Organization: UNDP – United Nations Development Programme
Closing Date: 2019-08-19
Location: El Fasher (Sudan)
Grade: SB-3 (SC6/SC7), Service Contract, Local Contractors Agreement – Consultancy
Occupational Groups:
Operations and Administrations
Banking and Finance
Administrative support
BACKGROUND
UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security.
In the process of UNAMID’s phased withdrawal it has been decided to transfer its portfolio to UN agencies in accordance with their mandate. The process is in two phases, the first phase is from January to June 2019 and the second phase is from July 2019 to June 2020, or possibly December 2020.
Reporting to Programme Officer, the Admin/Finance Assistant works with and provides support to the members of the Programme Team in the development and implementation of effective programmes consistent with UN Women rules and regulations. S/he provides programme, administrative, and logistical assistance to the team for the smooth programme implementation.
DUTIES AND RESPONSIBILITIES
Ensures implementation of operational strategies, focusing on achievement of the following results:
Full compliance of administrative activities with UN rules, regulations, policies and strategies.
Provision of inputs to the CO admin and finance business processes and implementation of the internal standard operating procedures (SOPs).
Preparation of admin and finance team results-oriented workplans.
Ensures efficient administrative support, focusing on achievement of the following results:
Issue goods receipt note and ensure proper storage of goods.
Handle travel arrangements for staff including Security Clearances, MOPs and ITAs.
Organization of workshops, conferences, retreats and meetings.
Coordination of transportation services, regular vehicle maintenance and insurance.
Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports.
Record and maintain staff attendance and leave records.
Maintain all project files and records.
Liaise with Operations Support Services on operational matters.
Perform other admin duties as assigned by the Programme Officer.
Provides support for effective financial control in the office, focusing on achievement of the following results:
Maintenance of administrative control records such as commitments and expenditures.
Confirmation of availability of funds prior to review by supervisor;
Preparation of required documents for vendor set-up in Atlas.
Preparation of supporting documents for payment vouchers and requisitions in Atlas.
Maintenance of data integrity in the database, control programme; analysis of results and initiation of corrective actions when necessary.
Proper control of supporting documents of funds and activities.
Provision of the information for the audit.
Receive the project petty cash and handle day to day payments in line with relevant management arrangements of the project.
Ensure the maintenance of back-up and paper copies of all financial documents.
Perform other finance management duties as assigned by the Programme Officer.
Provides support to proper supply and assets management, focusing on achievement of the following result:
Coordination of project assets management, timely preparation and submission of periodic inventory reports.
Coordination of the provision of reliable and quality office supplies.
Supports knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:
Training of staff on the admin and finance procedures.
Briefing/debriefing of staff members on issues relating to area of work.
Sound contributions to knowledge networks and communities of practice
COMPETENCIES
Core Values:
Respect for Diversity
Integrity
Professionalism.
Core Competencies:
Awareness and Sensitivity Regarding Gender Issues;
Accountability
Creative Problem Solving
Effective Communication
Inclusive Collaboration.
Stakeholder Engagement
Leading by Example
Functional Competencies
Knowledge of programme management;
Ability to create, edit and present information in clear and presentable formats;
Ability to manage data, documents, correspondence and reports information and workflow;
Good financial and budgeting skills;
Good IT skills.
REQUIRED SKILLS AND EXPERIENCE
Education and certification:
Completion of secondary education required.
Bachelor’s degree in Business or Public Administration is an asset.
Experience:
At least 5 years of progressively responsible experience in administrative and Finance management/support;
Experience in working in a computer environment using multiple office software packages
Experience in the use of ATLAS is an asset
Experience in supporting a team is an asset.
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.
We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization’s page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
