Antecedentes

A joint project “Livelihood and Economic Recovery: strengthening social cohesion and community resilience” with 6 UN agencies as partners and funded by the Peace Building Fund, will be implemented in three governorates including Hajjah. The project has been developed by the Working Group for Sustainable Livelihoods and Employment Generation (SL-EG) established within the Joint UN framework to support the transition in Yemen with active participation of five (5) government Ministries and seven (7) UN Agencies,  reflecting the commitment of the government and United Nations System (UNS) to address critical issues of unemployment, poverty and displacement. The project will build the resilience at the community level by enhancing social cohesion and providing long and short term employment opportunities for vulnerable men and women.  
The proposed project has been developed by the Working Group for Sustainable Livelihoods and Employment Generation (SL-EG) established within the Joint UN framework to support the transition in Yemen with active participation of five (5) government Ministries and seven (7) UN Agencies,  reflecting the commitment of the government and United Nations System (UNS) to address critical issues of unemployment, poverty and displacement.

The unemployed youth, poor women, and at risk populations who are marginalized and excluded, if properly supported, can drive innovation, economic recovery, and peaceful coexistence and stability. Catalytic support through the PBF mechanism is needed to generate peace dividends in the immediate, short-term that, parallel to successful national dialogue, will contribute to a peaceful transition period.
The proposed project will contribute to peace building in Yemen as it is aligned with the overall goal of the Transitional Program for Stabilization and Development (TPSD) of “restoring political, security and economic stability and enhancing state building”.  As well, the proposed project is aligned with the five peace building priorities established by the UN Secretary General – “Economic revitalization, employment and livelihoods” – and is framed within and will make a contribution to peace building outcome, priority area 3 of the PBSO, “revitalize the economy and create immediate peace dividends.

Support from the PBF mechanism will provide innovative technical and financial support needed for immediate interventions that will generate concrete and visible changes in the lives of people most adversely affected by the conflict. “Business as usual” will not meet the unique needs of Yemeni populations during this historic transition phase. This project will lay a solid foundation for peace consolidation and economic recovery in the short and medium terms and will create a model that could be used to demonstrate to other stakeholders that unemployed youth, poor women, and at risk populations who are marginalized and excluded from political, social, economic, and decision making processes can contribute to economic recovery, peaceful coexistence and stability. Through strategic targeting of interventions in conflict affected / prone areas, the PBF financing will be unique and contribute to changing perceptions of international and national actors standing on the margins waiting for the termination of the transition period, hoping for a successful national dialogue and transition into development. Catalytic funding from the PBSO will be used to leverage other resources from the international community and national stakeholders, including the private sector.

Deberes y responsabilidades

Under the guidance and supervision of the Project Officer, the National Administrative and Finance Assistant will provide admin & financial services ensuring high quality, accuracy and consistency of work. She/He will promotes a client-oriented approach consistent with UNDP rules and regulations.

She/He will work in close collaboration with the  UNDP program Officer in the CPR Unit at UNDP,  Projects’ staff and Operation Staff in the CO to provide reports, exchange information and ensure consistent service delivery.

The Administrative/Finance Assistant 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 UNDP rules, regulation, policies and strategies;
• Support to field sub-offices administration and financial business process;
• Coordinate and provide necessary support to the project for procurement, payment and human resources;
• 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.

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;
• Support in preparation of quarterly Advance 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 the project, particularly petty cash, utilities, supplies, salaries and staff claims etc.;
• Maintain Advances files for  the project, and monitor performance;
• Support in making  timely requests for advances  from UNDP;
• Handle all the procurement activities related to the project  by preparing procurement plans in line with approved cost plans, prepare detailed specification  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;
• 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 NIM 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.;
• Liaise with UNDP on international staff entitlements if and when required;
• Provide information on office staffing needs including coverage on approved posts, monitor expiration of contracts etc.;
• Perform any other tasks as requested by the supervisor.

Security:

• 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;
• Support in 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;
• Facilitate the physical inventory verification exercise by checking the accuracy of records and location of property;
• Represent Project  at meetings on administrative, and Finance issues.

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.

Competencias

Functional Competencies:

• 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.

Planning & Organizing:

• 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:

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

Teamwork:

• Good 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.

Habilidades y experiencia requeridas

Education:

• Bachelor degree in finance, accounting, business, public administration or related area is required.

Experience:

• A minimum of 4 years of progressively responsible experience in administration, finance, accounting, human resources management or related field;
• Experience in the application of UN administration and finance procedures is highly desirable;
• Very good liaison, interpersonal and general communications skills;
• Very good Administration and Financial management skills;
• Training and or capacity building skills;
• Presentation skills;
• Very good command of Office suite applications (Word, Excel, Access, PowerPoint).

Language:

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