Associate Administrative and Finance Officer

Contract

This is a NO-A contract. This kind of contract is known as National Professional Officers. It is normally only for nationals. It's a staff contract. It usually requires 1 years of experience, depending on education.

Salary

The salary for this job should be more than 2,608 USD.

Please keep in mind that the salary displayed here is an estimation by UN Talent based on the location and the type of contract. It may vary depending on the organization. The recruiter should be able to inform you about the exact salary range. In case the job description contains another salary information, please refer to this one.

Background

• The Office for the Coordination of Humanitarian Affairs (OCHA) is a department of the United Nations Secretariat. Its mission is to mobilize and coordinate humanitarian action effectively in partnership with national and international actors, so as to alleviate human suffering, advocate for the rights of populations in need, promote preparedness and prevention of disasters and facilitate the establishment of durable solutions.
• The Administration and Logistics Section provides support to OCHA Mali in terms of policies, procedures and processes at the country-office level in the management of human resources, budget and finance, procurement and contracts, facilities and property management, travel and transportation, and security. It works closely with the Information and Communication Technology Team on ICT issues and liaises with the UNCT clinic on medical issues.

Duties and Responsibilities

Budget planning and monitoring

• Assists in the development of the office budget by determining staff and non-staff operational needs, after analyzing budgets and expenditures from previous years, and assessing the associated costs.
• Assists in monitoring the execution of the budget in terms of expenditure and accounting data on a regular basis, analyzes the expenditures made as well as the discrepancies, and makes the necessary budget projections.

Financial Management

• Collects various statistical data and prepares financial reports.
• Develops procedures and implements them to ensure that accounting and financial management controls are in accordance with UN policy and practice and that financial resources are used to implement activities in accordance with management plans. work and cost plans.
• Reviews national staff salary, income and deduction calculations and follows up with UNDP.
• Verifies inter-office supporting documents (IOV) prepared by UNDP to confirm accuracy of accounts and allow reconciliation with OCHA accounting system.
• Manages petty cash in accordance with established procedures, maintains accurate and complete petty cash records and receipts, and ensures that replenishments are made in a timely manner.

Requisitioning of goods and services and contracts management

• Prepares the technical specifications of the requirements for goods and services and carries out the technical evaluation of the offers and, after the award of the contracts, supervises, coordinates and monitors the implementation of these contracts.
• Examines offers and invoices, including petty cash, and establishes the necessary account reconciliations.
• Tracks obligations, accounts and payments to suppliers and collections from partners.

Property and facilities management

• Undertakes the physical space planning of the premises, the identification of installation, repair, maintenance, and furniture and equipment needs, and the coordination of their execution.
• Oversees the proper management of office assets, including maintaining inventory, physical verification of assets and equipment, and their disposal.
• Assists in the management of the vehicle fleet and fuel.
• Liaises with UNDSS for security inspections of premises, vehicles or others; reports and investigates accidents and recommends correction of safety or fire hazards.

Other administrative tasks

• Performs other administrative tasks as needed and in support of team members, including the management of human resources and logistics.

Supervisory/Managerial Responsibilities: The Associate Administrative and Finance Officer serves as interim during the absence of the Section Head or other team colleagues, and supervises support staff as needed.

Competencies

Professionalism:

Ability to identify and resolve budget issues and identify sources of data collection. Shows pride in work and accomplishments; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, meeting deadlines and achieving results; is motivated by professional rather than personal concerns; demonstrates persistence in the face of difficult problems or challenges; remains calm in stressful situations. Takes responsibility for integrating gender perspectives and ensuring the equal participation of women and men in all areas of work.

Accountability

• Takes ownership of all responsibilities and honors commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in accordance with the regulations and rules of the organization; supports subordinates, provides supervision and takes responsibility for delegated assignments; takes personal responsibility for his own shortcomings and those of the work unit, if any.

Creativity:

• Actively seeks to improve programs or services; offers new and different options for solving problems or meeting customer needs; encourages and persuades others to consider new ideas; takes calculated risks on new and unusual ideas; think “outside the box”; is interested in new ideas and new ways of doing things; is not bound by current thinking or traditional approaches

Client orientation:

• considers all those to whom services are provided to be “clients” and seeks to see things from the client's point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the client environment to stay informed and anticipate issues; keeps clients informed of project progress or setbacks; meets the schedule for delivery of products or services to the client.

Commitment to continuous learning:

• Keeps abreast of new developments in own occupation/profession; actively seeks professional and personal development; contributes to the learning of colleagues and subordinates; shows willingness to learn from others; seeks feedback to learn and improve

Required Skills and Experience

Experience, Knowledge, and Skills

• At least three (3) years of administrative experience with a focus on budget, finance, and/or procurement within the United Nations or international organizations is required.
• More than five (5) years of experience in the field of administration focused on budget, finance, and or procurement within the United Nations or international organizations is an asset.
• Practical experience in ERP system (Umoja or equivalent) and spreadsheet (Excel or equivalent) is required.
• Fluency in both working languages of the UN Secretariat, English and French (both oral and written) is required.