Deputy Finance and Administration Project Officer

Update

The UNESCO Field Office in N’Djamena needs to strengthen its team to:
• Ensure rigorous monitoring of financial transactions (contracts, invoices, receipts, payments) in SAP and DUO.
• Support operational staff (Programme Officers, Procurement Assistant) in their procurement-related needs.
• Guarantee financial compliance and traceability of operations, under the supervision of the Operations Manager.
This position is designed for a UNV Specialist Volunteer with expertise in financial, administrative, and procurement management.

ASSIGNMENT OBJECTIVES
• Monitor the entire financial cycle (contracts, invoices, receipts, invoice entry in SAP, payments) to ensure compliance and traceability.
• Support operational staff (Programme Officers, Procurement Assistant) in understanding and complying with UNESCO procurement procedures.
• Assist the Operation Manager in the control and validation of financial transactions.

Within the delegated authority and under the supervision of Finance and Administration Project Officer (FAPO) or his/her designated mandated representative(s), the UN Volunteer will perform the following duties:

A. Financial and Administrative Monitoring of Contracts and Payments
Contract monitoring:
• Verify contract compliance (duration, amounts, clauses) before submission to the FAPO for validation.
• Monitor deadlines and alerts in case of delays or non-compliance.
Invoice and payment cycle management:
• Act as an assistant certifying officer to ensure that financial transactions comply with applicable regulations.
• Enter invoices into SAP after receipt and verification by operational staff.
• Verify consistency between invoices, delivery notes, and contracts.
• Prepare payment files for validation by the FAPO.
• Follow up on payments until execution and archive supporting documents.
• Produce appropriate reports enabling operational staff to track procurement progress from initiation to payment and contract closure in the ERP.
• Ensure traceability of all transactions (contracts, invoices, payments) in SAP, including rigorous document archiving.

B. Support to Operational Staff on Procurement Processes
• Advise Programme Officers and the Procurement Assistant on UNESCO procurement procedures (thresholds, tenders, quotations, etc.).
• Support the preparation of procurement files.
• Provide guidance on timelines and deadlines.
• Facilitate communication between operational staff, the Procurement Assistant, and the FAPO.
• Identify bottlenecks in procurement processes and propose solutions to the FAPO.

C. Administrative Management Support
Human resources support:
• Monitor contracts of consultants and service providers (duration, renewals, payments).
• Update organizational charts and temporary staff lists.
Operational compliance and security:
• Verify compliance of administrative documents (insurance, authorizations, etc.).
• Alert the OM in case of non-compliance or risk.
• Assist in budget preparation.
• Perform any additional duties as required by the FAPO.

Results/expected outputs

• As an active [insert name Host Agency] team member, efficient, timely, responsive, client-friendly and high-quality support rendered to UNESCO and its beneficiaries in the accomplishment of her/his functions, including:

By the end of the assignment, the UNV Specialist will have:
• Ensured rigorous and comprehensive monitoring of contracts, invoices, receipts and payments in SAP.
• Supported operational staff in complying with procurement procedures, reducing errors and delays.
• Guaranteed full financial compliance with optimal traceability of all transactions.
• Contributed to smooth administrative management in support of the FAPO and programme teams.
• Age, Gender and Diversity (AGD) perspective is systematically applied, integrated and documented in all activities throughout the assignment
• A final statement of achievements towards volunteerism for peace and development during the assignment, such as reporting on the number of volunteers mobilized, activities participated in and capacities developed