Deputy Finance and Administration Project Officer

Volunteering Teaching & Training Finance & Economy

Overview

Monitor financial transactions and support operational staff in compliance and procurement processes.

You have:

• Minimum of four (4) years of experience in financial or administrative management.
• Previous experience within the United Nations system is an asset.
• Proven experience in contract and payment monitoring (SAP or other ERP systems).
• Technical skills: Knowledge of UN/UNESCO financial and procurement procedures.
• Proficiency in SAP (or similar ERP systems).
• Good command of office software (Excel, Word, databases).
• Strong sense of organization and attention to detail.
• Ability to explain procedures and provide guidance to teams.
• Autonomy, proactivity, and problem-solving skills.
• Integrity and respect for confidentiality.
• Excellent oral and written skills; excellent drafting, formulation, reporting skills.
• Solid overall computer literacy, including proficiency in various MS Office applications (Excel, Word, etc.) and email/internet; familiarity with database management; and office technology equipment.

Contract

This is a UNV contract. More about UNV contracts.

The UNESCO Field Office in N’Djamena needs to strengthen its team to: • Ensure rigorous monitoring of financial transactions (contracts, invoices, receipts, payments) in SAP and DUO. • Support operational staff (Programme Officers, Procurement Assistant) in their procurement-related needs. • Guarantee financial compliance and traceability of operations, under the supervision of the Operations Manager. This position is designed for a UNV Specialist Volunteer with expertise in financial, administrative, and procurement management.

ASSIGNMENT OBJECTIVES • Monitor the entire financial cycle (contracts, invoices, receipts, invoice entry in SAP, payments) to ensure compliance and traceability. • Support operational staff (Programme Officers, Procurement Assistant) in understanding and complying with UNESCO procurement procedures. • Assist the Operation Manager in the control and validation of financial transactions.

Within the delegated authority and under the supervision of Finance and Administration Project Officer (FAPO) or his/her designated mandated representative(s), the UN Volunteer will perform the following duties:

A. Financial and Administrative Monitoring of Contracts and Payments Contract monitoring: • Verify contract compliance (duration, amounts, clauses) before submission to the FAPO for validation. • Monitor deadlines and alerts in case of delays or non-compliance. Invoice and payment cycle management: • Act as an assistant certifying officer to ensure that financial transactions comply with applicable regulations. • Enter invoices into SAP after receipt and verification by operational staff. • Verify consistency between invoices, delivery notes, and contracts. • Prepare payment files for validation by the FAPO. • Follow up on payments until execution and archive supporting documents. • Produce appropriate reports enabling operational staff to track procurement progress from initiation to payment and contract closure in the ERP. • Ensure traceability of all transactions (contracts, invoices, payments) in SAP, including rigorous document archiving.

B. Support to Operational Staff on Procurement Processes • Advise Programme Officers and the Procurement Assistant on UNESCO procurement procedures (thresholds, tenders, quotations, etc.). • Support the preparation of procurement files. • Provide guidance on timelines and deadlines. • Facilitate communication between operational staff, the Procurement Assistant, and the FAPO. • Identify bottlenecks in procurement processes and propose solutions to the FAPO.

C. Administrative Management Support Human resources support: • Monitor contracts of consultants and service providers (duration, renewals, payments). • Update organizational charts and temporary staff lists. Operational compliance and security: • Verify compliance of administrative documents (insurance, authorizations, etc.). • Alert the OM in case of non-compliance or risk. • Assist in budget preparation. • Perform any additional duties as required by the FAPO.

Results/expected outputs • As an active [insert name Host Agency] team member, efficient, timely, responsive, client-friendly and high-quality support rendered to UNESCO and its beneficiaries in the accomplishment of her/his functions, including:

By the end of the assignment, the UNV Specialist will have: • Ensured rigorous and comprehensive monitoring of contracts, invoices, receipts and payments in SAP. • Supported operational staff in complying with procurement procedures, reducing errors and delays. • Guaranteed full financial compliance with optimal traceability of all transactions. • Contributed to smooth administrative management in support of the FAPO and programme teams. • Age, Gender and Diversity (AGD) perspective is systematically applied, integrated and documented in all activities throughout the assignment • A final statement of achievements towards volunteerism for peace and development during the assignment, such as reporting on the number of volunteers mobilized, activities participated in and capacities developed.

• Professionalism: demonstrated understanding of operations relevant to UNESCO; technical capabilities or knowledge relevant or transferrable to UNESCO 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; • Integrity: demonstrate the values and ethical standards of the UN and UNESCO 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; • Teamwork and respect for diversity: 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; • Commitment to continuous learning: 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. • 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; • Communication: 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; • 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; • Genuine commitment towards the principles of voluntary engagement, which includes solidarity, compassion, reciprocity and self-reliance; and commitment towards UNESCO’s mission and vision,

• Minimum of four (4) years of experience in financial or administrative management. • Previous experience within the United Nations system is an asset. Proven experience in: • Contract and payment monitoring (SAP or other ERP systems). • Supporting operational teams in administrative or financial processes. Technical skills: • Knowledge of UN/UNESCO financial and procurement procedures. • Proficiency in SAP (or similar ERP systems). • Good command of office software (Excel, Word, databases). Behavioral competencies: • Strong sense of organization and attention to detail. • Ability to explain procedures and provide guidance to teams. • Autonomy, proactivity, and problem-solving skills. • Integrity and respect for confidentiality. • Other desired/mandatory required technical knowledge • Excellent oral and written skills; excellent drafting, formulation, reporting skills; • Accuracy and professionalism in document production and editing; • Excellent interpersonal skills; culturally and socially sensitive; ability to work inclusively and collaboratively with a range of partners, including grassroots community members, religious and youth organizations, and authorities at different levels; familiarity with tools and approaches of communications for development; • 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; • Self-motivated, ability to work with minimum supervision; ability to work with tight deadlines; Solid overall computer literacy, including proficiency in various MS Office applications (Excel, Word, etc.) and email/internet; familiarity with database management; and office technology equipment;

Living conditions in Chad are relatively difficult. In certain locations, most consumer goods are available, and the allowance covers basic needs, but in general, life is expensive. Fruit, vegetables and meat are available locally, but many other products are imported. Some non-food items are also available. The main religions are Islam and Christianity. Chad is a Non-Family Duty Station (classified as D) with Rest & Recuperation every 8 weeks.

Chad is a unique country, and UNESCO is a unique humanitarian operation. It provides for an interesting and enriching environment, but also requires a mature level of cultural awareness, as well as more stamina and commitment than elsewhere to make life comfortable and affordable. Therefore, flexibility and the ability and willingness to live and work in harsh and potentially hazardous conditions, involving physical hardship and little comfort, are essential.

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Potential interview questions

Added 5 months ago - Updated 4 months ago - Source: unv.org