Background

Organizational Setting and Reporting Relationships: 

The position is in the Crisis Response Division (CRD), Office for the Coordination of Humanitarian Affairs (OCHA). OCHA is the part of the United Nations Secretariat responsible for bringing together humanitarian actors to ensure a coherent response to emergencies. OCHA also ensures there is a framework within which each actor can contribute to the overall response efforts. OCHA's mission is to mobilize and coordinate effective and principled humanitarian action in partnership with national and international actors to alleviate human suffering in disasters and emergencies; advocate the rights of people in need; promote preparedness and prevention and facilitate sustainable solutions.

This multiple duty station temporary job opening is being advertised for the position of Associate Finance Officer and is in the Office for the Coordination of Humanitarian Affairs (OCHA) Regional Office for Latin America and the Caribbean (ROLAC). Under the overall supervision of the Head of Office, the incumbent reports to the Head of Humanitarian Financing Unit/Fund Manager.

The Humanitarian Fund Units in OCHA Regional and Country Offices manage multi-donor country-based pooled funds under the leadership of the Head of the Humanitarian Financing Unit/Funds Manager.

These funds receive unearmarked contributions from donors. The funds are allocated to humanitarian actors for ongoing humanitarian operations and to respond to new emergencies. 

Responsibilities: Within delegated authority, the Associate Finance Officer will be responsible for the following duties:

1. Ensures Implementation and contributes to development of financial and Project management strategies, and adapts processes and procedures focusing on achievement of the following results: 

    • Develop and maintain country SOPs regarding administrative and financial workflows of humanitarian financing HF in all countries covered by the Humanitarian Financing Unit (HFU).

• Ensure financial revision of project applications and project budgets for quality control and compliance with the HF guidelines (including budgetary procedures in line with HF budget review criteria). 

• Provide guidance on Humanitarian Financing and administrative procedures and guidelines to partners on applications to clarify requirements for accessing grants. 

• Conduct market cost survey for items commonly purchased under Humanitarian Financing projects. 

2. Ensures the Projects’ financial management of Projects focusing on achievement of the following result: 

• Review project budgets to determine “normal costs and variations” in project expenditure areas to be determined. 

• Review requests for project amendments and revisions of projects and provide recommendations to the Head of Humanitarian Financing Unit in particular budgetary aspects.

3. Ensures proper Control of accounts and Humanitarian Financing reports focusing on achievement of the following results: 

• Track, collect and review final financial reports from relevant recipient organizations to ensure accuracy and compliance with Humanitarian Financing guidelines and provide feedback to partners. 

• Liaise with auditors for project audits; review audit reports, communicate audit findings to partners, ensure that comments on the draft audit reports are satisfactorily addressed by implementing partners; finalize final disbursements or requests for refunds; and facilitate project close-out in close coordination with the Head of Humanitarian Financing Unit and the OCHA Administrative Services Branch at the HQ level. 

• Develop, maintain, and update a database to support cost effectiveness analysis of Humanitarian Financing project proposals. 

• Prepare and update numerical and narrative reports detailing Humanitarian Financing performance. 

• Reconcile and coordinate HQ-level records and the Fund’s field records (on project performance and financial data/information) to produce reports and updates. 

4. Ensures facilitation of knowledge building and knowledge sharing in Humanitarian Financing and support to all stakeholders on financial matters focusing on achievement of the following results: 

• Support monitoring and evaluation visits to project sites in any country under the Asia and the Pacific Humanitarian Financing Unit if necessary. 

• Conduct Financial and administrative partner visits as per SOP and Humanitarian Financing Guidelines 

• Maintain all related files updated and share information with colleagues. 

• Perform other duties as required by the Head of Humanitarian Financing Unit and the Head of Office.

Competencies:

  • PROFESSIONALISM: Knowledge and understanding of humanitarian, emergency relief assistance and related humanitarian issues. Ability to identify issues, analyze, and participate in the resolution of issues/problems. Ability to develop sources for data collection.  Conceptual analytical and evaluative skills to conduct independent research and analysis, including familiarity with and experience in the use of various research sources, including electronic sources on the internet, intranet and other databases. Ability to apply judgment in the context of assignments given, work under pressure, on occasion in a highly stressful environment (e.g., civil strife, natural disasters, and human misery). 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; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.
  • COMMUNICATION: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify and exhibits interest in having two-way communication; tailors’ language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.
  • TEAMWORK: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
  • PLANNING and ORGANIZING: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.
  • ACCOUNTABILITY: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.
  • CREATIVITY: Actively seeks to improve programmes or services; offers new and different options to solve problems or meet client needs; promotes and persuades others to consider new ideas; takes calculated risks on new and unusual ideas; thinks “outside the box”; takes an interest in new ideas and new ways of doing things; is not bound by current thinking or traditional approaches.
  • CLIENT ORIENTATION: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.
  • COMMITMENT to CONTINUOUS LEARNING: Keeps abreast of new developments in own occupation/profession; actively seeks to develop professionally and personally; contributes to the learning of colleagues and subordinates; shows willingness to learn from others; seeks feedback to learn and improve.
  • TECHNOLOGICAL AWARENESS: Keeps abreast of available technology; understands applicability and limitation of technology to the work of the office; actively seeks to apply technology to appropriate tasks; shows willingness to learn new technology.

Qualifications:

Education:     

An advanced university degree (Master’s, or equivalent) in business administration, finance or related field is required or,

A first-level degree (bachelor's degree or equivalent) in business administration, finance or related field with two additional years of relevant work experience may be accepted in lieu of an advanced university degree.

Experience, Knowledge and Skills:

  • Master's degree holder, requires at least two (2) years of progressively responsible experience in finance, administration, budget, business administration, or related areas in an international setting is required. For first level degree holders, four (4) years of qualifying experience in finance, administration, budget, business administration or related area in an international setting is required.
  • Experience working in a United Nations common system field operation (including peacekeeping, political missions and UN agencies, funds and programmes) or similar international organization or non-governmental organization in a conflict or post-conflict setting is desirable.   
  • Experience in the use and application of IPSAS in a working environment is desirable.   
  • Experience in advanced Microsoft Excel, Word, PowerPoint and Power BI is required.
  • Experience in data analysis and management is required.   
  • Experience using ERP systems such as SAP is required.   
  • Experience working in a shared service center providing services to national and international clients is desirable.

Language:  

  • Fluency in English and Spanish is required for this position
  • Basic knowledge of French is desirable

Equal opportunity

As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination. 

UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.

Sexual harassment, exploitation, and abuse of authority

UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles. 

Right to select multiple candidates

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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