Background

REF:  Administrative / Finance Analyst 

United Nations Monitoring Mechanism (UNMM) in Gaziantep seeks applications for “Administrative / Finance Analyst ” position (Turkish Nationals only).

Deadline of application:  31 May 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.

This position is located in the United Nations Monitoring Mechanism (UNMM) in Gaziantep, Turkey.

Under the supervision of the UNMM Head of Office and with guidance from the Administrative and Finance Officer, the Administrative / Finance Analyst serves as the principal assistant coordinating and managing a wide range of administrative services. These services are in areas, such as assets, inventory, leasehold improvements, shipping, transport, maintenance of office premises and equipment and finance, etc.

The Administrative / Finance Analyst works in close collaboration with the programme staff in the office and with other UN agencies staff to exchange information and ensure consistent service delivery.

Duties and Responsibilities

Responsibilities

The national Administrative/Finance Analyst will provide substantial assistance with 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 supervision of the UNMM Head of Office and with guidance from the Administrative and Finance Officer, the national Administrative/Finance Analyst will be responsible for the following main duties:

Summary of Key Functions :

• Budget and finance management support for the UNMM Turkey;
• Effective human resources support for the office;
• Effective administrative and logistical control in the office;
• Support to proper supply and assets management.

1. Ensure support to Budget and Finance to the office, focusing on achievement of the following results:

• Assist in preparation and revision of cost plans in line with work plans and Financial Rules and Regulations.
• Prepare quarterly requests for funds (Financial Authorizations) in line with approved cost plan and monitors obligations and expenditures against financial authorizations in line with approved cost plans.
• Manage petty cash in accordance with established procedures, maintains accurate and complete petty cash records and receipts, and ensures that replenishments are done in a timely manner.
• Develop and implement procedures to ensure that accounting and financial management controls are consistent with UN Policies and sound financial practice.
• Reconcile inter-office vouchers (IOVs) with UNMM’s financial records for accuracy.

2.   Ensures effective and efficient HR support, focusing on achievement of the following results:

• In collaboration with local UNDP Office, coordinate actions related to recruitment and administration of national staff.
• Provide guidance on requirements of performance evaluation and maintain a system to track compliance.

3.   Provides upport to proper supply and assets management, focusing on achievement of the following results:

• Coordinate assets management in the office, ensure timely preparation and submission of periodic inventory reports, and coordinate physical verification of inventory items.
• Coordinate the provision of reliable and quality office supplies.
• Oversee the implementation of assets acquisition processes from end to end.
• Ensure that non-UNMM Turkey assets are transferred to the partners on timely manner.
• Regularly update the clients on any asset and inventory changes and where possible provides group and individual trainings to UNMM staff.
• Ensure regular assets physical inventory/count and registration to Atlas.
• Establish good communication and contact with vendors.
• Implement audit recommendations and provide support to projects for provision of asset and inventory related documents.

4.   Ensure effective administrative and logistical control in the office, focusing on achievement of the following results:

• Oversee work related to procurement, operational travel programme, procurement and evaluation of vendor contracts/payment to vendors and individual contractors for services.
• Verify receipts of goods and services, ensuring specification, condition and qualities of goods are correct and paperwork is complete and properly filed.
• Follow up on visa processing and related travel documents for international staff.
• Provide support to the international staff in securing visas and other related formalities.
• In collaboration with the UNMM Security Officer, assist in ensuring MOSS compliance for vehicles, office & MORSS for residential houses of the international staff.
• Verify travel claims submitted for settlement and track outstanding payments.
• Support events and conference management of the office, including organizing support for trainings.
• Liaise with hotels on booking relevant meeting rooms.
• Ensure vehicles fleet is managed as per the UN standard and regulations including checking the log-book, fuel consumption and supervising the drivers.
• Ensure the process of Inter Office Vouchers from the HQ.
• Certify payment requests to UNDP when necessary.
• Ensure that the procurement process undertaken at the office is as per UN/UNDP regulations.

5.   Ensure effective procurement support, focusing on achievement of the following results:

• Oversee the procurement process for office assets/equipment under the delegation of authority from the UNMM/OCHA HQ
• Liaise with UNMM/OCHA HQ on the procurement needs of the office through international procurement.
• Liaise with UNDP Ankara on the procurement of assets/equipment
• Ensure that the procurement regulations are followed.

Competencies

Functional Competencies:             

Building Partnerships

Level 1.2:  Maintaining a network of contacts

1. Maintains an established network of contacts for general information sharing and to remain up-to-date on partnership related issues

Level 1.2: Basic research and analysis

1. Generates new ideas and approaches, researches best practices and proposes new, more effective ways of doing things
2. Documents and analyses innovative strategies and new approaches

Job Knowledge/Technical Expertise

Level 1.2: Fundamental knowledge of own discipline

1. Understands and applies fundamental concepts and principles of a professional discipline or technical specialty relating to the position
2. Ability to formulate and manage budgets; manage contributions and investments; manage transactions; and conduct financial analysis, reporting and cost-recovery.

1. Possesses  knowledge of organizational policies and procedures and applies them consistently in work tasks
2. Analyzes the requirements and synthesizes proposals
3. Strives to keep job knowledge up-to-date through self-directed study and other means of learning
4. Demonstrates good knowledge of information technology and applies it in work assignments

Promoting Organizational Change and Development

Level 1.2: Basic research and analysis

1. Researches and documents ‘best practices’ in organizational change and development within and outside the UN system

Design and Implementation of Management Systems

Level 1.2: Research and analysis and making recommendations on management systems

1. Make recommendations relative to work-processing approaches and procedures which would lead to more efficient systems design

Client Orientation

Level 1.2: Establishing effective client relationships

1. Researches potential solutions to internal and external client needs and reports back in a timely, succinct and appropriate fashion
2. Organizes and prioritizes work schedule to meet client needs and deadlines
3. Establishes, builds and sustains effective relationships within the work unit and with internal and external clients
4. Anticipates client needs and addresses them promptly

Promoting Accountability and Results-Based Management

Level 1.2: Basic monitoring

1. Gathers, analyzes and disseminates information on best practice in accountability and results-based management systems

Core 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 programmes in affected  region.

• Communication – Excellent communication (spoken and written) skills, including the ability to convey complex concepts and recommendations to staff at senior levels, both orally and in writing, in a clear, concise style.

• 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