Admin and Finance Officer

Contract

This is a UNV National Specialist contract. This kind of contract is known as National UN Volunteer. It is normally only for nationals. More about UNV National Specialist contracts.

The Strengthening Institutional and Economic Resilience in Yemen (SIERY) project has been designed to buttress the resilience of local governance systems in Yemen to reinforce the resilience and recovery of conflict-affected communities. The project is based on the assessment that in a context of protracted conflict and massive population movements across the country (disproportionately affecting women, children and youth), that the resilience of local populations cannot depend solely upon self-help or on foreign aid. It is also necessary that local authorities are able to more effectively fulfil their mission in terms of: (a) core functions, (b) basic service delivery, (c) emerging needs such as conflict resolution, humanitarian aid, disaster management, internally displaced people and (d) economic recovery. Despite a precarious situation, local authorities in Yemen have proven remarkably resilient in the face of the prolonged effects of the conflict. Further deterioration will have serious implications for the sustainability of aid and recovery and the viability of any future political settlement and transition. And the growing local governance system gaps in capacities, resources, and outcomes across the country create severe institutional and economic resilience instabilities that threaten to perpetuate the conflict.

The UNV will report to and be directly supervised by the Senior Project Management Specialist. In close coordination with the Chief Technical Advisor (CTA), National Coordinator of Institutional Resilience and National Coordinator of Economic Resilience, the UNV will be responsible for providing overall financial and day to day administrative/operational support for smooth and effective implementation of the project. The UNV will be ensuring high quality, accuracy and consistency of work. His/her main tasks will be:

Support to Project Management - Assist in all matters related to financial and administrative functions of the Project. - Assist in formulating budget planning, management and implementation strategies. - Provide logistic and programmatic assistance to implement the activities as per the work plan. - Be responsible for project procurement processes and compliance guidelines - Ensure proper coordination with other agencies and partners on financial matters.

Financial Management and Implementation of Operational Strategies - Ensure full compliance with UN/UNDP rules, regulations, and policies of financial activities, financial recording/reporting system and follow-up on audit recommendations; implementation of effective internal controls, proper functioning of a client-oriented financial resources management system. - Ensure control of the supporting documents for payments, prepare document for vendors in the ERP system; assistance in managing the project management and payments. - Maintain the internal expenditure control system, which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in ERP system and that travel claims and other entitlements are duly processed. - Take timely corrective actions on un-posted vouchers, including vouchers with budget check errors, - Oversee the overall financial management of the project. - Maintain complete set of books of account according to the principle of accounting and update it on a regular basis. Ensure accuracy of supporting documents. - Monitor budget implementation and determine / recommend reallocation of funds when and where necessary - Follow up on activities and monitor advances balances and verify availability of funds for project activities. - Conduct programme visits to partners to check accuracy of submitted payment requests/retirements. - Verify accuracy of Combined Delivery Reports. - Serve as audit focal person. Manage annual audit exercise, prepare necessary documents, prepare audit follow-up action plans, and ensure that the action plan is implemented. - Prepare timely and accurate Quarterly Expenditure Reports to be attached to Progress Reports. - Provide support in preparing annual and quarterly work plans and budgets in consultation with Senior Project Management Specialist. - Enter accurately the AWP and subsequent Budget revisions along with Multi-Year Budgets in ERP system for endorsement by Country Office. - Prepare and modify budgets for the SIERY project. - Support in implementing of harmonised approach to cash transfer (HACT) with Responsible Parties to implement project activities. - Analyse budget and expenditure and suggest measures to improve delivery, as required - Maintain accurate financial of the project as required by SIERY project. - Manage all correspondence related to finance related matters.

Administrative and logistical support - Maintain files related to finance, procurement, administrative, logistical, project matters - Manage procurement processes, including but not limited to drawing up specifications for the equipment as per project requirements; maintain and update an inventory and ensure proper operation, maintenance. - Prepare and handle the routine correspondence related to general administration, procurement, and security, and reports in accordance with UNDP rules and procedures.

Ensures facilitation of knowledge building and knowledge - Participate in the organization of training for the office staff on programme/operations related issues. - Provide sound contributions to knowledge networks and communities of practice.

• Professionalism
• Integrity
• Teamwork and respect for diversity
• Commitment to continuous learning
• Planning and organizing

• Communication

• finance and accounting experience

• Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of spreadsheet and database packages, experience in handling of web-based management systems and ERP financials, preferably PeopleSoft.
• Knowledge of IPSAS and/or IFRS required.
• Very good inter-personal skills
• Good time management and organizational skills

As this is a national UN Volunteer assignment, the UN Volunteer will be responsible for arranging his/her own housing and other living essentials. National UN Volunteers are part of the malicious insurance plan.