Background

REF:  Finance and Administrative Associate

United Nations Office for the Coordination of Humanitarian Affairs (UNOCHA) in Gaziantep seeks applications for “Finance and Administrative Associate” position (Turkish Nationals only).

Deadline of application:  28 October 2016 cob

Interested applicants are encouraged to review the detailed Job Description and apply through www.tr.undp.org.

Please fill the UN Personal History Form (P11) along with your CV as a single document                 

Only short-listed candidates will be contacted. No telephone and/or e-m inquiry will be responded.

Under the overall guidance and supervision of the Administrative & Finance, the Administrative / Finance Associate provides the overall administration and execution of varied and inter-related operational activities in large offices, ensuring high quality and accuracy of work. The Finance/ Administrative Associate promote a client, quality and results-oriented approach.

The Finance/Administrative Associate works in close collaboration with the Operations, Programme and projects staff in the CO and other UN agencies staff to exchange information and ensure consistent service delivery.

Duties and Responsibilities

Summary of Key Functions :

1. Implementation of operational policies, focusing on achievement of the following results:

·        Full compliance of financial (recording/reporting system) and administrative activities with OCHA/UNDP rules, regulation, policies and strategies; 

·        Support to field sub-offices administration and financial business process;

·        Coordinate and provide necessary support to OCHA offices and UNDP for procurement, payment and human resources;

·        Preparation of administrative and finance team result-oriented work plans;

·        Coordinate with UNDP, OCHA HQ for the development of MOUs with regards to common and other services;

·        Develop and implement procedures to ensure that accounting and financial management controls are consistent with UN policies and sound financial practices.

·        Elaboration and implementation of cost saving strategies.

2. Budget and Finance Management, focusing on achievement of the following results:

·        Assist the OCHA country office in preparation of OCHA’s work plan and cost plans in line with financial rules and regulations;

·        Assist in monitoring cost plan to ensure that expenditure is in line with budget; prepare adequate financial/administrative justification and updates related to revision of cost plans.

·        Preparation of quarterly requests for funds (Financial authorizations) in line with approved cost plans and review status of expenditures in comparison with financial authorizations.

·        Review all receipts and payments related to OCHA office, particularly petty cash, utilities, supplies, salaries and staff claims etc. Act on behalf of petty cash custodian for OCHA Turkey Office. Maintain petty cash files, and monitor performance. Make timely replenishment requests for petty cash from OCHA HQ.

·        Ensure processing of payment for all vendors, travel claims and other dues in timely manner.

·        Handle all the procurement activities related to OCHA, by preparing procurement plans in line with approved cost plans, prepare detailed specifications of equipment and supplies to be purchased and scope of work. Issue Requests for Quotation, prepare Purchase Orders and follow up on contracts for rental, utilities, and works. Follow up with UNDP Procurement on pending procurement requests.

·        Ensure all official travel outside the country are covered with Travel Authorizations, ensuring appropriate justification, costing and approvals, and settle dues to staff members and travel agent.

·        Ensure all the cost recovery by staff against they used office resources for personal (i.e. Telephone and Vehicle etc.)

·        Reconcile inter-office vouchers (IOVs) with UNDP to confirm accuracy of accounts to headquarters, initiating corrective actions to erroneous financial entries as required.

3. Human Resources Management:

·        Administration 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.

·        In line with the approved cost plan, monitor and facilitate the recruitment process of national staff.

·        Monitor 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.

·        Preparation of documentation to local Career Review Panel or equivalent for recruitment of staff of national staff, and represent on behalf of OCHA.

·        Liaise with OCHA Geneva on international staff entitlements if and when required.

·        Provide information on office staffing needs including coverage on approved posts, monitor expiration of contracts etc.

4. General Administration

·        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 procurement or disposal of assets.

·        Facilitate the physical inventory verification exercise by checking the accuracy of records and location of property.

·        Monitor to ensure adequate office supplies to main and sub offices.

5. Support knowledge building and knowledge sharing: focusing on achievement of the following results

·        Briefing to staff members on general financial matters: provision of advice and administrative support;

·        Sound contribution to knowledge networks and communities of practice.

• Participate as active member of finance and administrative group.
• Any other duties assigned on time to time within the administration.

Competencies

• Professionalism – Comprehensive knowledge of and exposure to a wide range of humanitarian issues , emergency relief and related human rights issues; conceptual and strategic analytical capacity, to analyze and articulate the  protection dimension of complex issues that require a coordinated UN response; demonstrated problem-solving skills; and very good knowledge of region of assignment, including the political, economic and social dimensions; strong negotiating skills and ability to influence others to reach agreement; ability to work under extreme pressure, on occasion in a highly stressful environment (e.g. civil strife, natural disasters and human misery); very good knowledge of institutional mandates, policies and guidelines pertaining to humanitarian  protection and  knowledge of the institutions of the UN system; demonstrated ability to complete in-depth studies and to formulate conclusions/recommendations; ability to relate humanitarian  protection issues and perspectives, including gender issues, to political, economic, social and human rights programs in affected  region.

• Planning & Organizing – Ability to coordinate the work of others, work to tight deadlines and handle multiple concurrent projects/activities.

• Client orientation – Ability to identify client’s needs and match them to appropriate solutions; ability to establish and maintain effective and productive partnerships with clients by gaining their trust and respect; capacity to keep clients informed of [progress or setbacks in ongoing projects. Ability to monitor ongoing developments inside and outside the clients’’ environment to keep informed and anticipate potential problems.

• Teamwork – Excellent interpersonal skills, including ability to operate effectively across organizational boundaries; ability to establish and maintain effective partnerships and working relations in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity.

Required Skills and Experience