Antecedentes

Under the guidance and moderate supervision of the Administrative and Finance Officer and overall supervision of the Head of Office, the incumbent supports the efficient execution of financial, administrative and human resources processes. The Senior Administrative Associate promotes a client-oriented approach consistent with UN rules and regulations.

The incumbent works in close collaboration with support and program staff in Johannesburg and/or Sub Regional Offices and OCHA HQs staff in resolving administrative related issues. The Senior Administrative Associate also works closely with the local service providers and OCHA administrative staff on issues related to financial authorizations, common services, national staff contracts, procurement, etc.

Deberes y responsabilidades

Within delegated authority, the Senior AdministrativeAssociatewill be responsible for the following duties:

Finance and Budget:

• Prepare documents (narratives and supporting tables) with respect to finalization of cost estimates and budget proposals, in terms of staff and non-staff requirements. Assist in implementation and monitoring of budgets/cost plans and prepare adequate financial and administrative justification and updates related to revision of cost plans;
• Assist in monitoring cost plan to ensure that expenditures are in line with the approved budget and prepare adequate justifications for revisions;
• Assist is preparation of budget performance with analysis between approved budgets and actual expenditures;
• Prepare quarterly requests for funds (Financial authorizations) in line with approved cost plans and review status of expenditures in comparison with financial authorizations;
• Brief/debrief staff members on issues relating to financial transactions;
• Reconcile the Monthly Invoices (Statements) and confirm accuracy of accounts and initiate corrective actions to erroneous financial entries and prepare a monthly expenditure performance report;
• Keep track of cash balances to ensure that there are sufficient funds and liaise with HQ on replenishment of account(s) whenever necessary;
• Assist in the setup and implementation of proper accounting procedures, systems and internal controls;
• Participate in development and implementation of new financial policies and procedures; interpret and assess the impact of changes and make recommendations on follow up actions;
• Draft or prepare correspondence to respond to enquiries in respect to relevant financial matters;
• Review correspondence drafted by other assistants prior to clearance by Officer or Chief, as appropriate;
• Review all receipts and payments related to OCHA office, particularly petty cash, utilities, supplies and staff claims etc. and generate OCHA ROSA payments for the further processing;
• Act as a petty cash custodian for ROSA Johannesburg;
• In absence of Administrative and Finance Officer reconcile inter-office vouchers (IOVs) with UNDP to confirm accuracy of accounts to Head Quarters, initiating corrective actions to erroneous financial entries as required;
• Follow up on various payments for cost recovery including usage of office vehicle, phones, and outstanding advances given to the Staff, FSU and/or service providers;
• Support the implementation of procedures and systems for implementing financial transitions.

Human Resources:

• In line with the approved cost plan, monitor and facilitate the recruitment process of national staff;
• Provide information on office staffing needs including coverage on approved posts, monitor expiration of contracts etc.;
• Assist Administrative and Finance Officer 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;
• Assist in monitoring 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.;
• Prepare documentation to the Local Appointment and Promotional Panel (LAPP) in appointment and promotion of national staff;
• Liaise with OCHA Geneva on international staff entitlements, if and when required;
• Supervise national administrative support staff including drivers.

General Administration:

• Ensure that Travel Authorizations are issued for all official travels, appropriate justifications and supporting documents provided by respective staff members, entitlements properly reflected, approvals obtained;
• Ensure that all TAs are closed as per the UN Regulation and OCHA local practice;
• Advices Administrative and Finance Officer or more efficient and cost effective routing with regard to more complicated staff itineraries, and assists them in making travel plans in order to take advantage of the benefits to be derived from advance purchase or special promotional fares;
• Prepare detailed specifications of equipment and supplies to be purchased, scope of work for service to be rendered and follow with OCHA Field Support Unit on pending procurement requests;
• 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 assets disposal to OCHA Field Support Desk Office;
• Assist the Admin Officer to prepare Cost Sharing Agreements and Memoranda of Understanding with all financial commitments being accurately captured;
• Maintain an accurate and reliable Inventory Database which is physically verified on regular basis and facilitate the physical inventory verification exercise by checking the accuracy of records and location of property;
• Ensure that the office comply with the HQ instructions regarding IPSAS preparatory activities and/or implementation;
• Monitor and ensure adequate office supplies to main and sub offices;
• In the absence of the Administrative & Finance officer, represent OCHA at meetings on administrative issues such as national salary scales, common services, premises, OMT, SMT etc.;
• Monitor and supervise the fleet of vehicles of OCHA, and supervise and direct the drivers as required;
• Organize and facilitate the administrative work of the office including the establishment of internal procedures and tracking systems for correspondence and documents;
• Maintain a selected number of administrative control records and automated reports related to travel, insurance, logistics, audit, budget and other;
• Support formalities related to opening, managing and closing OCHA field offices if/when required;
• Verify that the work is done in accordance with corporate standards and within established deadline;
• Assist in various protocol matters, as required;
• Act as the Officer in Charge of the Administrative Section in the absence of Administrative & Finance Officer;
• Performs other Administrative related duty as required.

