Jobs - 60041- Administrative Analyst - (Open to Somali Nationals

Administrative Analyst - (Open to Somali Nationals Only)

Location :

Mogadishu, SOMALIA

Type of Contract :

FTA Local

Starting Date :

Application Deadline :

30-Sep-15 (Midnight New York, USA)

Post Level :

NO-A

Duration of Initial Contract :

One year

Languages Required :

English

Expected Duration of Assignment :

One year (with possibility of renewal)

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

The situation in Somalia remains fragile with continued political instability, climatic variability, and lack of basic social services. OCHA’s role is to coordinate effective and principled inter-agency humanitarian response and ensure that relief assistance reaches the people who need it in a timely manner.

In line with OCHA’s global mission, OCHA Somalia continues to:

Advocate for access to basic services, especially water, sanitation, education and health for vulnerable communities, including the collection, analysis and dissemination of information to humanitarian partners, and negotiation of access;
Support the government efforts and humanitarian organizations in relocation of internally displaced and return;
Coordinate the implementation of humanitarian response in Somalia with UN agencies and programmes, national and international NGOs and local authorities/communities as appropriate, with focus on strengthening the cluster approach;
Enhance a protective environment that respects the human rights of all, including IDPs, returnees and minority clans.

Under the guidance and supervision of the Administrative/Finance Officer, the Administrative Analyst will be responsible for the overall management of the administrative, human resources and financial services. S/he will work in liaison with the Nairobi Office for operational support.

Duties and Responsibilities

Summary of key functions:

Provide support to effective human resources management;
Ensures effective administrative and financial control in the office;
Provides support to proper supply and assets management;
Effective and efficient provision of administrative support services.

Provide support to effective human resources management focusing on achievement of the following results:

Carry out actions related to the administration of the sub office human resource activities, e.g., recruitment, performance appraisal, training etc., ensuring consistency in the application of UN rules and procedures;
Provision information regarding conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations;
Provision of information on office staffing needs for inclusion in department’s staffing table;
Provision of support to proper staff performance management and career development.

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

Implementation of the control mechanism for administrative services, maintenance of administrative control records such as commitments and expenditures;
Review, research, verification and reconciliation of a variety of data and reports ensuring accuracy and conformance with administrative rules and regulations;
Creation of vendor set-up information in UMOJA;
Review of data integrity in the database, control programme;
Analysis of results and initiation of corrective actions when necessary;
Proper inventory control; supervision of proper issuance of inventory items and supplies;
Review of travel authorizations, documentation, payments;
Assistance in the preparation of budget, audit and other reports;
Provision of researched information, reports for audit exercises.

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

Coordination of assets management in the South central Offices, 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.

Ensures effective and efficient provision of administrative support services, focusing on achievement of the following results:

Coordination and supervision of support staff engaged in the fields of registry, general services, telephone operator/receptionist, etc.;
Coordination and supervision of shipments and customs clearance, travel, events management, administrative surveys, transportation services and insurance, space management, procurement of supplies;
Presentation of thoroughly researched information for planning of financial resources for administrative services;
Support with protocol matters, registration of staff, coordination with local authorities, on space and other administrative matters;
Submission of information on administrative services provided for cost-recovery bills.

Ensures facilitation of knowledge building and knowledge sharing in the OCHA Somalia Office 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;
Synthesis of lessons learned and best practices in Finance;
Sound contributions to knowledge networks and communities of practice;
Supervises a staff team and/or provide advice to others on human resource administration, financial administration and management information issues and practices to colleagues;
Performs other related duties, as required.

Impact of Results

The key results have an impact on the overall OCHA Somalia Office efficiency in financial resources management and success in introduction and implementation of operational strategies. Accurate, thoroughly researched and documented financial information, timely and appropriate delivery of services ensure client satisfaction and enhance OCHA Somalia credibility in use of financial resources.

Competencies

Functional Competencies:

Building Partnerships:

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

Innovation:

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:

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 contributions and investments; 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:

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

Design and Implementation of Management Systems:

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

Client Orientation:

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:

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:

Master’s Degree or equivalent in Business Administration, Public Administration, Finance, Economics or related field;
Bachelor's Degree with 2 extra years’ of relevant expereinece may be accepted in lieu of the advanced university degree.

Experience:

Up to 2 years (with Master's) or 4 years (with Bachelor) of relevant work experience in administration or programme support service;
Experience in the usage of computers and office software packages (MS Word, Excel, etc.);
Experience in handling of web-based management systems.

Language:

Proficiency in both oral and written English;
Knowledge of Somali is a requirement.