Programme Finance Associate


Location : Sarajevo, BOSNIA AND HERZEGOVINA
Application Deadline :26-Mar-21 (Midnight New York, USA)
Type of Contract :Service Contract
Post Level :SC-3
Languages Required :
English  
Duration of Initial Contract :9 months; Extension subject to availability of funds

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.


Background

Purpose:

The purpose of this ToR is to recruit a qualified candidate with experience and knowledge necessary to deliver activities within the UNODC Programme Office in Sarajevo (Bosnia and Herzegovina) and to support the work of UNODC in the region of South Eastern Europe at large.

Objective:

The Programme Finance Associate will be responsible for backstopping day-to-day implementation of various UNODC projects and programmes in South Eastern Europe under the overall umbrella of the UNODC Regional Programme for South Eastern Europe. The Programme Finance Associate will be based at the UNODC Programme Office in Sarajevo (Bosnia and Herzegovina).

The incumbent will work under the overall framework of the UNODC Regional Programme for South Eastern Europe. He/she carries out his/her functions under the overall guidance and supervision of the Regional Administration and Finance Associate based in Belgrade (Serbia) and the Programme Coordinator in the UNODC Regional Section for Europe and West/Central Asia based in Vienna (Austria), as well as under the additional supervision of the Head of the UNODC Programme Office in Bosnia and Herzegovina.

The Programme Finance Associate will be required to support coordination and facilitation of administrative, finance and programme related activities with regard to all UNODC programmes/projects in Bosnia and Herzegovina and the region of South Eastern Europe.

Background Information:

The Regional Programme for South Eastern Europe (2020-2023) provides the overall platform for the UNODC involvement in South East Europe and supports the various thematic areas of the UNODC mandate, structured along three main pillars: (I) Illicit Drug Trafficking and Transnational Organized Crime, (II) Strengthening Criminal Justice, Integrity and Legal Cooperation, (III) Prevention, Treatment, Reintegration and Care. The Programme focuses on priority actions identified in cooperation with the governments in the region and through a dialogue with national, regional and international partners.

South Eastern Europe lies on the most direct route between some of the world’s leading producer and consumer regions of opiates, and likewise serves as a transit corridor for migrants and refugees from Asia and the Middle East to Western Europe; it saw one of the world’s largest population movements in 2015-2016, as well as an influx of foreign terrorist fighters.

These features highlight the challenges faced by the governments of the region in controlling their borders and fighting the smuggling of migrants as well as that of drugs, weapons, and other illicit goods. UNODC has been working with its partners in the region to help them address the various forms of organized crime with which they are confronted by strengthening their capacity in line with international standards and best practices.

The Regional Programme for South Eastern Europe (2020-2023), while building on previous achievements, will further support partner governments in key areas related to EU accession processes while ensuring effective inter-connectivity between national and regional responses in the wider context of the inter-regional drug control approach.


Duties and Responsibilities

The Programme Finance Associate will be responsible for:

Programme management: 

  • Provide assistance to the Head of the UNODC Programme Office in Bosnia and Herzegovina and the Regional Administration and Finance Associate in the day-to-day implementation of all UNODC programmes, projects and initiatives in SEE region, with specific emphasize on  finance and administrative-related aspects of the Programme’s work in South Eastern Europe.
  • Review, analyze and assist in the finalization of cost estimates and budget proposals related to the activities under the Regional Programme for South Eastern Europe.
  • Closely works with other Administrative and Project assistants in South Eastern Europe related to programme/project implementation specifically related to the administration, procurement and finance.
  • Assist the Programme Coordinator in communications and visibility efforts through design, maintain and regular update of the Regional Programme for South Eastern Europe Newsletter.
  • Support the Programme’s work in Bosnia and Herzegovina in effective mainstreaming of gender equality in projects implementation and assures knowledge on gender equality is incorporated in projects knowledge management activities and products.
  • Provide effective support to the Programme’s work in Bosnia and Herzegovina in incorporating gender equality in all the areas of implementation of projects components.

Budget management: 

  • Monitor project expenditures against approved work plans and keep track of project expenditure, status of implementation and ensure compliance with United Nations financial rules and regulations; initiate project and/or budget revisions as required. 
  • Assist in collection, verification and presentation of information and data for the preparation and monitoring of the RP SEE and other programmes and projects budget submissions to Headquarters;
  • Assist in the preparation and submission for approval of the financial reports as per donor requirements and in cooperation with the Financial Resources Management Service in Vienna.
  • Review programmes/projects budgets to determine costs and variations in project expenditure, amendments, reprogramming or NCE requests.
  • Assist in the preparation and analysis of budget proposals and budget revisions for the programmes/projects and individual regional/country level budget segments; provide assistance in the interpretation of budget guidelines; verify availability of funds. 
  • Prepare vouchers and process payments, commit funds related to various short-term local consultancies and execute other financial transactions under the guidance of the Regional Administration and Finance Associate. Closely liaise with UNDP Bosnia and Herzegovina and monitor timely disbursement of payments.   
  • Act as an Alternate of the Regional Administration and Finance Associate during absence. 

