Administrative and Finance Associate

Volunteering Admin Finance & Economy Logistics & Procurement

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.

UN Volunteers should be provided equal duty of care as extended to all host entity personnel. Host entity support to the UN Volunteer includes, but is not limited to:

• Introductory briefings about the organisation and office-related context including security, emergency procedures, good cultural practice, and orientation to the local environment. • Support with arrival administration and official processes as required. • Structured guidance, mentoring and coaching by a supervisor including a clear workplan and performance appraisal. • Access to office space, equipment, IT support and any other systems and tools required to complete the objectives of the assignment including a host entity email address. • Access to shared host entity corporate knowledge, training, and learning.
• Ensure that UN Volunteers are provided all necessary security measures as per the United Nations Security Management System (UNSMS). • Leave management.
• DSA for official travel, when applicable. • All changes in the Description of Assignment occurring between recruitment and arrival or during the assignment need to be formalized with the United Nations Volunteer Programme.
• Investigate misconduct: sharing reports with the UNV. • Provide emergency assistance, e.g., the death of volunteer or medical evacuation, in collaboration with UNV. Accept letters of guarantees or potential liabilities for covering medical costs not claimable under medical insurance in extraordinary situations (e.g., isolation facilities` services during pandemics).

Within the delegated authority and under the supervision of “Digital Solutions for Recovery” Project Manager or his/her designated mandated representative(s), the UNV Administrative and Finance Associate will:

1. Provide accounting and finance support to LITACA and “Digital Solutions for Recovery” projects: • Ensure full compliance of financial activities and records with UNDP rules, regulations, policies, and procedures • Processing of financial documentation (vouchers, GLJEs (ZDI), supporting documents, etc.) and maintaining internal expenditures control system by ensuring that vouchers processed are matched and completed, transactions are correctly recorded and posted in Atlas, travel claims, and staff entitlements are duly processed • Timely corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers • Presentation of information on the status of financial resources as required • Management of cash receipts and petty cash • Proper receipting of goods and services and establishment of accruals • Ensure that an orderly and systematic filing system is maintained in the finance unit for efficient and timely retrieval of files. Maintenance of the proper filing system, including hard and soft copy ones, for financial records and documents. Retrieve files or documents as necessary • Print, scan vouchers and financial documents

2. Support project planning and annual workplan formulation • Prepare inputs to formulation of annual workplans • Provide inputs to detailed implementation plans • Assist in formulation of budgets • Assist in formulation of procurement and HR plans • Assist in revision of annual workplans, periodic revisions of procurement/HR plans ensuring that plans are updated in a timely manner

3. Provide administrative support to the project for efficient project management, according to UNDP procedures • Assist in facilitating missions to the region logistically including airport pick-ups, accommodation arrangement, and support to agenda preparation.
   • Assist in organizing office meetings and minutes writing and disseminate information to regional staff regularly.
   • Maintain up-to-date office and programme files, online and ensure that key documentation is saved and organized in UNDP SharePoint. • Prepare various contractual documents related to the procurement of goods and services, ensuring adequate protection of the interest of the programme, and follow-up on the status of contracts. • Provide support in administering recruitment and procurement of goods and services, in accordance with UNDP rules and procedures.

Furthermore, UN Volunteers are encouraged to integrate the UN Volunteers programme mandate within their assignment and promote voluntary action through engagement with communities in the course of their work. As such, UN Volunteers should dedicate a part of their working time to some of the following suggested activities:

• Strengthen their knowledge and understanding of the concept of volunteerism by reading relevant UNV and external publications and take active part in UNV activities (for instance in events that mark International Volunteer Day). • Be acquainted with and build on traditional and/or local forms of volunteerism in the host country. • Provide annual and end of assignment self-reports on UN Volunteer actions, results, and opportunities.
• Contribute articles/write-ups on field experiences and submit them for UNV publications/websites, newsletters, press releases, etc. • Assist with the UNV Buddy Programme for newly arrived UN Volunteers. • Promote or advise local groups in the use of online volunteering or encourage relevant local individuals and organizations to use the UNV Online Volunteering service whenever technically possible.

• Accountability Ability to operate effectively across organizational boundaries; excellent interpersonal skills; ability to establish and maintain effective partnerships and harmonious working relations in a multi-cultural, multi-ethnic, mixed-gender environment with sensitivity and respect for diversity; sensitivity and adaptability to culture, gender, religion, nationality and age; commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of UN operations; ability to achieve common goals and provide guidance or training to colleagues;

• Adaptability and flexibility

Adaptability and ability to live and work in potentially hazardous and remote conditions, involving physical hardship and little comfort; to operate independently in austere environments for protracted periods; willingness to travel within the area of operations and to transfer to other duty stations within the area of operations as necessary.

