UNDP Jobs - 63734- Administrative and Finance Associate (Yemeni Natio

Administrative and Finance Associate (Yemeni Nationals Only)

Location :

Sana'a, YEMEN

Type of Contract :

FTA Local

Starting Date :

Application Deadline :

15-Feb-16 (Midnight New York, USA)

Post Level :

GS-6

Duration of Initial Contract :

One Year

Languages Required :

Arabic 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

Under the direct supervision of the Head of the Common Services Unit (HoU), and overall supervision and guidance of Deputy Country Director Operations (DCD/O), the Administrative and Finance Associate will be primarily responsible for providing administrative and financial support and services to the Common Services ensuring high quality, accuracy and consistency of work. The Administrative and Finance Associate will promote a client-oriented approach consistent with UNDP rules and regulations. The Administrative and Finance Associate works in close collaboration with the Operations in the CO and other UN agencies staff to exchange information and ensure consistent service delivery.

Duties and Responsibilities

Administration and implementation of operational policies, focusing on achievement of the following results:

Full compliance of financial (management/recording/reporting system) and administrative activities with UNDP rules, regulation, policies and strategies;
Support to common services related administration and financial business processes;
Coordinate and provide necessary support to the common services procurement and payment;
Support in the preparation of administrative and finance team result-oriented work plans;
Implement procedures to ensure that accounting and financial management controls are consistent with UNDP policies and sound financial practices;
Provision of inputs to the CO administrative business processes mapping and implementation of the internal standard operating procedures (SOPs).

Administration of budgets and cost-recovery system, focusing on achievement of the following results:

A) DTF-S:

Assist the HoU in preparing administrative and DTF-S operations management budget proposals and ensure proper management, monitoring and control of expenditure within budget lines;
Raise invoices to and collect cost-shares from participating UN agencies at the DTF-S and follow up for timely payment of their contributions;
Execute proper financial transactions in Atlas including creation of budgets and budget revisions and corrections when and as necessary;
Prepare and maintain budgets status and financial reports and submit on monthly basis to the operations management;
Review and process payment requests for vendors through obtaining necessary clearances and financial authorizations and ensuring payments are effected promptly;
Ensure timely cost recovery collection and billing;
Maintain internal expenditures control system which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in Atlas;
Maintain proper filing system for finance records and documents;
Ensure the efficient use of DTF-S financial resources with proper accountability and transparency.

UNDSS, and UN Dispensary:

Assist in UNDSS and UN Dispensary budget preparations, management and provide guidance and advise to them as appropriate;
Execute proper financial transactions in Atlas including creation of budgets and budget revisions and corrections when and as necessary;
Monitor UNDSS and UN Dispensary Budgets and notify them, HoU, OA and DCD/O timely on the status of their budgets;
Provide update reports to UNDSS, UN Dispensary, HoU, OA, and DCD/O on received cost-shares contributions on monthly basis;
Follow up with UN agencies for timely payment of their due cost-share contributions and keep UNDSS, UN Dispensary, HoU, OA and DCD/O well-informed of the status;
Provide UNDSS, UN Dispensary, HoU, OA and DCD/O with expenditures reports when requested and assist in providing any clarifications if necessary;
Provide any other support as necessary.

Ensures effective administrative and logistical support, focusing on achievement of the following results:

Request hotel reservations for UN Agencies International Staff at the DTF-S and ensure proper and smooth check-in and check-out;
Maintain a list of arriving/departing staff/missions on the UNHAS Manifest;
Support to administrative and logistical services including arrangement of travel and hotel reservations including details on check in and check out;
Alert HoU, and if necessary, OA and DCD/O, when the DTF available rooms reach 80% of the facility capacity;
Ensure proper management of the Common Office Facility;
Ensure proper management and act as custodian for management of security/communication equipment and supplies including list of equipment and log of distribution of the DTF UN Office Facility;
Support UNDP Security Unit for proper handover of security equipment between check in and check out guest;
Share a monthly basis DTF rooms Report with HoU, OA and DCD/O in prevision of the monthly billing;
Assist the UN Agencies DTF focal person in any documentation required for the review of their monthly statement;
Follow up on deadlines, commitments made, action taken and coordination of collection and submission of reports;
Maintenance of the filling system insuring safekeeping of material;
Work closely with the DTF-S management to ensure comfortable stay of UN Agencies International Staff and that is up to the UN standards;
In coordination with UNDSS, submit DTF-S related procurement requests to UNDP CO Procurement Unit and ensure timely procurement of goods and services and follow up on any pending requests;
Coordinate and process payment of DTF-S armed guard on timely basis;
Manage proper food supply to the DTF-S security and military guards and manage their accommodations;
Assist in resolving any UN Agencies International Staff issues with DTF-S management and ensure that best services are rendered to them including rooms services, catering, and appropriate internet connections are in place to enable their smooth work;
Perform any other administrative and logistical work as required by operations management.

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

Participation in the training for the operations/projects staff on administration;
Sound contributions to knowledge networks and communities of practice.

Competencies

Corporate Competencies:

Demonstrates commitment to UNDP’s mission, vision and values;
Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;
Ability to maintain effective rapport with different kinds of people.

Functional Competencies:

Knowledge Management and Learning;
Shares knowledge and experience;
Proven organizational, financial, inventory and budgetary skills as well as familiarity with financial and technical rules, regulations and procedures relevant to budgets management and implementation;
Actively works towards continuing personal learning, acts on learning plan and applies newly acquired skills.

Development and Operational Effectiveness:

Ability to perform a variety of standard tasks related to results management, including screening, data entering, filing, provision of information;
Strong analytical skills and the ability to master new material quickly;
Ability to manage priorities in order to meet tight deadlines;
Good communications, interpersonal and reporting skills.

Leadership and Self-Management:

Focuses on result for the client and responds positively to feedback;
Consistently approaches work with energy and a positive, constructive attitude;
Remains calm, in control and good humored even under pressure;
The ability to manage the work of teams, subordinates and consultants;
A proven ability to work as part of an interdisciplinary and/or multi-cultural team;
Demonstrated capacity for leadership and management.

Required Skills and Experience

Education:

Minimum requirement is Secondary Education;
University Degree in Finance, Accounting, Business or Public Administration is desirable, but it is not a requirement.

Experience:

6 years of progressively responsible administrative and finance experience is required;
Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of spreadsheet and database packages, experience in handling of web based management systems and ERP financials, preferably PeopleSoft.

Language:

Fluency in spoken and written Arabic and English.