Event Management: 

  • Provide budget estimates, and support the organization of international, regional and national conferences, meetings, seminars and workshops, training sessions and study tours, by liaising with national counterparts as well as with the administrative and financial departments on the matters of hotel reservations, DSA payments and related conference material. Organize all personnel travel arrangements, procurement of equipment and services.
  • Establishes, builds and sustains effective relationships with internal and external clients.

General Administrative support: 

  • Provide support to the UNODC staff in South Eastern Europe (Albania, Bosnia and Herzegovina, Montenegro, North Macedonia, Serbia and Kosovo under United Nations Security Council Resolution 1244) related to the overall administration of the programmes in line with the United Nations regulations/rules, and relevant Administrative Instructions and procedures.
  • Prepare, maintain and update files (electronic and paper) and internal databases; design and generate a variety of periodic and ad hoc reports and other background materials. Organize both incoming and outgoing correspondence, including the establishment of a log/registry system and filing.
  • Support the Regional Administration and Finance Associate in administrative coordination for the programmes/projects related activities, involving extensive liaison with a diverse organizational units to initiate requests, obtain necessary clearances, process and follow-up on administrative actions.
  • Assist the Regional Administration and Finance Associate in timely completion and submission of various periodical administrative tasks for South Eastern Europe. Assist the Regional Administration and Finance Associate in preparation of annual procurement plan and support work related to procurement, procurement monitoring and evaluation of vendor contracts/payment to vendors and individual contractors for services.
  • Act as gender focal point in Programme Office in Bosnia and Herzegovina, support the Programme’s work in effective gender mainstreaming in UNODC initiatives to ensure positive effect on gender equality and empowerment of women and support equal representation and participation of women in all thematic areas under the Programme. 
  • Act as regional focal point for staff training and professional development, and closely liaise with Regional Section for Europe and West/Central Asia for development of staff training needs and plans, promoting learning and knowledge management/sharing.
  • Collect and compile lessons learnt and best practices in financial management for POBIH and colleagues in other UNODC offices in SEE region.  
  • Control POBIH assets, maintain office equipment and keep inventory list.
  • Support correspondence and communication with all relevant counterparts of UNODC.
  • Perform other duties, as assigned.

Performance Indicators for evaluation of results: 

  • Reliable administrative and financial support as per the above description of duties and responsibilities.
  • Programme/project budget maintained and managed and any other financial/administrative reports provided as per request or agreed work plan.
  • Administrative and financial reports provided in a timely and professional manner. 
  • Contacts with programme/project partners and regional/national counterparts maintained regularly.
  • Meetings and other activities related to the relevant programme/project implementation coordinated as per agreed work plan.
  • Administrative tasks, office systems and filing procedures related to the programme/project managed carried out timely and accurately.
  • All duties and responsibilities performed in a satisfactorily manner according to the programme/project work plan.


Competencies

  • Knowledge of administrative, budgetary, financial, procurement and human resources policies and procedures. Ability to apply various United Nations/UNODC administrative rules and regulations in work situations. Ability to maintain accurate records, review and interpret a wide variety of data.
  • Conceptual analytical and evaluation skills to conduct independent research and analysis. Ability to identify issues, formulate opinions, make conclusions and recommendations.
  • Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. 
  • Demonstrates strong verbal and written communication skills and drafting skills. 
  • Demonstrates ability to work in a team and team spirit. Strong interpersonal skills.
  • Demonstrates strong IT skills and displays the knowledge in utilization of specific software such as Umoja SAP and Lotus notes.
  • Excellent organization skills, ability to work independently, accurately and meticulously and to deliver efficient quality outputs.
  • Ability to manage large volumes of work under time pressure is essential.
  • Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability. Demonstrates integrity by modeling ethical standards.


Required Skills and Experience

Education: 

  • Secondary Education preferably with specialized certification in Accounting and Finance.
  • A University Degree would be desirable, but it is not a requirement. 

Experience:

  • A minimum of 6 years of progressively responsible supportive experience in international organizations in the field of programme/project management, financial and budget management is required.
  • Knowledge of UNODC rules and procedures is perceived as an asset.
  • Previous experience in working with multi donor and EU funded projects in regional context is perceived as an asset.
  • Knowledge of UMOJA SAP/IBM Lotus Notes and proven hands on experience with UMOJA SAP is highly desirable.
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of spreadsheet and database packages, experience in handling of web-based management systems.

Language Requirements:

  • Fluency in oral and written English and languages of people of Bosnia and Herzegovina.

Disclaimer

Important applicant information

  • All posts in the SC categories are subject to local recruitment.

Applicant information about UNDP rosters

Note: UNDP reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

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