Assistant Finance and Administrative Officer

Org. Setting and Reporting

This position is located in the Programme Office in the Kyrgyz Republic (POKGZ) with duty station in Bishkek, under the Regional Office for Central Asia (ROCA), Division for Operations (DO), United Nations Office on Drugs and Crime (UNODC). The Assistant Finance and Administrative Officer will work under the direct supervision of the Project Coordinator leading the project EU/UNODC project entitled “Support to Justice Sector Reform in the Kyrgyz Republic: Advancing Probation and Integrated Justice Information Management (JUST4ALL)” and under the overall guidance and supervision of the Head of POKGZ. Additionally, the incumbent will report to the Programme Coordinator in ROCA.

For more information on UNODC, please visit the following website: www.unodc.org

Responsibilities

Within assigned authority, the Assistant Finance and Administrative Officer will be responsible for the smooth administrative and financial management of the JUST4ALL project, in close collaboration with the project team and support services provided through UNDP and the UNODC Regional Office for Central Asia. The Assistant Finance and Administrative Officer will also provide substantive support to the financial and operational management of activities as they pertain to the UNODC Programme for Central Asia with a focus on crime prevention and criminal justice, anti-corruption and terrorism prevention. The incumbent will perform the following specific tasks:

Operational strategies for the JUST4ALL project and sub-programmes on the rule of law and terrorism prevention under the UNODC Programme for Central Asia. In particular:
• Ensure full compliance of financial and administrative processes and records with UNDP/UNODC rules, regulations, policies and strategies.
• Provide inputs to elaboration of costed programme workplans, procurement plans, and staffing table.
• Prepare continuous analysis and monitoring of project/programme funds, budget forecasts for project/programme and financial management and analysis of financial reports.
• Assist in compiling financial data and periodic statutory reports and analytical tables for donors on project/programme delivery and UNDP managed resources, as per donor regulations and contractual obligations.
• Liaise with staff and subcontracted agencies to obtain data/information on project/programme expenditures.
• Act as a focal point in liaison with UNDP CO Operations on financial matters and follow-up on issues raised by donors and ensure issues are resolved in timely manner.
• Assist in coordinating administrative, finance and human resources related issues with the UNODC Regional Office for Central Asia & UNODC HQ, including provision of relevant / required data for programme and financial reporting to donors.
• As member of a team, assist in coordinating the work of sub-programme operations staff in the region with assigned operations managing functions regarding work distribution, monitoring operation staff’s work flow while implementing national, regional, and global UNODC programme events as well as providing further inputs to operation staff performance evaluation.

Financial and administrative management - JUST4ALL project and sub-programmes on the rule of law and terrorism prevention under the UNODC Programme for Central Asia. In particular:
• Assist and contribute to the process of planning, expenditure tracking and audit of financial resources in accordance with UNODC/ UNDP rules and regulations.
• Manage procurement and travel processes and monitoring of goods / services provided in accordance with UNODC/ UNDP rules and regulations.
• Coordinate the preparation of procurement plans, monitor their implementation and ensure timely updates, if necessary.
• Maintain documentation on conducted procurement cases and contracts and ensure regular updates and submissions to the UNODC Regional Office/UNDP CO Procurement Unit.
• Ensure proper contracts management and timely follow-up on contract implementation.
• Assist and manage cash management processes, including donor contributions received and management of distribution of such funds under the UNODC Programme for Central Asia and relevant sub-programmes, cash liquidity management, risk assessment, timely accounting and reconciliation of all transactions.
• Be responsible for administration and monitoring of grants’ budgets in UMOJA; regular analysis and reporting on the budget approvals and project/program implementation rate.
• Assist with budget preparation, including preparing budget estimates for activities and staffing.
• Prepare financial delivery planning updates as per agreed costed workplans for in-house financial management review and sharing with counterparts.
• Participate in regular reviews and discussions on progress reports, program revisions, delivery schedules and manage faced constraints.
• Monitor the budget, provide timely advice to project/program management on available funding and obtain approval of budget revision(s) from UNODC HQ.
• Prepare reports on financial status, procedures, exchange rates, costs and expenditures, balances and potential funding gaps.
• Verify supporting documents for payments and financial reports for project/program payment execution and monitoring payment status.
• Process financial documentation (vouchers, supporting documents, etc.) and maintain an internal expenditures control system.

Facilitation of knowledge building and knowledge sharing on operations matters under the JUST4ALL project and sub-programs on the rule of law and terrorism prevention under the UNODC Programme for Central Asia. In particular:
• Organize and conduct relevant training for operations/ programme staff.
• Compile lessons learned and best practices in operations.
• Contribute to knowledge networks and communities of practice.
• Maintain a proper filing system for financial records and documents.
• Develop budgets and provide other inputs to new funding proposals.
• Contribute to the collection and analysis of data and identification of trends or patterns and provides draft insights through graphs, charts, tables and reports using data visualization methods for data-driven planning, decision-making, presentation and reporting.
• Document requirements and background information used for data analysis.
Perform other work-related duties as required.

Competencies

Professionalism: Has knowledge and understanding of theories, concepts and approaches relevant to accounting, finance or economics, business administration. Has practical knowledge of financial and administrative management. Is able to effectively interact with relevant counterparts and stakeholders. Is able to identify issues, analyze and participate in the resolution of issues/problems. Has good drafting and communication skills, both oral and written; ability to explain and defend difficult issues with respect to key decisions and positions to staff, senior officials and other stakeholders. Has ability to analyze and interpret data in support of decision-making and convey resulting information to management. 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 and accepts joint responsibility for team accomplishments.
Planning& 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 oneself 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.

Education

A first-level university degree in accounting, finance or economics, business administration is required. Training certificates in accounting/finance .

Work Experience

A minimum of two (2) years of progressively responsible experience at national or international level in business or public administration, finance, accounting, management, economics or a related field is required.

Work experience with an Enterprise Resource Planning (ERP) system is required.

Work experience with SAP/Umoja (or similar) in the area of financial management is desirable

Work experience within the United Nations system or similar international organization dealing with financial Regulations and Rules is desirable.

Experience in data analytics or related area is desirable.

Experience of work with the international organizations, high-level government officials representing central governmental bodies and local administrations is desirable.

Work experience in a multicultural and multidisciplinary environment is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English and Russian is required. Knowledge of Kyrgyz language is desirable. Knowledge of another official United Nations language is an advantage.

Assessment

Evaluation of qualified candidates may include an assessment exercise and a competency-based interview.

Special Notice

This is a project post. Filling of this position is subject to funding availability and the initial appointment will be for a period of one year. Extension of the appointment is subject to extension of the mandate and/or the availability of the funds. 

At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application.
The United Nations Secretariat is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position. 

Candidates for the National Professional Officer category shall be of the nationality of the country where this position is located.

United Nations Considerations

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment.

Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.

The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.

The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.