Administrative and Finance Officer (P-3) : Abidjan, Côte d'Ivoire
Date of issue: 01 May 2012
United Nations Office: Office for the Coordination of Humanitarian Affairs
Post title and Level: Administrative and Finance Officer (P-3)
Duty station: Abidjan, Côte d'Ivoire
Duration: Seven months
Entry on Duty: As soon as possible
Vacancy Notice number: OCHA/G/23/2012
Deadline for applications: 08 May 2012
United Nations Core Values: INTEGRITY / PROFESSIONALISM / RESPECT FOR DIVERSITY
ORGANIZATIONAL SETTING AND REPORTING RELATIONSHIPS: This Administrative and Finance Officer position is located within the United Nations Office for the Coordination of Humanitarian Affairs (UNOCHA) Côte d'Ivoire. Within the limits of delegated authority, under the overall leadership of the Head of Office (HoO), with secondary reporting line to the Chief of the Administrative Office (ASB) OCHA Geneva, incumbent will be responsible for the following duties:
RESPONSIBILITIES: Provide substantial assistance to HoO with administration, budgetary and financial management matters ensuring accountability and adherence to the UN Financial Rules and Regulations, local staff administration and other general administrative matters to support the implementation of overall activities of a designated Field Office; Working closely with local UNDP office administration, the incumbent will discharge in two main areas of expertise.
Budget and Finance: Prepare and revise cost plans in line with work plans, financial rules and regulations to ensure that costs are reasonably estimated; Prepare quarterly requests for funds (financial authorizations) and monitor obligations and expenditures against financial authorizations in line with approved cost plans; Develop, implement, and maintain internal controls to monitor and ensure that financial resources are utilized to implement activities in accordance with the work and cost plans; Provide guidance to functional units on financial accountability within programme responsibilities and on the effective use of programme resources; Coordinate the production of financial reports for headquarters and donors; Review and confirm that proposed obligations or disbursement for goods and services under third-party agreements are reasonable and in conformity with UN Financial Rules and Regulations; Monitor and follow up on outstanding NGO and UN Agency reports for grants and allocation provided to third parties; Manage petty cash in accordance with established procedures, maintain accurate and complete petty cash records and receipts, and ensure that replenishments are done in a timely manner; Prepare payroll for national staff and follow up with UNDP on monthly payment orders for international staff to ensure timely payments; Verify inter-office vouchers (IOVs) prepared by UNDP to confirm accuracy of accounts and to allow for reconciliation with OCHA's accounting system; Provide information needed to respond to audit observations/findings.
General Administration: In collaboration with local UNDP office, coordinate actions related to recruitment and administration of national staff; Provide guidance on requirements of performance appraisal system and maintain a system to track compliance; Maintain confidential personnel files, ensuring that information is complete and updated; Ensure that separating staff finalize in-country formalities prior to their departure; Ensure that staff time and attendance is properly recorded, verified and submitted in a timely manner to UNDP for national staff and to the Administrative Office for international staff; Support procurement of goods through UNDP or Headquarters and ensure that appropriate procedures are duly followed; Verify receipt of goods and services, ensuring specification, condition and quantities of goods are correct and paperwork is complete and properly filed; In collaboration with the Department of Safety and Security (DSS) and Head of OCHA field office assist in ensuring Minimum Operation Security Standards (MOSS) compliance for vehicles, office and residential premises; Ensure that the office premises are well maintained and provided with common services; Ensure proper management of office assets, including maintenance of inventory, physical verification of assets and disposal of assets; Oversee the identification of office technology needs and maintenance of equipment, software and systems; Ensure adequate level of office supplies and maintain a system for office supplies allocation and tracking; Supervise and/or prepare travel authorizations, ensuring appropriate justification, costing and approvals are in place; Verify travel claims submitted for settlement and track outstanding payments; Represent OCHA field office in inter-agency administrative meetings/forums/seminars; Assist in ensuring that the office premises are well maintained and provided with common services; Maintain a central filing system; ensuring consistent use and appropriate archiving of official administrative, finance, and human resource documents; Represent OCHA at meetings on administrative issues such as national salary scales, common services, premises, etc.; Supervise, on a regular basis, national administrative staff, ensuring support and mentoring; Other function as necessary.
Competences
PROFESSIONALISM: Technical competence and proven track record in an overall administration with emphasis on financial activities and good knowledge of the United Nations Financial Rules and Regulations as well as accounting practices; Good understanding of general of pertinent UN administrative instructions, financial and accounting policies, rules and procedures governing extra-budgetary activities and human resources management; Proven competence in administrative support for field-based activities, in particular, involving humanitarian operations; Proficiency in word processing and spread-sheet applications and knowledge of the Internet basic applications is required; Proven ability to be conscientious and efficient in meeting commitments, observing tight deadlines, achieving tangible results, and remaining operational and productive in a highly volatile setting; Demonstrates professional competence and mastery of subject matter; Shows persistence when faced with difficult problems or challenges; Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.
