Background

The Department of Safety and Security (DSS) Administrative/Finance Associate reports to the Deputy Chief Security Advisor and is provides the overall financial, administration and execution of varied and inter-related operational and logistical activities ensuring high quality and accuracy of work.

He/she promotes a client-oriented approach consistent with UNDP rules and regulations by assisting with implementation activities, including processing payments, reconciling payment receipts, and preparing financial reports.

Duties and Responsibilities

Summary of Key Functions :

• Implementation of operational strategies;  
• Accounting and administrative support; 
• Prepares and conducts analysis of financial reports; 
• Support to knowledge building and knowledge sharing.

Ensures implementation of operational strategies for DSS, focusing on achievement of the following results:

• Full compliance of financial processes and financial records with UN/UNDP rules, regulations, policies and strategies;
• Being the main liaison person between the DSS and the UNDP Operations Section coordinates all support services from the UNDP, mainly recruitment and financial management;
• Manage the administration of DSS;
• Ensures that set administrative rules and regulations are followed as per DSS HQ directions;
• Assists staff in the field with administrative matters;
• Undertake necessary action related to the administration of the DSS’ human resource activities, e.g., recruitment, performance appraisal, job classification reviews etc.;
• Input to the CO business processes mapping and elaboration of the content of internal SOPs.

Ensures accounting and administrative support for DSS focusing on achievement of the following results:

• Manage and administer the DSS budget by raising payments in Atlas and reviewing the monthly expenditure reports;
• Identify areas for improvement in the management and use of the budget;
• Proper control of the supporting documents for payments and financial reports; preparation of vouchers and obtaining vendor information;
• Analysis and presentation of information on the status of financial resources as required;
• Provides effective administrative support to DSS;
• Ensure consistency in the application of UN rules and procedures;
• Coordination with support staff engaged in the fields of Protocol, General administrative services, and Training;
• Submission of information on administrative services provided for cost-recovery bills.

Prepares financial reports and conducts analysis focusing on achievement of the following results:

• Proper control of the supporting documents for payments and financial reports; preparation of all types of vouchers for development and management projects;
• Maintenance of the internal expenditures control system which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in Atlas; travel claims, sola, hazard and other entitlements are duly processed;
• Timely corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers;
• Presentation and analysis of information on the status of financial resources as required;
• Assist in the development of the DSS and Security Cost-Shared budget;
• Undertake analysis of expenditure reports and alert the DCSA to factors such as slow or rapid disbursements against the workplans;
• Timely preparation and issuance of the various financial reports, recruitment of staff, procurement of equipment etc.

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

• Organization of training for the operations/projects staff on administration;
• Briefing to staff members on general administrative and financial guidelines; provision of advice and administrative support;
• Synthesis of lessons learnt and best practices in Administration and Finance;
• Sound contributions to knowledge networks and communities of practice.

Impact of Results

The key results have an impact on the overall agency efficiency in financial resources management and success in the implementation of operational strategies. Accurate data entry, analysis and presentation of financial information and a client-oriented approach enhances UNDSS’ credibility in the use of financial resources and proper financial process management. The information provided facilitates management's decision making.

Competencies

Functional Competencies:          

Building Strategic Partnerships

Maintaining information and databases

• Analyzes general information and selects materials in support of partnership building initiatives.

Promoting Organizational Learning and Knowledge Sharing

Basic research and analysis

• Researches best practices and poses new, more effective ways of doing things;
• Documents innovative strategies and new approaches.

Job Knowledge/Technical Expertise

Fundamental knowledge of processes, methods and procedures

• Understands the main processes and methods of work relating to the position;
• Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks;
• 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

• Demonstrates the ability to identify problems and proposes solutions.

Design and Implementation of Management Systems

Data gathering and implementation of management systems

• Uses information/databases/other management systems;
• Provides inputs to the development of simple system components;
• Makes recommendations related to work procedures and implementation of management systems.

Client Orientation

Maintains effective client relationships

• Reports to internal and external clients in a timely 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;
• Responds to client needs promptly.

Promoting Accountability and Results-Based Management

Gathering and disseminating information

• Gathers and disseminates information on best practice in accountability and results-based management systems;
• Prepares timely inputs to reports.

Core Competencies:

• Demonstrates/safeguards ethics and integrity; 
• Demonstrates corporate knowledge and sound judgment;
• Self-development, initiative-taking;
• Acts as a team player and facilitating team work;
• Facilitates and encourages open communication in the team, communicating effectively;
• Creates synergies through self-control;
• Manages conflict;
• Learns and shares knowledge and encourages the learning of others. Promotes learning and knowledge management/sharing as the responsibility of each staff member.
• Informed and transparent decision making.

Required Skills and Experience

• Secondary education. Certification in the fields of administration, finance, business or public administration desirable. University Degree in Business or Public Administration desirable, but it is not a requirement

• 6 years of relevant finance experience is the minimum requirement, excellent finance and budgeting skills;
• 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. Knowledge of Atlas is desirable.

Language requirements:             

• Fluency in written and spoken English is mandatory, including the ability to draft, edit and finalize documents in English.