Background

The Department of Safety and Security (UNDSS) is responsible for providing leadership, operational support, and oversight of the United Nations security management system (UNSMS) globally. As a global leader in security risk management principles, UNDSS enables the safe and effective delivery of United Nations programmes and activities in the most complex and challenging environments, while maximizing precious resources. To this end, the work of the Department is aligned under a clear mission, to enable United Nations system programme activities through trusted security leadership and solutions.

UNDSS-Ethiopia requires a Administration and Financial Analyst (Service Contract) to support in donor program implementation. The admin & financial analyst will play a critical role in supporting the workflow of the team. He/She will support key functions such as procurement, admin support, budget revisions and reporting, as well as all clerical and support staff roles for the programme.

Under the guidance of the Deputy Security Adviser, the Admin & Financial Analyst will ensure effective delivery of UNDSS donor projects by supporting the programme implementation in accordance with UNDP rules and regulations. 

Duties and Responsibilities

Summary of Key Functions: Under the supervision of the Deputy Security Adviser, the Admin & Financial Analyst will:

• Provides effective administrative management and logistical support;
• Supports programme financial resources management;
• Supports the management of procurement processes related to programme implementation
• Supports the management of resources mobilized by the programme.

1. Provides effective administrative management and logistical support focusing on the achievement of the following results and work products: (30%):

• Ensuring smooth running of daily operations in the office;
• Preparing and monitoring budget forecasts, cost allocations, and expense reports;
• Planning travel, including the quarterly travel plan, travel requests, UNDSS requests;
• Processing travel expense claims (TEC) by preparing and collecting supporting documents, ATLAS voucher transactions, DSA calculations, approval obtainments;
• Creating requisitions in ATLAS;
• Requesting payments (against Purchase Order (PO) / contract/ agreement, and non-PO payment vouchers), and dispatching the same;
• Requesting certificates of payment from consultants and preparing payment requests.
• Assisting the Project Manager to resolve questions related to budgets, payments, procurement, and resources.
• Maintenance of the internal expenditures control system which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in ATLAS;
• Maintaining records on assets management and preparing reports;
• Preparing logistics for programme meetings, workshops and seminars;
• Developing and maintaining the filing system, ensuring safekeeping of confidential materials;
• Organizing shipments, customs clearance arrangements, preparing documents for shipments and mail (received and sent);
• Supporting the programme in the management of knowledge sharing events and logistics related the knowledge management

2. Supports programme financial resources management focusing on the achievement of the following results and work products (30%):

• Full compliance with UN/UNDP rules, regulations, and policies on financial activities, financial recording/reporting system and audit recommendations;
• Routinely monitoring financial exception reports for unusual activities, transactions, and investigating anomalies;
• Checking that requisitions, POs and vouchers are adequately labeled;
• Supporting as needed in the projects’ audit and controlling the follow up.

3. Supports the management of procurement processes focusing on the achievement of the following results and work products:+ (25%):

• Coordinating procurement and recruitment processes including drafting terms of references (TORs) and contracts in close collaboration with UNDP Procurement Office;
• Acting as a liaison with UNDP programme support, operations, and finance units.
• Managing programme procurements with technical input from the team, determining procurement strategy and requirements and implementing procurement according to UNDP policies;
• For local procurement – developing requests for quotes (RFQs) from local vendors and local consultants, obtaining quotes, evaluating, and proposing vendors for selection.
• Monitoring procurement with other UNDP units to ensure timely advertising and collection of quotes.
• Verifying vendors’ eligibility and ensuring they are in the UNDP ATLAS system.
• Verifying quality and receipt of goods; For international procurement – proposing strategies for procurement with team input.
• Managing the UNDSS- Ethiopia procurement plan and coordinating the timely procurement of services and goods;
• Managing the relationship with all programme vendors and consultants.
• Soliciting necessary forms and information, requesting evidence of completed tasks.
• Ensuring that consultant evaluation forms are solicited upon completion of work and results are analyzed; and Timely payment for services and goods rendered.

4. Supports the management of the resources mobilized by the programme focusing on achievement of the following results and work products (15%)

Analysis of information on donors’ funding; Tracking of and reporting on mobilized resources; Reviewing of contribution agreements, managing, and monitoring contributions in ATLAS; Advising programme staff on donor reporting requirements; and Monitoring financial reports to be submitted to donors.

Competencies

Required Skills and Experience

Education:

• First University degrees (Bachelor) in Finance, Business Administration, project management or equivalent required, and/or accounting certification preferred, but not a requirement. Masters/Graduate degree preferred but not required.

Experience:

• Minimum two years (with Masters), or four years (with bachelor’s degree) of relevant experience in project/Programme management, budget administration, accounting, finance, operations, audit, or related fields required;
• Advanced knowledge of Microsoft Office package such as Word, Excel, PowerPoint, Outlook, Skype is required;
• Specialized training in office management and administration is highly desirable Hands-on experience with UN ATLAS system and UNDP Procurement process and Policy is preferred.
• Knowledge of UNDP programme management procedures and policies, including experience with Atlas is an asset.
•  Past work experience with the UN agency and/or international organization is considered an asset. 
• Previous work experience on donor related projects is highly desirable

Language:

• Fluency in English with effective written and oral communication skills required.