Under the overall guidance and supervision of the Senior Human Rights Adviser, the Administrative and Finance Associate provides the overall administration and execution of inter-related operational and logistical activities at the SHRA Office, ensuring high quality and accuracy of work. The Administrative and Finance Associate promotes a client, quality and results-oriented approach, is responsible for effective and transparent utilization of financial resources and integrity of financial services, and ensures effective delivery of a wide range of administrative and human resources services in compliance with the applicable rules and procedures. He/she analyzes and interprets the financial and administrative rules and regulations and provides solutions to a wide spectrum of complex financial administrative issues.
Duties and Responsibilities
The Administrative and Finance Associate works in close collaboration with HQ in Geneva as well as the UNDP Operations and programme staff. He/she works in collaboration with other UN agencies staff to exchange information and ensure consistent service delivery.
The incumbent will perform the following tasks:
- Contribute to the work of the administrative and finance cluster as well as the implementation of office activities, as appropriate;
- Report on status of project expenditures, and alert Programme Officers on shortfalls and over expenditures on a regular basis;
- Prepare cost plans for activities and operations as per elaborated annual work plan;
- Draft specific budgets for various activities; ensure procurement and logistic requirement per activity;
- Ensure timely evaluation of services provided and payment of suppliers related to specific activities and operational services;
- Elaborate financial reports of activities and close activity’s budget;
- As security focal point for the office, liaise with United Nations department of Safety and security (UNDSS) on specific security measures and recommendations;
- Attend the United Nations Department of Safety and Security meetings, provide UNDSS with updated staff lists for the weekly radio check;
- Make sure staffs’ VHF radios are operational, and always send reminders for the weekly radio check;
- Follow on the implementations of office survey recommendations made by the security advisor to make the office MOSS compliant;
- In collaboration with UNDSS draft and finalize the office Business Continuity Plan (BCP) and organize practising exercises, always keep the plan updated;
- Organize international staff’s residences security survey to be carried out by UNDSS;
- Ensure constant availability of office consumables;
- Plan personnel needs, and supply by priority as approved and instructed by the Senior Human Rights Adviser;
- Provide staffs with operational office equipment and liaise with IT to advice management on solutions to non-operational equipment considering United Nations procurement rules;
- Make sure office telephone and internet are always operational, liaise with providers for billings and on time submission of invoices, inform them immediately of technical problems and follow up repairs;
- Identify the organisation’s procurement needs and potential suppliers;
- Proceed with weekly inventory of office consumables and replenish constantly;
- Attend the Operations Management Team’s meetings as Operations focal point for the office;
- Ensure a good suppliers relationship and contract management and provide amiable solutions to conflicts;
- Proceed with the items physical verification inventory, identify all assets with bar codes, register them into the e-asset system, and keep the inventory always updated;
- Initiate and finalize the write off process of obsolete assets;
- Issue travel authorization and proceed with formalities of daily subsistence allowance payment, liaise with headquarters for local staffs’ international missions;
- Make sure vehicles are in good state and immediately operational; ensure constant fuel availability;
- Ensure verification and payment of all local travel claims;
- Process relevant operations through Umoja and other platforms, as appropriate;Supervise support staffs;
- Perform other tasks as requested by the Senior Human Rights Adviser and direct supervisor
Professionalism - Advanced knowledge of the use of information management to improve the awareness on human rights in the country; good knowledge of Umoja and other human resources platforms; Familiarity with and experience in the use of various research sources, including electronic sources on the Internet, intranet and other databases; Demonstrate problem-solving skills and ability to use sound judgment to ensure the effective and timely completion of complex tasks; Ability to work under pressure; Very good knowledge of institutional mandates, policies and guidelines pertaining to human rights and democracy and sound knowledge of the institutions of the UN system;
Planning and Organizing - Ability to establish priorities, to plan, coordinate and monitor own work plan; Demonstrated ability to apply good judgment in the context of assignments given;
Communication - Ability to speak and write in a clear and concise manner in English and French, including ability to draft a variety of reports, correspondences, and articulate ideas in a clear, concise style;
Technological Awareness - Fully proficient computer skills and use of relevant software and other applications, e.g. Word processing, spreadsheets, internal databases, internet, etc.
Teamwork – Good interpersonal skills; ability to work in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity.
Required Skills and Experience
Minimum Academic Education
- Completion of secondary education (Baccalaureat or GC-A)
Minimum. years of relevant Work experience
- Minimum six years professional experience in administration, finance, general office management and/or logistics,Experience with United Nations/UNDP rules and procedures, Experience in handling of web-based management systems (Umoja) is desirable,
- Good working knowledge of Microsoft Office (outlook, word , excel, power point, internet, etc.)
- Ability to work in a multi-cultural environment.
- Fluency in written and spoken French is required,
- Working knowledge in English is desirable.
Important applicant information
All posts in the GS categories are subject to local recruitment.
Applicant information about UNDP rosters
Note: 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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