Historique

Since the GA approval in December 2004, of a unified and strengthened security management system, there has been a major increase in the scope of services being provided to the UN Department of Safety and Security (DSS) under the provisions of the MOU between UNDP and the UN. Given the variety of service lines and multiple stakeholders involved with service provision, the USG, DSS requested UNDP to appoint a liaison person who would coordinate the receipt & processing of service requests and ensure delivery of services on a timely manner on behalf of DSS and this specific client group. Since 2006, this function was performed by a dedicated staff member out-posted to the UNDSS Executive Office.

Reporting to the Deputy Director of the UNDP Security Office, the Accounts Specialist will offer UNDSS a one-stop service contact within UNDP, through a package of turn-key services. The Accounts Specialist will follow-up on a range of cross-cutting issues and ensure implementation. All requests, queries and relevant management information from colleagues/clients will be managed by the Accounts Specialist. The Accounts Specialist will convene regular planning and progress meetings with DSS’ focal point (Executive Office) and relevant UNDSS Desk Chiefs to discuss UNDSS’ resource allocation and management, including ad-hoc security projects in support of humanitarian and natural crises. The Accounts Specialist will interact with the UNDP Security Office who provide backstopping functions in Finance and Human Resources, UNDP Benefits and Entitlement Services Section (BES), Country Offices and units in UNDP HQ, such as the Bureau of External Relations and Advocacy (BERA), Office of Financial Resources Management (OFRM), Office of Human Resources (OHR) and Regional Bureaus, as required. While discharging the functions of the position, the Accounts Specialist will be supported by the newly configured Operational Cluster of the UNDP Security Office, which includes budget, finance, travel management, logistics, etc.

The incumbent will collaborate closely with BES in exchange of information, advice, and in overall administration of all international security personnel managed by UNDP Copenhagen. The incumbent plays a key planning, implementation and oversight role, including operational and administrative support services of field security personnel provided at the Country Office level.

The Accounts Specialist coordinates with all relevant partners to ensure a smooth delivery and quality implementation of services to UNDSS.

Devoirs et responsabilités

  • Implementation and Administration of Strategies for Operational Support;
  • Functional Operations;
  • Knowledge management.  

Implementation and Administration of Strategies for Operational Support

On the basis of identified requirements and UNDSS annual plans, the incumbent produces a results-based output for successful administration of the UNDSS Programme, which will be included in the Security Office Integrated Work Plan (IWP). The incumbent also monitors the implementation and progress of the relevant output, identifying problem areas and taking corrective action as required. More specifically:
  • Coordinate and facilitate the provision of services by UNDP to the UN system for implementing the requirements associated with field security personnel, including the relevant budgetary requirements;
  • Provide oversight on the progress of service delivery interfacing closely with the functional units of BoM and the Security Office, in relation to day-to-day work planning and coordination of activities pertaining to the specific client groups being represented in this arrangement;
  • Support implementation of UNDSS contingency plans;
  • Ensure mechanisms/procedures are in place to facilitate the execution and monitoring of activities to meet internal management, Headquarters, and donor monitoring requirements. Monitor resource utilizations to ensure correct reflection of budget allocations, revisions, and making recommendations for corrective action, as appropriate.

Functional Operations         

In cooperation with the SO Finance Analyst, ensure effective and accurate financial resources management focusing on the achievement of the following:

  • Track expenditures and financial resources in accordance with UNDP rules and regulations, and financial reporting to DSS in accordance with MOU requirements;
  • Monitor Project Expenditure Reports, ensuring that funds are utilized as planned and projects are completed in accordance with the scheduled completion date and financial closings;
  • Ensure that project payments are processed in a timely manner and expenditures are within approved budgets/budget revisions;
  • On the basis of exception reports generated by the Security Office Operational Cluster identify areas of concern that need to be addressed and suggest corrective actions;
  • Ensure that allotments are adjusted as per approved operational budget;
  • Ensure the accuracy of quarterly and year-end narrative and financial reporting to UNDSS and donors in accordance with agreed timelines and formats, recognizing that DSS is responsible for substantive inputs;
  • Under guidance of the Deputy Director of the UNDP Security Office, provide advisory services to Field Security Coordination Officers (FSCOs) and COs on financial procedures in place, project management and use of Atlas functionality for improved business results and client services;
  • Provide training on resource management to security personnel, as required;
  • Coordinate granting Atlas access and training of Chief Security Advisors (CSAs)/FSCOs on utilizing Atlas to monitor the UNDSS field budgets.