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.
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 the audience; Demonstrates openness in sharing information and keeping people informed.
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.
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.
Qualifications & Experience
EDUCATION: Advanced university degree (i.e. Master's degree or equivalent) in business administration, finance, and accounting or other related area of studies is required; A first-level university degree (i.e. Bachelor’s degree or equivalent) in one of the above mentioned academic disciplines in combination with qualifying relevant professional experience (at least seven years) may be accepted in lieu of advanced university degree.
WORKING EXPERIENCE: A minimum five (5) years of progressively responsible professional experience in in budget, finance, business administration, accounting, financial operations, or in other relevant area of expertise is required; Relevant professional experience must include at least two (2) years at the international level; Relevant professional experience within the UN common system dealing with financial-related matters is desirable; Relevant professional experience in the field setting (i.e. where an actual project is being implemented) is desirable.
LANGUAGE: For this position fluency in both English and French (both oral and written) is required; Knowledge of another official UN language is an advantage.
***SPECIAL NOTICE ***
Please note that applications received after the deadline will not be accepted. All posts are subject to availability of funds.
Applicants will be contacted only if they are under serious consideration. This vacancy announcement may be used to fill similar positions at the same level in other field duty stations.
Upon selection candidates will be subject to satisfactory reference checks to be completed by the recruiting department/office which shall include verification of the highest required academic qualification(s) and record with the last employer.
Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context all staff members are expected to move periodically to new functions in their careers in accordance with established rules and procedures.
Applications from qualified female candidates and from nationals of non- and under-represented countries are particularly encouraged.
How to apply: All applicants are requested to email the following documents to gehac@un.org with a copy to ochavacancies@un.org
Please state your full name and the OCHA vacancy notice number (OCHA/G/23/2012) as the subject in your e-mail application and send one email application for every vacancy announcement.
Documents titles should be formatted as follows:
LASTNAME_Firstname_ DOCUMENT;
For example:
GREEN_Joseph_PHP.doc; GREEN_Joseph_SUPP.doc; GREEN_Joseph_SPIF.doc; GREEN_Joseph_PAS.doc. GREEN_Joseph_COVERLETTER.doc;
Note that an applicants’ eligibility cannot be fully assessed if the standard United Nations recruitment documents are not submitted or properly completed i.e. Personal History profile and Supplementary Sheet.
All Application Forms can be found by clicking on the following link: http://ocha.unog.ch/OCHAvacancies/
Applications received after the deadline will not be accepted.
"The United Nations does not charge a fee at any stage of the recruitment process (application, interview, meeting, processing, training or any other fees). Also, the United Nations does not concern itself with information on bank accounts".
Please note that applications received after the deadline will not be accepted. All posts are subject to availability of funds.
Applicants will be contacted only if they are under serious consideration. This vacancy announcement may be used to fill similar positions at the same level in other field duty stations.
Upon selection candidates will be subject to satisfactory reference checks to be completed by the recruiting department/office which shall include verification of the highest required academic qualification(s) and record with the last employer.
Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context all staff members are expected to move periodically to new functions in their careers in accordance with established rules and procedures.
Applications from qualified female candidates and from nationals of non- and under-represented countries are particularly encouraged.
How to apply: All applicants are requested to email the following documents to gehac@un.org with a copy to ochavacancies@un.org
Please state your full name and the OCHA vacancy notice number (OCHA/G/23/2012) as the subject in your e-mail application and send one email application for every vacancy announcement.
Documents titles should be formatted as follows:
LASTNAME_Firstname_ DOCUMENT;
For example:
GREEN_Joseph_PHP.doc; GREEN_Joseph_SUPP.doc; GREEN_Joseph_SPIF.doc; GREEN_Joseph_PAS.doc. GREEN_Joseph_COVERLETTER.doc;
Note that an applicants’ eligibility cannot be fully assessed if the standard United Nations recruitment documents are not submitted or properly completed i.e. Personal History profile and Supplementary Sheet.
All Application Forms can be found by clicking on the following link: http://ocha.unog.ch/OCHAvacancies/
Applications received after the deadline will not be accepted.
"The United Nations does not charge a fee at any stage of the recruitment process (application, interview, meeting, processing, training or any other fees). Also, the United Nations does not concern itself with information on bank accounts".
Post a Comment