Competencias

Corporate Competencies:

• Demonstrates commitment to OCHA’s mission, vision and values;
• Displays integrity, professionalism and respect for diversity.

Functional Competencies:

Professionalism:

• Ability to perform a broad range of administrative activities (Budget, Finance, HR, Asset Management, etc.) aimed at effective and efficient financial and human resources management;
• Ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations;
• Strives to keep job knowledge up-to-date though self-directed study and other means of learning;
• Is conscientious and efficient in meeting commitments, observing deadlines and achieve results;
• Anticipates concerns and needs of clients and responds with appropriate solutions;
• Solid supervisory skills and ability to guide new / junior staff;
• Ability to work under pressure in a stressful environment.

Planning and Organizing:

• Develops clear goals that are consistent with agreed strategies and identifies priority activities and assignments;
• Ability to plan own work, manage conflicting priorities and work under pressure of tight and conflicting deadlines;
• Foresees risks and allows for contingencies when planning;
• Monitors and adjusts plans and actions as necessary;
• Uses time efficiently.

Communication:

• Excellent oral and written communication skills;
• Ability to draft/edit a variety of written reports and communications and to articulate ideas in a clear, concise
• manner;
• Disseminates information to staff in a timely and efficient manner;
• Develops effective communication channels within and/or across units;
• Promotes respectful and effective 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;
• Positive and constructive attitude;
• Place team agenda before personal agenda and supports and acts in accordance with final group decision;
• Works collaboratively with colleagues and encourages office staff to share knowledge to achieve organizational goals.

Client Orientation:   

• Ensures that staff within the work unit are meeting client needs. Anticipates clients’ concerns and needs, and responds with appropriate solutions;
• Communicates the unit’s services to current or potential clients. Seeks opportunities to improve the client services of the unit;
• Facilitates the resolution of client service difficulties involving staff.

Initiative:

• Proposes changes to streamline work procedures to improve team efficiency and coordinates team efforts to overcome obstacles
• Questions current practices and proposes strategies to improve operational objectives
• Advocates commitment to team goals in challenging circumstances.

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;
• Creates and maintains a climate of open and honest interactions in the work unit and appropriately handles sensitive issues in interpersonal situations.

Habilidades y experiencia requeridas

Education:

• High school diploma or equivalent;
• First level specialized university degree in Business Administration, Economics, or social sciences with specialized training/certification would be an asset.

Experience:

• At least seven years of progressively responsible work experience in administrative and finance services, budget administration, accounting, audit or other related field;
• Proven Experience with Enterprise Resource Planning (ERP) software such as SAP or similar;
• Relevant experience within the UN Commons System would be highly desirable;
• Good knowledge and understanding of relevant UN administrative, financial and accounting policies and procedures is required;
• Working experience with emergency settings is a strong asset. 

Skills and other requirements:

• Problem solving and action oriented, demonstrated analytical skills;
• Excellent communication (especially writing), negotiation and diplomatic skills;
• Strong computer skills (MS Office, Internet, Access, PowerPoint, Pivot, Excel);
• Solid knowledge of IPSAS;
• Initiative and ability to work under pressure, independent and sound judgment;
• Comfortable working with a variety of people with multi-cultural environment, able to work independently;
• Strong ethic and commitment;
• Organized, resourceful and a team player;
• Maturity and team spirit; service-oriented approach, flexible and creative;
• Must be prepared to travel and spend time in the field for short or long-term periods

Language:

• English or French are the working languages of the United Nations;
• For the post advertised, excellent oral, writing and editing skills in English are required;
• Working knowledge of another UN official language is desirable.

Assessment Method:

• Evaluation of qualified candidates may include an assessment exercise which may be followed by competency based interview.