Administrative And Finance Associate – UNOCHA at UNDP
Deadline: Jan 25, 2024
UNDP has been in Nigeria since the country became independent in 1960 providing capacity-building and policy development support to the Federal Government of Nigeria in areas of Governance & Peace Building, Inclusive Growth, and Sustainable Development.
Job type: Time
Qualification: BA/BSc/HND
Experience: 6 years
Location: Borno
City: Maiduguri
Job Field: Finance / Accounting / Audit, NGO/Non-Profit
The UN Office for the Coordination of Humanitarian Affairs (OCHA) is 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, prevention and facilitate sustainable solutions
This job opening is being advertised for the position of Administrative and Finance Associate GS6 located in the OCHA Maiduguri Office and reports to the Administration and Finance Analyst (NOA).
Duties and Responsibilities
Under the direct supervision of the Administration and Finance Analyst (NOA), the Administrative and Finance Associate will be responsible for the following duties:
Supports the implementation of operational strategies, focusing on the achievement of the following results:
Full compliance of activities with UN/UNDP/OCHA rules, regulations, policies, and strategies.
Provides inputs to OCHA’s business processes mapping and internal standard operating procedures (SOPs).
Provides inputs to the work plan.
Supports the functioning of the OCHA office, focusing on the achievement of the following results:
Organization and coordination of human resources-related activities including support on recruitment activities;
Coordination of admin and HR arrangements;
Performing Travel Administrator, and Requisitioner role in OCHA UMOJA ERP system for preparation of POs, travel, and other administrative functions.
In addition, prepare payments, service entry sheets, and good receipts related to approved POs into Umoja.
Verification and recording R n R, all types of leaves, attendance records of the Field Staff members with related reconciliation;
Update HR documents regularly;
Provide routine Administrative & logistical support to all units/staff on all matters related to general office administration, transport, protocol/visa applications, duty-free privileges & customs clearances for office goods, and staff personal effects
Management of up-to-date accounting system/records to ensure timely, accurate, and reliable monthly financial reporting;
Monitor expenditure levels under the approved Cost Plan/Quarterly Financial Authorizations and prepare monthly reconciliations with UNDP charges for all payments/expenditures.
Proper planning and tracking of the common services budget and Agencies’ contributions to the common services account
Provides effective administrative and logistical support, focusing on the achievement of the following results:
Administrative support to conferences, workshops, and retreats.
Manage petty cash, maintaining accurate and complete records and receipts and ensuring that replenishment is done promptly.
In collaboration with the Country Office submit expenditure report for replenishment.
Maintenance of the filing system ensuring safekeeping of confidential materials.
Extraction of data from various sources.
Follow up on deadlines, commitments made, actions taken, and coordination of collection and submission of the reports to the head of the unit.
Support with protocol matters, registration of staff, coordination with local authorities, space, and other administrative matters
Provides support to office maintenance and assets management, focusing on the achievement of the following results:
Ensure that the office inventory database is updated regularly basis and that both the financial and physical status of all office Non-Expendable Properties are regularly reported
Maintenance of records on assets management;
Maintenance of files and records relevant to office maintenance;
Provision of support for maintenance of common premises and common services
Support knowledge building and knowledge sharing in the OCHA office, focusing on the achievement of the following results:
Training of staff on UN rules and regulations and related procedures.
Sound contributions to knowledge networks and communities of practice
Competencies
PROFESSIONALISM
Ability to perform a variety of repetitive and routine tasks and duties related to general administration support.
Handle a large volume of work possibly under time constraints.
Good knowledge of administrative rules and regulations.
Detailed knowledge and understanding of clerical, administrative, and secretarial best practices and procedures, in-depth knowledge of office software applications relating to word processing data management presentation, etc.
Operate and maintain a variety of computerized business machines and office equipment to provide efficient delivery of service.
Ability to organize and complete multiple tasks by establishing priorities.
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 by 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 & ORGANIZING
Organises and accurately completes multiple tasks by establishing priorities while taking into consideration special assignments, frequent interruptions, deadlines, available resources, and multiple reporting relationships.
Plans, coordinates, and organizes workload while remaining aware of changing priorities and competing deadlines.
Demonstrates ability to quickly shift from one task to another to meet multiple support needs.
Establishes, builds, and maintains effective working relationships with staff and clients to facilitate the provision of support.
Required Skills and Experience
Education:
Secondary education is required.
A University degree in Business or Public Administration is desirable
Experience:
A minimum of 6 years of progressively responsible experience in business, public administration, logistics, program support service, or other related areas is required.
In Administration/Operations is required
Working with the UN or other international organizations is desirable.
Having experience in using the UN ERP system (Umoja) in the area of travel and procurement is desirable.
Experience in computer skills (Windows, MS Word, Excel/Spreadsheets, the internet/Web) is required in the usage of computers and office software packages (MS Word, Excel, etc.) is desirable.
Language:
Fluency in written and spoken English is required.
Knowledge of at least the local language is desirable
Method of Application
Interested and qualified? Go to UNDP on estm.fa.em2.oraclecloud.com to apply