The National Administrative/Procurement Officer will provide substantial assistance with procurement, administration, budgetary and financial management matters ensuring accountability and adherence to the UN Financial Rules and Regulations and general administrative matters to support the implementation of overall activities under his/her area of responsibility.

Under the overall guidance and direct supervision of the Head of Administrative/Finance Unit, the National Administrative/Procurement Officer will be responsible for the following main duties:

1. Ensures effectiveness administration of Budget and Finance to the country office and CBPF (Country Based Pooled Fund), focusing on achievement of the results through the following:

• Initiates draft in preparation and revision of budget/cost plans in line with work plans and Financial Rules and Regulations.
• Prepares quarterly requests for funds allocation (Financial Authorizations) in line with approved cost plan
• Periodically generate expenditures report, monitors obligations and expenditures against financial authorizations in line with approved cost plans.
• Prepare yearly & quarterly office international & local procurement plans under the Approved office Cost Plan in close consultation with the sections and with the management team.
• Develops and implement procedures to ensure that accounting and financial management controls are consistent with UN Policies and sound financial practice.
• Liaise with the UNDP Country Office (Finance unit) to ensure that the provision of all OCHA related administrative/finance support services are implemented/delivered in an efficient and timely manner (e.g. follow up on transfer of PF project to IPs, refund of un-spent project fund by IPs)
• Reconcile inter-office vouchers (IOVs) with OCHA’s financial records for accuracy.

2. Ensures effectiveness delegation of authority in Procurement, focusing on achievement of the results through the following:

• Serves as Regional ‘Buyer’ for all procurement of goods/services to MENA (Middle East and North Africa) region which covers Turkey, Jordan, Iraq, Syria, oPt, Lebanon and 15 other countries.
• Liaise closely with OCHA-afsuprocurement in Geneva to plan, develops and manages all procurement and contractual aspects of projects related to OCHA MENA procurement (e.g. information technology, electronic equipment and instruments, building maintenance materials, office supplies, furniture etc.) taking into account local economic and other conditions.
• Advises requisitioners and recipient offices on the full range of procurement issues, providing support and guidance at all stage of the procurement cycle
• Establishes and maintain work program and schedule for ongoing contracts and newly planned ones
• Signs procurement orders up to the authorized limit, and, in case where the amount exceeds authorized signature authority, prepare submissions for review and approval by the authorized official
• Conducts market research to keep abreast of market developments; researches and analyzes statistical data and market reports on the regional commodity situation, production patterns and availability of good and services
• Oversees adherence to contractual agreements, recommends amendments and extensions of contracts and advises concerned parties on contractual rights and obligations
• Prepares a variety of procurement-related documents, contracts, communications, guidelines, instructions such preparation of the solicitation documents, invite potential suppliers to bids, process the POs from contracts)

3. Ensures effectiveness administration of office operational, focusing on achievement of the results through the following:

• In collaboration security focal point and UNDSS, the incumbent assists in ensuring SRM compliance for vehicles, office   & SRM for residential houses of the international staff
• In collaboration with ICT Officer administer assets management in the CO, timely preparation and submission of periodic inventory reports, coordination of physical verification of inventory items.
• Organize and provide the administrative & logistical support to the all units/staff on all matters related to office operations.
• Providing support to Admin Associates in the arrangement of office retreats
• In collaboration with Admin assistant ensure regular facility maintenance/repairment

Core

Innovation

Ability to make new and useful ideas work

Level 4: Adept with complex concepts and challenges convention purposefully

Leadership

Ability to persuade others to follow

Level 4: Generates commitment, excitement and excellence in others

People Management

Ability to improve performance and satisfaction

Level 4: Models independent thinking and action

Communication

Ability to listen, adapt, persuade and transform

Level 4: Synthesizes information to communicate independent analysis

Delivery

Ability to get things done while exercising good judgement

Level 4: Meets goals and quality criteria for delivery of products or services

Technical/Functional

Budget Management

Ability to support budgetary aspects of work planning process, drawing and management of team budgets.

Level 4: Apply & Adapt: Contributes skills and knowledge with demonstrated ability to advance innovation and continuous improvement, in professional area of expertise

Financial Reporting and Analysis

Ability to evaluate financial data, derive relevant findings and present them in a meaningful manner

Level 4: Apply & Adapt: Contributes skills and knowledge with demonstrated ability to advance innovation and continuous improvement, in professional area of expertise

Office Administration

Ability to manage day-to-day office activities (including but not limited to travel management, facilities and asset management, policy and procedures maintenance) to meet operational needs

Level 4: Apply & Adapt: Contributes skills and knowledge with demonstrated ability to advance innovation and continuous improvement, in professional area of expertise

Strategic Sourcing

Knowledge of strategic sourcing concepts, principles and methods, and ability to apply to strategic and/or practical situations

Level 4: Apply & Adapt: Contributes skills and knowledge with demonstrated ability to advance innovation and continuous improvement, in professional area of expertise

Contract Management

Knowledge of contract management concepts, principles and methods, and ability to apply to strategic and/or practical situations

Level 4: Apply & Adapt: Contributes skills and knowledge with demonstrated ability to advance innovation and continuous improvement, in professional area of expertise

Education:

Master's degree or Bachelor’s degree in social policy, public policy, politics, economics, development studies or a related area.

Experience:

• Master’s degree with minimum 2 years or Bachelor’s degree with minimum 4 years of progressively responsible experience in the area of financial management and administration; experience in procurement or contract management, administration or related area is required;
• Familiar with ERP system is an advantage, familiar with UMOJA is desirable;
• Proven qualities in areas related to international procurement and administration;
• Good knowledge on Administration/Operations & Finance is required;
• Sound knowledge of UN rules and procedures will be an advantage;
• Experience in international humanitarian response is desirable;
• Good computer skills (Windows, MS Word, Excel/Spread sheets, the internet/Web) and working knowledge on Accounting/Finance computer applications soft wares.

Language Requirements:

Proficiency in English. Working knowledge of other UN language desirable

Other:

Describe any additional qualifications:

• Non-Smoking environment