Background

Under the overall guidance of the Head of Office of OHCHR Yemen Country Office in Aden, and direct supervision of designated supervisor, the Administrative Associate assists in the overall management of administrative services, administers and executes processes and transactions ensuring high quality and accuracy of work. The Administrative Associate promotes a client, quality and results-oriented approach.

Administrative Associate provides direct support to the Head of Office of OHCHR and provides reliable administrative services to other high-ranking UN officials, experts, and other UN staff members on mission in the country during which course s/he has to ensure highest standards of discretion, integrity and sense of responsibility.

The Administrative Associate works in close collaboration with the operations, programme, and projects staff in the Country Office and other UN agencies staff to exchange information and ensure consistent service delivery.

This position is open to OHCHR affected staff only.

Duties and Responsibilities

Ensure effective and accurate management and supervision of financial resources

• May act as Certifying Officer on behalf of and in the absence of programme managers at offices outside of headquarters.
• Provides support with respect to the review, analyses and preparation of the medium-term plan and its revisions.
• Prepares supporting documents (narrative and supporting tables) with respect to finalization of cost estimates and budget proposals, in terms of staff and non-staff requirements.
• Assists managers in the elaboration of resource requirements for budget submissions.
• Researches and provides support to higher level Finance & Budget Officers with respect to budget reviews of relevant intergovernmental and expert bodies.
• Monitors expenditures and compares with approved budget; prepares adjustments as necessary.
• Reviews requisitions for goods and services to ensure (a) correct objects of expenditure have been charged, and (b) availability of funds.
• Assists in preparation of budget performance submissions and finalization of budget performance reports, analysing variances between approved budgets and actual expenditures.
• Monitors integrity of various financial databases.
• Verifies accuracy of input data, ensuring consistency of data in previous allotments to new allotments issued.
• Co-ordinates with other finance and budget staff on related issues during preparation of budget reports.

Ensure the implementation of operational and financial management strategies, and procedures

• Reviews, analyses and prepares payments to third-parties, commercial entities, with respect to settlement of certified death and disability, contingent-owned equipment, stores, pay and allowances, and letters of assist claims.
• Follow established financial procedures and comply with the financial, accounting, and procurement requirements of the Global Fund and OHCHR.
• Prepare the Quarterly Report, monthly and annual cash flow forecasts, statement of sources and uses of funds in accordance with Global Fund requirements.
• Support the organization of workshops, conferences, and retreats, including coordination of DSA, travel arrangements, travel agencies, and other administrative processes related to the organization of common services.
• Draft responses to routine correspondence and other communications (including internal emails, memoranda, and letters), ensuring proper formatting, spelling, and grammar, and take meeting minutes as required.

Manage the project budget and ensure proper control of the project accounts

• Monitors/reviews methods used to remit payments and supervises investigation of non-receipt of payments.
• Assists cashier in the daily operation of the Cashier’s Unit responsible for the transmittal of payments worldwide.
• Reviews for incoming payment instructions with regard to banking details and sources of funds.
• Prepares payments for final disbursement by Cashier.
• Dispatches payment instructions and cheques to banks.
• Creates receipts and deposits for all incoming funds.
• Notifies payees of status of payments.
• Assists staff members, Fund Management Officers and donors regarding queries on payment and deposit-related issues.
• Identifies and annotates bank account movements.
• Monitors bank balances worldwide.
• Assists Cashier in cash management and investment issues, including cash flow forecasts.
• Liaises with banks worldwide regarding outstanding items and payment instructions.
• Investigates complaints of non-receipt.
• Monitors cheque stock and orders new stock as required.
• Files and archives as required.
• Coordination of the provision of reliable and quality office supplies, including stationary.

Ensure the facilitation of knowledge creation and exchange in the CO

• Organize trainings for operations/program/project staff on financial management.
• Synthesize lessons learned and best practices in financial management.
• Actively contribute to knowledge networks and communities of practice.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Competencies

Core Competencies:

• Achieve Results:  LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline
• Think Innovatively:  LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements 
• Learn Continuously:  LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback
• Adapt with Agility:  LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible 
• Act with Determination:  LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident
• Engage and Partner:  LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships
• Enable Diversity and Inclusion:  LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination 

Cross-Functional & Technical Competencies:

Business Management – Customer Satisfaction/Client Management

• Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfill and understand the real customers' needs. 
• Provide inputs to the development of customer service strategy.
• Look for ways to add value beyond clients' immediate requests.
• Ability to anticipate client's upcoming needs and concerns.

Business Management – Knowledge Facilitation

• Ability to animate individuals and groups, internally and externally, and to design and facilitate activities, to share and exchange knowledge, information and ideas. Knowledge of tools and approaches to stimulate active participation, contribution, and exchange.

Business Management – Working with Evidence and Data

• Ability to inspect, cleanse, transform, and model data with the goal of uncovering actionable insights, informing insights, and supporting decision-making.

Finance – Accounting (General)

• Knowledge of accounting concepts, principles, regulations and policies and ability to apply them to strategic or practical situations.

Finance – Budget Management

• Ability to support the budgetary aspects of the work planning process, preparation and management of team budgets.

Finance – Audit Risk Management

• Ability to address risks and audit issues raised in the course of an audit and propose solutions in order to ensure a true and fair audit opinion is achieved.

Required Skills and Experience

Education:

• Secondary education is required. 
• University degree in business or public administration, social sciences or relevant field is desirable but not a requirement.
• Certification in administration is desirable.

Experience:

• Minimum 6 years (with secondary education) or 3 years (with bachelor's degree) in administrative or programme support services associated with secondary education is required.
• Experience in usage of computers and office software packages (MS Word, Excel, etc.) is required.
• Experience in international organizations, UN system or diplomatic missions is desirable.
• Knowledge of UN/OHCHR or OHCHR rules and regulations is an advantage. 

Language:

• Fluency in both Arabic and English is required.

Equal opportunity

As an equal opportunity employer, OHCHR 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. 

OHCHR 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

OHCHR 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. 

Probation

For all new OHCHR fixed term appointments (FTA), including for staff members being transferred or seconded from UNDP under the Inter-Organization Agreement concerning Transfer, Secondment or Loan of Staff, on an appointment of more than one year, continuation of the appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.

Right to select multiple candidates

OHCHR 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 OHCHR at the same grade level and with similar job description, experience and educational requirements.

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