In cooperation with the SO HR Analyst, ensure effective human resources management focusing on the achievement of the following in conjunction with Copenhagen Benefits & Entitlement Service Center:

  • Advise UNDP counterparts on DSS staffing plan, including movements, reassignments, promotion policy;
  • Ensure that the posts/staff charged to DSS budget are in accordance with the approved staffing table as per DSS budget document;
  • Liaise with the Security Office Operations Cluster in the provision of oversight of recruitment processes of DSS local staff, in accordance with UNDP rules and regulations and DSS’ plan and grant access to performance appraisal and learning management systems;
  • Liaise with BES on staff benefits and entitlements policies. Communicate BES advice responses concerning staff queries (danger pay and other entitlements).

Ensure strategic Central Operational Support focusing on the achievement of the following:

  • Keep track of UNDSS needs for additional ad-hoc donor funding and their resource mobilization efforts;
  • Upon UNDSS raising donor funds, coordinate the preparation of MOUs in consultation with BERA, recommending modalities that may be used to accept donor funding. Track application of funds received from donors;  
  • Keep the Security Office Deputy Director abreast of project planning, implementation, monitoring and follow-up, including decisions, status, narrative and financial reporting;
  • Set up donor-funded or ad-hoc emergency projects/budget revisions and advise DSS on optimal utilization of resources.

Ensure Field-based Operational Support focusing on the achievement of the following in collaboration with Country Offices:

  • Monitoring and oversee asset management process for UNDSS equipment in the field, requesting that corrective actions to be taken by the Country Offices, as appropriate;
  • Identify and promote the use of IT systems and applications for optimal content management, knowledge sharing, information provision and learning/training;
  • Ensure administrative services are provided effectively, including trouble shooting, corrective actions, and improvements;
  • Assist in developing Service Level Agreements (SLAs) between UNDSS and various UNDP departments for ad-hoc services which are not covered under the global MOU;
  • Estimate and distribute the cost recovery income to the Country Offices from UNDSS;
  • Ensure contracts, agreements, and letters are developed, processed, cleared and signed.

Knowledge Management

  • Encourage networking amongst clients (UNDSS at country-level and UNDP Country Offices) to strengthen knowledge management and improve effectiveness of operations.

Impact of Results

The key results have an impact on the overall Country Office operations where there are DSS staff dependent on UNDP services in accordance with the MOU signed between the UN and UNDP. There will also be an external dimension associated with donors and other UN organizations that are linked with aspects of service provision.  In particular, the key results have an impact on the overall delivery of:

  • HR support;
  • Procurement support;
  • Funding arrangements, allocation of funds and financial management support;
  • Project implementation;
  • Tracking of delivery, troubleshooting (including Atlas related issues), follow-up and corrective action;
  • Timely and accurate reporting to stakeholders;
  • Overall satisfaction of clients/stakeholders.

Compétences

Corporate Competencies:
  • Demonstrates integrity by modeling the UN values and ethical standards;                                      
  • Demonstrates corporate commitment and goals to promote UNDP’s mission, vision, values and strategic goals;                                                                                                                                          
  • Display cultural, gender, religion, race, nationality and age sensitivity and adaptability;
  • Communicates effectively with and relates to people of different cultures, gender, religion, race and nationality;
  • Business orientation. 
Knowledge Management and Learning:

  • Solid knowledge and experience within UNDP’s regulations and rules, business processes and operations management dimensions both in HQ and CO (units, roles, tools, best practice) to effectively deliver to the client’s satisfaction, the key functions mentioned above;
  • Facilitates knowledge management by ensuring (1) best practices are continuously identified, documented and disseminated to clients and peers (2) appropriate and up-to-date information.
Operational Effectiveness:
  • Strives for quality client-centered services (internal/external) when making decisions and taking action;
  • Plans, prioritizes and delivers quality results to meet established goals;
  • Generates innovative, practical solutions to challenging situations;
  • Seeks and applies knowledge, information and best practices from within and outside UNDP;
  • Participates effectively in a team-based, information sharing environment, collaborating and cooperating with others;
  • Responds flexibly and positively to change through active involvement;
  • Establishes clear performance goals, standards and responsibilities and manages them accordingly;
  • Demonstrates effective written and oral communication skills.

Qualifications et expériences requises

Education:
  • Master’s Degree in Management, administration or other relevant discipline, with at least 5 years of related practical experience (or a Bachelor’s degree with at least 7 years of directly related practical experience), is required.
Experience:
  • Strong experience in UN portfolio management with at least 5 years relevant experience of which a minimum of 3 years is within the UN Common System;
  • Working knowledge of the UN Security Management System; is desirable;
  • Proficiency in Atlas to effectively assign and monitor service lines’ progress, and to direct corrective actions/assistance to COs/units involved with service delivery;
  • In-depth knowledge and experience in providing services comprising budget/finance management and operations (both in a CO and HQ context).

Language Requirements:

  • Fluency in written and spoken English;
  • Knowledge of another official UN language, particularly French, is an asset.