Administrative & Finance Associate – UNOCHA needed in Maiduguri, Nigeria

Apply Before : 02/08/2024, 04:59 AM

Job Schedule : Full time

Agency : UNOCHA

Grade : G6

Vacancy Type : Fixed Term

Practice Area : Effectiveness

Bureau : Regional Bureau for Africa

Contract Duration : 1 Year with Possibility for extension

Education & Work Experience : Bachelor’s Degree – 3 year(s) experience OR High School certificate- 6 year(s) experience

Vacancy Timeline

2 Weeks

Mobility required/no mobility

no mobility required

Job Description

Background

Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

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 in order 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 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 workplan.
Supports the functioning of the OCHA office, focusing on achievement of the following results:

 Organization and coordination human resources related activities including support on recruitment activities;
 Coordination of admin and HR arrangements;
 Performing Travel Administrator, Requisitioner role in OCHA UMOJA ERP system for preparation of POs, travel and other administrative functions. In addition, prepare payments, service entry sheets, 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 on regular basis;
 Provide routine Administrative & logistical support to the all units/staff on all matters related to general office administration, transport, protocol/visas applications, duty free privileges & custom clearances for office goods and for 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 common services budget and of Agencies contributions to the common services account
Provides effective administrative and logistical support, focusing on achievement of the following results:

 Administrative support to conferences, workshops, retreats.
 Manage petty cash, maintaining accurate and complete records and receipts and ensuring that replenishment is done in a timely manner. 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 head of unit.
 Support with protocol matters, registration of staff, coordination with local authorities, on space and other administrative matters
Provides support to office maintenance and assets management, focusing on achievement of the following results:

 Ensure that office inventory database is updated on regular basis and that both the financial and physical status of all office Non-Expendable Properties is regularly reported
 Maintenance of records on assets management;
 Maintenance of files and records relevant to office maintenance;
 Provision of support to maintenance of common premises and common services
Support knowledge building and knowledge sharing in the OCHA office, focusing on 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.
 Ability to handle a large volume of work possibly under time constraints.

 Good knowledge of administrative rules and regulations.
 Detailed knowledge and understanding of clerical, administrative, secretarial best practices and procedures, in-depth knowledge of office software applications relating to word processing data management presentation etc.
 Ability to operate and maintain a variety of computerized business machines and office equipment in order 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 in accordance with 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 organises 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 in business, public administration, logistics, programme support service or other related area is required.
 Experience on Administration/Operations is required
 Experience working with the UN or other international organizations is desirable.
 Experience in using UN ERP system (Umoja) in the area of travel and procurement is desirable.
 Experience in computer skills (Windows, MS Word, Excel/Spread sheets, the internet/Web) is required in the usage of computers and office software packages (MS Word, Excel, etc.) is desirable.
Language:

 Fluency in witten and spoken English is required.
 Knowledge of at least the local language is desirable
Disclaimer

Important information for US Permanent Residents (‘Green Card’ holders)

Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment.

UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.

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.

Non-discrimination

UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.

UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.

Scam warning

The United Nations does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web.