Administrative Associate (UNODC)

Contract

This is a SB-3 contract. This kind of contract is known as Service Board / Service Contract. It is normally only for nationals. More about SB-3 contracts.

Background

Within the Regional Programme for the Arab States to Prevent and Combat Crime, Terrorism and Health Threats and to Strengthen Criminal Justice Systems in Line with International Human Rights Standards (2016-2021), the Progamme Office in Algeria is delivering technical assistance related project to furthering the prevention and the combatting of Human trafficking and Migrant smuggling (TIP/SOM) at the national level. The 2030 Agenda helps UNODC to locate and communicate what it does in the larger context of national and global priorities on sustainable development. UNODC, therefore, provides meaningful support in achieving the Sustainable Development Goals (SDGs) through the application of a results-based approach in programme management. UNODC is implementing the project “Strengthening the framework of the Arab Region to prevent and combat human trafficking and migrant smuggling”, managed by the UNODC Regional Office for the Middle East and North Africa (ROMENA).

The incumbent of this position will assist in the implementation of the different project activities on TIP/SOM. He/she will report to the Head of the UNODC Programme Office in Algeria as the first reporting officer and will also report to the Programme Coordinator (Trafficking in Persons and Migrant Smuggling) located in Cairo, Egypt as the second reporting officer, and is under the overall supervision of the UNODC Regional Representative for the Middle East and North Africa.

Duties and Responsibilities

Under the direct supervision of the Head of the UNODC Programme Office in Algeria, and with the guidance of the Operations Team in ROMENA the Administrative Associate (Anti-Human Trafficking & Migrant Smuggling) will support the implementation of the UNODC project “Strengthening the framework of the Arab Region to prevent and combat human trafficking and migrant smuggling” in Algeria. This will include:

• Support the development of detailed work plans and accompanying budgets and budget revisions for all project activities for the timely and realistic achievement of the project objectives, and monitor expenditures per funding agreement;
• Monitors status of expenditure and allotments, records variations and updates budget tables, in close cooperation and regular communication with the team at nation, regional level and HQ level.
• Prepares and reviews budget proposals for project documents/ revisions, especially costed workplans/budgets, for completeness and compliance with relevant rules and procedures
• Support timely project review, revisions, monitoring and completion of related reporting obligations;
• Prepare Payment requests including all the supporting documentation to be submitted to the operations team in ROMENA and monitor the issuance ofthe payments for goods and services procured and costs incurred for the purposes of the projects;
• Monitor the implementation of the project budget assigned to Algeria.
• Monitor the liquidation of project commitments upon completion and the release of committed funds.
• Registrater vendors and suppliers and the corrsesponding bank accounts in the financial system.Prepare administrative and financial reports required by UNODC Headquarters and the donors.
• Coordinate the development of annual procurement plans for all project activities across the MENA region.
• Carry out creation of shopping carts and ccordiant with ROMENA procurement officer for processes more than USD 10,000
• Conduct procurement processes up to USD 10,000 for UNODC and its projects, including issuance of requests for quotations, follow-up with suppliers, evaluation of proposals, issuance of award reports and issuance of purchase orders following the procurement rules established by the United Nations.
• Organize and coordinate the procurement of goods and services pertaining to project activities in MENA and ensure adherence to UN procurement regulations and financial rules in coordination with ROMENA’s main Buyer and UNDP;
• Prepare Terms of Reference for sub-contractors to ensure qualitative and objective procurement of services and support quality assurance of deliverables;
• Prepare and contribute to field missions and capacity-building activities, including the preparation of workshops and trainings in Algeria under the project, and carry out logistical and administrative arrangements, including the preparation of travel requests and expense reports for meetings’ participants; notably :
  • Support the creation of of travel requests/ expense reports in Umoja;
  • Securing visa support, the arrangement of transport and accommodation, etc. during workshops, meetings, conferences, visits of foreign experts, etc;
  • Assistance to POs in keeping close contacts with the national partners, UNDP, progrmamme’s partners and other organizations through direct contacts, collection of information, registration of incoming and outgoing correspondence, preparation of draft letters and organization of meetings;
  • Process Invoices in the SAP Enterprise Resource Planning System (ERP); and follow up with the Regional Office Finance Unit and UNDP to assure the on time processing of the invoice, additionally, reconciles the transactions related to UNDP in the reconciliation portal.
  • Receive, screen, log and route incoming and outgoing correspondence and documents for the coming to the programme, attach necessary background information and maintain a follow-up system;
• Coordinate with IT officer in and keep control of non-expendable equipment and perform a verification every 6 months including where possible physical verification Prepare of unofficial translations and, as required, acting as an interpreter;
• Perform other functions for the successful implementation of the programme as might be required in the scope of the current position.
• Carry out other assignments as required.

Competencies

Core Competencies:

Professionalism: Project coordination, financial/budgetary and administration experience and skills, and understanding of theories, concepts and approaches relevant to crime prevention and international relations. Good analytical and problem solving skills, including ability to identify and contribute to the solution of problems/issues; sound judgment and political sensibility.

Communication: Effective communication (spoken, written and presentational) skills. Ability to prepare, consolidate inputs and finalize expenditure reports, project budget documents, and other relevant materials.

Teamwork: Good interpersonal skills and ability to establish and maintain effective partnerships and working relations in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity, including gender balance.

Required Skills and Experience

Education:

Bachelor’s degree in economics, finance management, business administration or any other relevant fields.

Experience :

• 4 years of relevant work experience at the national or international levels is required in the field of administration, project coordination, procurement, finance and any similar areas.
• Work experience in the United Nations system and/or in a similar international organization is desirable.
• Work experience with web-based financial management and Enterprise Resources Planning (ERP) financial management systems is desirable.

Language Requirements:

Fluency in Arabic, French and English are required.

Skills:

Excellent reporting and drafting skills for routine correspondence and proficiency in related computer skills (Excel, Word, PowerPoint). Knowledge of UN programme & finance software/systems is an advantage.

Interested candidates should submit their duly filled P.11 form and a cover letter explaining why they think they are the best candidate for the position to unodc-egypthr@un.org; by close of business 28.12.2021, writing in the subject line the title of the position. E-mails that do not include the title of the position in the subject line will be disregarded.

Only short-listed candidates will be contacted