Finance and Administrative Associate

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 Office of the UN Resident Coordinator supports the UN Resident Coordinator and the UN Country Team to ensure strategic, coherent, and efficient functioning of the UN Development System in South Sudan. The position is located within the UN Resident Coordination Office (RCO) in Juba, South Sudan and under the overall supervision of RCO Strategic Planer/Team Leader, the incumbent will report directly to the PBF Coordination Specialist.

In May 2021, the UN Secretary-General renewed the eligibility of South Sudan to the Peacebuilding Fund for a period of five years. During this period, in line with the request of the Government of South Sudan and in support of the implementation of the R-ARCSS, PBF support will focus on supporting three main priorities: i) strengthening national democratization, justice and accountability processes; ii) addressing conflict resulting from and around displacement and iii) reducing the impact of localized conflict by strengthening local peace mechanisms and local conflict prevention.

As the PBF continues to increase its engagement in South Sudan, a Peacebuilding Fund Secretariat based in the Resident Coordinator’s office was proposed in order to provide support to the RC’s strategic direction of PBF engagement in the country; provide quality-control and coordination support for the portfolio of PBF-funded projects and help leverage synergies and partnerships with other peacebuilding actors in the country.

The PBF Secretariat project intends to work closely with the Ministry of Peacebuilding on capacity building and provision of technical assistance. It will also support the implementing agencies and government counterparts, specifically the Ministry of Peacebuilding, CSOs, and NGOs to ensure the cohesion of the PBF portfolio in South Sudan.

Within the delegated authority and under the overall supervision of the RCO Strategic Planner and under the direct supervision of PBF Coordination Specialist, the National UNV will perform the following:

Budget and Finance • Assists in the preparation and review of budget and consolidates budget/work plan with respect to PBFs’ budget and procurement WP. • Maintain income and expenditures for planning purposes and ensures that payments processed are matched and transactions are correctly recorded and posted in Umoja/Atlas. • Monitors expenditures and compares with approved budget; prepares adjustments as necessary. • Assists in preparation of budget performance submissions and finalization of budget performance reports, analyzing variances between approved budgets and actual expenditures. • Provides team members with timely information on project and task budget ceilings and funds availability. • Co-ordinates with other finance and budget staff on related issues during preparation of budget financial reports. General Administration & Logistics • Drafts routine correspondence to respond to enquiries in respect to relevant administrative, financial audit, personnel matters. • Organizes meetings, workshops, conferences, retreats, organization of travel/logistical arrangements for PBF/RCO Staff; • Schedules weekly team and ad hoc meetings and drafts meeting minutes. • Provides inputs to the briefing and background materials for the meeting, webinars, workshops etc. • Performs other administrative duties as required (e.g., monitoring accounts and payment to vendors and individual contractors for services; physical space planning; identification of office technology needs and maintenance of equipment, software and systems; organizing and coordinating seminars, conferences and translations). • Any other related tasks as may be required or assigned by the supervisor.

Furthermore, UN Volunteers are encouraged to integrate the UN Volunteers program 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 Program 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.

Results/expected outputs:

• As an active integrated RCO team member, efficient, timely, responsive, client-friendly and high-quality support rendered to RCO/PBF Secretariat and its beneficiaries in the accomplishment of her/his functions, including: o Works with minimal amount of supervision; independently provides accurate reports and/or records in the areas of work programming, budget/financial management, personnel administration and other administrative functions; efficiently supervises team of clerical staff or work unit. o Age, Gender and Diversity (AGD) perspective is systematically applied, integrated and documented in all activities throughout the assignment. o 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 RCO; technical capabilities or knowledge relevant or transferrable to RCO 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 RCO in daily activities and behaviors 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 behavior; does not abuse power or authority; • Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed. • 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; • Planning& Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently. • Accountability: Takes ownership of all responsibilities and honors commitments. • Creativity: Actively seeks to improve program or services; offers new and different options to solve problems or meet client needs. • Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect. • Commitment to Continuous Learning: Keeps abreast of new developments in own occupation/profession; actively seeks to develop oneself professionally and personally; contributes to the learning of colleagues and subordinates. • Technological Awareness: Keeps abreast of available technology. • Genuine commitment towards the principles of voluntary engagement, which includes solidarity, compassion, reciprocity and self-reliance; and commitment towards RCO’s mission and vision, as well as to the UN Core Values.

the field of administration and finance, and experience working in the UN or other international development organization; • 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; • 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; • Self-motivated, ability to work with minimum supervision; ability to work with tight deadlines; • Desirable: valid national driver’s license and proven ability to drive manual gear 4x4 over rough terrain; (if not applicable, delete) • Sound security awareness; • Have affinity with or interest in development coordination volunteerism as a mechanism for durable development, and the UN System.

The September 2018 Revitalized Agreement on Resolution of Conflict in the Republic South Sudan (R-ARCSS) provides for the formation of Revitalized Transitional Government of National Unity (R-TGONU) as a basis for governing the country during the transitional period 2020-2022 followed by elections in 2023.

Though there has been significant reduction in level of conflict and violence across the country, South Sudan is still in Security Phase III level, with UN imposed curfew from 7:00pm to 5:00am. Banking facilities are available however, use of credit and debit cards is limited. There are two mobile telephone companies namely; Zain and MTN providing services and sim cards are obtained with cash after registration by the service provider. JEDCO Electricity is currently lighting Juba however, the city is still mostly powered by individual generators. Running water is dependent on water tankers that deliver water to households and access to better health facilities is still a challenge. UN volunteers can access medical services in the UN Agency clinic while other medical services can be obtained at the UNMISS Level 2 hospital.

South Sudan is a unique country with a unique humanitarian, development, and peacebuilding context. 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 potential physical hardship, are essential.

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.