• Creativity proven interpersonal skills; good spoken and written communication skills, including ability to prepare clear and concise reports; ability to conduct presentations, articulate options and positions concisely; ability to make and defend recommendations; ability to communicate and empathize with staff (including national staff), military personnel, volunteers, counterparts and local interlocutors coming from very diverse backgrounds; capacity to transfer information and knowledge to a wide range of different target groups.

• Judgement and decision-making

Demonstrate the values and ethical standards of the UN and UNDP in daily activities and behaviours while acting without consideration of personal gains; resist undue political pressure in decision-making; stand by decisions that are in the organization’s interest even if they are unpopular; take prompt action in cases of unprofessional or unethical behaviour; does not abuse power or authority.

• Planning and organising

Planning and organizing effective organizational and problem-solving skills and ability to manage a large volume of work in an efficient and timely manner; ability to establish priorities and to plan, coordinate and monitor (own) work; ability to work under pressure, with conflicting deadlines, and to handle multiple concurrent projects/activities.

• Professionalism

Demonstrated understanding of operations relevant to UNDP; technical capabilities or knowledge relevant or transferrable to UNDP procedures and rules; discretion, political sensitivity, diplomacy and tact to deal with clients; ability to apply good judgement; ability to liaise and coordinate with a range of different actors, especially in senior positions; where appropriate, high degree of autonomy, personal initiative and ability to take ownership; resourcefulness and willingness to accept wide responsibilities and ability to work independently under established procedures; ability to manage information objectively, accurately and confidentially; responsive and client-oriented; • Self-management initiative and willingness to learn new skills and stay abreast of new developments in area of expertise; ability to adapt to changes in work environment.

Secondary Education with specialised certification in Accounting and Finance. University Degree in Accountant, Finance, Economics, Business Administration or related field would be desirable. 3-15 years of professional work experience at the national or international level in finance or operations. Experience in financial areas, financial management, payment processing, filing. Excellent oral and written English skills; Excellent attention to detail; Strong organizational skills; Strong communication and coordination skills; Excellent interpersonal skills; culturally and socially sensitive; ability to work inclusively and collaboratively with a range of partners; Ability to work and adapt professionally and effectively in a challenging environment; ability to work effectively in a multicultural team of international and national personnel; Solid overall computer literacy, including proficiency in various MS Office applications (Excel, Word, etc.) and email/internet; familiarity with database management is an asset Self-motivated, ability to work with minimum supervision; ability to work with tight deadlines; Have affinity with, or interest in, volunteerism as a mechanism for durable development, and the UN System.

Living conditions and other remarks:

As this is a national UN Volunteer assignment, the UN Volunteer will be responsible for arranging his/her own housing and other living essentials.

Note on novel coronavirus – COVID-19. The rapidly changing nature of novel coronavirus COVID-19 has placed significant and increasing restrictions on the freedom of movement of people, even within countries. Such restrictions may affect the ability of UN Volunteers to begin their assignments at their assigned duty station or limit the ability to enter UN premises. Thus, UNV cannot guarantee assignments will proceed as normal. Candidates for UN Volunteer assignments requiring travel to the duty station may be exceptionally granted during this period alternative working arrangements to work from their place of recruitment until restrictions are lifted. Candidates for UN Volunteer assignments may also need to begin their assignments remotely in cases where access to UN premises is restricted. These are decisions at the discretion of the host entity. Candidates proceeding to interview are recommended to discuss travel requirements, any restrictions, and possible alternative arrangements with the host entity. If selected, candidates should carefully consider the circumstances before accepting UNV’s offer. The contract lasts for the period indicated above with possibility of extensions subject to availability of funding, operational necessity, and satisfactory performance. However, there is no expectation of renewal of the assignment. Travel to duty station (if applicable) and a Settling-In-Grant will be provided in the event the duty station is not within commuting distance from the place of recruitment. The applicable Volunteer Living Allowance is provided monthly to cover housing, utilities, and normal cost of living expenses. Life, health, and permanent disability insurance are included (health insurance for up to 3 dependents), as well as final repatriation (if applicable) and resettlement allowance for satisfactory service. Furthermore, in non-family duty stations that belong to hardship categories D or E, as classified by the ICSC, a Well-Being Differential (WBD) will be provided monthly.

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Added 13 days ago - Updated 4 hours ago - Source: unv.org