Background

Under the overall supervisionof the UNOCHA Admin and Finance Officer in Manila, the Administrative Clerk shall provide timely and appropriate support towards the efficient execution of financial, administrative and human resource processes while promoting a client-oriented approach and in line with the UN rules and regulations. The incumbent would be expected to work closely with UNDP administrative staff and OCHA Manila administrative staff on issues related to petty cash, common services, staff attendance records, procurement amongst others.

Duties and Responsibilities

• Review of all petty cash vouchers processed in the Mindanao field office. Prepare request for the petty cash replenishment in timely manner and follow up on payments;
• Make timely requests for petty cash authorizations to Manila;
• Prepare and follow up on cash advances given to Mindanao office, review liquidation and report them monthly or quarterly as required by Manila;
• Prepare payment requests for Hazard payment for national staff and follow up on monthly payment orders for international staff (salaries, hazard pay, ASG etc.), liaising with Manila to ensure timely payments;
• Review received invoices/bills for payments: utility bills, invoices, for received goods and provided services, travel claims, overtime, hazard pay, etc. and draft memo to request for payment through OCHA Manila and following proper documentation, approvals and timely payments;
• Draft an monitor the procurement plan for OCHA Mindanao Office in line with the approved cost plans, and prepare detailed specifications of equipment and supplies to be purchased and scope of work;
• Issue request for quotations and prepare purchase orders;
• Follow up on contracts for rental, utilities and other type of works related activities subject to contracts;
• Follow up with Manila Administration on pending procurement requests;
• Preparing Travel Authorizations for official travels, workshops and training outside of the country, ensuring appropriate justification, costing and approvals. Follow up on travel claims and liaise with travel agency on payments'
• Follow up on payments for cost recovery for private use of OCHA assets, in particular phone and vehicle usage;

• Provides general office and administrative support, including accurate and timely production and processing of documents and administrative requirements;
• Maintains accurate records and/or data;
• Appropriately applies relevant policies, guidelines, procedures and processes;
• Recognizes and reports data and other discrepancies;
• Appropriately applies relevant policies, procedures and processes
• Establishes effective working relationships with internal and external contacts at all levels.  

Competencies

• Ability to perform a broad range of administrative activities aimed at effective and efficient financial and human resources management, including screening and collecting documentation, financial data processing, filing, provision of information;
• Good knowledge of financial rules and regulations, accounting;
• Ability to perform a variety of standard tasks related to financial resources management, including screening and collecting documentation, financial data processing, filing, provision of information;
• Solid problem solving skills;
• Ability to guide new / junior staff, and solid supervisory skills;
•  Ability to work under pressure in a stressful environment and maintain deadlines.

• Ability to plan own work; manage conflicting priorities and work under pressure of tight and conflicting deadlines;
• Monitors and adjusts plans and actions as necessary.

• 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.

• 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 with good communication skills;
• Works collaboratively with colleagues and ;
• encourages office staff to share knowledge to achieve organizational goals;

• 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.

• Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view;
• Establishes and maintains productive partnerships with clients by gaining their trust and respect;
• Identifies clients’ needs and matches them to appropriate solutions;
• Monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; Keeps clients informed of progress or setbacks in projects;
• Meets timeline for delivery of products or services to client.

• Keeps abreast of available technology;
• Understands applicability and limitation of technology to the work of the office;
• Actively seeks to apply technology to appropriate tasks;
• Shows willingness to learn new technology.

Required Skills and Experience

• Tertiary Education required. Specialized training and/or certification in Accounting, HR, and procurement would be an added advantage.

• Minimum two (2) years of progressively responsible experience in general office support or related area is desirable;
•  A minimum one (1) year in the UN or an international humanitarian organization would be an added advantage;
• Intermediate level knowledge of Microsoft Office software programs (MS Access, MS Excel and MS Word desirable) and Lotus Notes;
• Knowledge and experience of database development and management would be an asset.

• Fluency in written/oral English;
• Fluency in Local languages would be an advantage.