are the:

• Management of OCHA Nigeria administrative operations.
• Management of OCHA Nigeria finance and human resources
• Management and monitoring of OCHA Assets.
• Procurement of goods and services.  

 Provide management support to OCHA administrative operations with the following results:

• Full compliance of operations with UN/OCHA/UNDP rules, regulations and policies, effective implementation of corporate operational strategies, achievement of management targets, monitoring and reporting of results.
• Establishment and maintenance of effective working relationships with operational partners, specifically with OCHA headquarters, UNDP country offices and other major service providers.
• Monitoring and analysis of the operating environment leading to timely readjustment of internal administrative and financial procedures, provisional of advice on legal considerations and risk management.
• Knowledge building and sharing with regards to financial management and general administrative operations, contributing to OCHA’s best practices.
• Identification and implementation of appropriate systems and applications for administrative and document management, information provision and learning including registry.
• Requirements, strategy and policies of OCHA relating to common services, administrative support and financial management are represented in meetings with UN agencies as required by the Head of Administration Unit and action taken.
• Letters and other correspondence relating to administrative and finance activities drafted and related reports prepared for internal use

 Support the management and monitoring of OCHA assets with the following expected results:

• Management of OCHA assets ensuring full compliance with IPSAS in the accounting for procurement, utilization and disposal of OCHA Nigeria‘s assets.
• Assist the Administrative and Finance Officer  in setting up assets management procedures in OCHA/Nigeria
• Supervise the management on physical assets disposal.  Review of assets and recommendation of physical assets for disposal.  Documentation preparation for submission to CAP; follow up on request and liaise with requesting unit and maintenance for disposal action and entry in Atlas of all the requisite details for recording disposals.
• Oversight of disposal of items and accuracy of inventory data.
• Assist in annual physical inventory verification exercise to ensure accuracy of records and location of property.  Ensure that managers sign off on the physical count and correctness of the inventory system database

Manage and coordinate the procurement of goods and services with the following results:

• Required goods and services secured in a timely manner, within budget and in full compliance with established UNDP rules, regulations and procedures for procurement.
• Procurement actions taken in accordance with the principles of good planning and overall strategic objectives established by OCHA management, using best practices in sourcing, supplier selection and evaluation, quality management, customer relationship management and  the use of performance measurement benchmarks.
• Sound judgment, knowledge and guidance are applied to tender processes and evaluation of bids, in the negotiation of agreements, and in contract management.
• Assets are managed in accordance with OCHA/UNDP rules and regulations through the implementation and management of an appropriate inventory management system, recording acquisitions and disposals for all Sub Offices
• Recommendations and guidance provided in the estimation of office equipment and supplies requirements for budgetary and procurement planning purposes.
• Supervise the Procurement, Administration and HR associate staff as well as the logistics Assistant and drivers

.

Competencies

Corporate Competencies:

• Demonstrates integrity by modeling the UN’s values and ethical standards
• Promotes the vision, mission, and strategic goals of UNOCHA
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
• Treats all people fairly without favoritism.

Functional Competencies:

• Builds strong relationships with partners, focuses on impact and result for the client and responds positively to feedback.
• Ability to manage complex problems proactively and effectively, including responses to emergencies.
• Ability to work independently, with efficiency, competency and integrity with people of different national backgrounds.
• Knowledge of institutional mandates, policies and guidelines pertaining to humanitarian assistance
• Consistently approaches work with energy and a positive, constructive attitude.
• Proven networking, team-building, organizational and communication skills.
• Proven report writing skills

Required Skills and Experience

Education: 

•    Advanced university degree (masters or the equivalent) in business administration, accounting or in a similarly related field
•    Professional qualifications in finance/accounting/Administration and knowledge of UN financial rules and regulations are added advantage

Experience:  

• At least 5 years of relevant professional experience in business/public administration at a senior level, providing management and financial advisory services, managing staff and operational systems and establishing partnerships, ideally including experience with the UN or other international organizations.
• Computer proficiency, including working knowledge of e-mail and MS Office products (Word, Excel, and PowerPoint)

Language requirements:    

• Fluency in English is required.

United Nations Considerations

The United Nations shall place no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. (Charter of the United Nations - Chapter 3, article 8). Candidates will be required to meet the requirements of Article 101, paragraph 3, of the Charter as well as the requirements of the position. The United Nations is committed to the highest standards of efficiency, competence and integrity for all its human resources, including but not limited to respect for international human rights and humanitarian law. Candidates may be subject to screening against these standards, including but not limited to whether they have committed, or are alleged to have committed criminal offences and/or violations of international human rights law and international humanitarian law.

No fee

The United Nations does not charge a fee at any stage of the recruitment process (application, interview meeting, processing, or training). The United Nations does not concern itself with information on applicant's bank accounts.
The UN 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