Finance Senior Assistant

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UNOPS - United Nations Office for Project Services

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Application deadline 1 year ago: Monday 4 Jul 2022 at 23:59 UTC

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Contract

This is a LICA-5 contract. This kind of contract is known as Local Individual Contractor Agreements. It is normally only for nationals. It's an external contract. It usually requires 5 years of experience, depending on education. More about LICA-5 contracts.

Background Information - UNOPS

UNOPS is an operational arm of the United Nations, supporting the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to help people build better lives and countries achieve sustainable development.

UNOPS areas of expertise cover infrastructure, procurement, project management, financial management and human resources.

Working with us

UNOPS offers short- and long-term work opportunities in diverse and challenging environments across the globe. We are looking for creative, results-focused professionals with skills in a range of disciplines.

Diversity

With over 4,000 UNOPS personnel and approximately 7,000 personnel recruited on behalf of UNOPS partners spread across 80 countries, our workforce represents a wide range of nationalities and cultures. We promote a balanced, diverse workforce — a strength that helps us better understand and address our partners’ needs, and continually strive to improve our gender balance through initiatives and policies that encourage recruitment of qualified female candidates.

Work life harmonization

UNOPS values its people and recognizes the importance of balancing professional and personal demands.

Background Information - Job-specific

The UNOPS Hub in Amman implements projects in Jordan, Lebanon, Iraq, Syria, Turkey, and Yemen, in partnership with bilateral donors, national governments, and other UN agencies. With an established presence across the region, the office runs operations including large-scale procurement, project development, and technical management, and provides financial, human resources, and infrastructure-related services. The functional objective of UNOPS Hub in Amman is to deliver its projects in an efficient and effective manner and in line with the principles, rules and regulations of UNOPS, in order to support the response to the current needs and national priorities in the region.

Under the direct supervision of the Procurement and Supply Chain Specialist and under the guidance from the Head of Support Services, the Procurement Associate ensures the provision of efficient and timely support services in procurement and contract administration to the different programmers in a relevant geographical area. He/she promotes a client-focused, quality and results- oriented approach and provides support to the relevant procurement personnel. In the discharge of her/his duties, the Procurement Associate works with minimal supervision and liaises with UNOPS Programme Support Officers, Chief Technical Advisors, Portfolio Managers and Portfolio Assistants in order to ensure best support.

The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.

UNOPS is committed to achieving a fully diverse workforce.

Functional Responsibilities

Summary of Key Functions:

  • Maintenance of proper registry system/log;
  • Effective mail management;
  • Support to Treasury;
  • Accounting and administrative support
  1. Maintenance of the office filing system :
  • Opening of new subject files as required and disposal of old files in accordance with the instructions provided by the management ;
  • Maintenance of archives, making sure files are properly stored and accessible; safe keeping of documents;
  • Provision of photocopies of material from the registry files, as requested by staff. Assistance in the collection of reference and background material from registry files;
  • Establishment and maintenance of records system of file movements within the office; maintenance of the office circulation and reading files.
  1. Ensures provision of effective mail management focusing on achievement of the following results:
  • Receipt, registration, coding and forwarding of incoming letters and other correspondence to proper unit/person
  • Registration and dispatch of the outgoing communications, and follow-up distribution. Prepares the summary of enclosure forms and necessary documents and maintains the file on pouches received to ensure that all bags are accounted for.
  1. Provides support to Treasury, focusing on achievement of the following results:
  • Review of payment requests for completeness prior to processing to ensure that documentation is complete and all information concerning the payment has been supplied; proper accounting codes used; certification of services rendered/goods delivered is written on the payment document and duly signed by authorized officials; payment to sub-contractors are in compliance with terms and conditions of agreement.

  • Review and confirmation of appropriateness of operational transactions processed through the interpretation and determination of applicable policies, regulations, rules, i.e. disbursements within authorized limits, payroll, contractual agreements, payments to suppliers, travel claims, etc.

  • Review and confirmation of validity of charges by verifying authorized amounts and ensuring availability of budget and funds.
  • Maintenance and control of petty cash fund and preparation of report for replenishment.
  • Preparation of payroll register and processing of monthly payroll.
  • Frequent contact with the local bank to obtain day-to-day information on rates of exchange, interest rates, changes in procedures and bank regulations, etc.
  1. Provides accounting and administrative support to the Finance Group, focusing on achievement of the following results:
  • Preparation of vouchers and review of supporting documents to ensure completeness, accuracy and correctness of accounts codes charges; entry of transactions in the computerized accounting and finance system.
  • Preparation of monthly expenditure schedules and quarterly, year-end statements.

  • Analysis of reports, investigation and adjustment as required.

  • Communication with colleagues/clients on areas requiring verification, corrections, additional information, etc. to improve quality of output and/or account submission and increase knowledge base in the process.

The key results have an impact on the overall execution of the UNOPS financial services. Accurate entry and presentation of financial information and a client-oriented approach enhances UNOPS’ capability to effectively and efficiently manage financial resources.

Competencies

Develops and implements sustainable business strategies, thinks long term and externally in order to positively shape the organization. Anticipates and perceives the impact and implications of future decisions and activities on other parts of the organization.(for levels IICA-2, IICA-3, LICA Specialist- 10, LICA Specialist-11, NOC, NOD, P3, P4 and above) Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.

Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles. Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role). Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries. Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements. Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving. Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.

Education/Experience/Language requirements

  • ​Completion of secondary school or equivalent. Diploma or certification in finance-related subjects or business administration is an asset.
  • ​3-5 years of relevant finance experience is required at the national or international level. Experience in the usage of computers and office software packages (MS Office 2003 and/or newer versions) and advanced knowledge of spreadsheet and database packages, experience in handling web-based management systems.
  • Fluency in written and oral English and Arabic is required.

Contract type, level and duration

  1. Contract type: ICA
  2. Contract level: Local ICA Support, level 5
  3. Contract duration: Ongoing ICA – ‘Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.’

For more details about the ICA contractual modality, please follow this link: https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx

Additional Considerations

  • Please note that the closing date is midnight Copenhagen time
  • Applications received after the closing date will not be considered.
  • Only those candidates that are short-listed for interviews will be notified.
  • Qualified female candidates are strongly encouraged to apply.
  • UNOPS seeks to reasonably accommodate candidates with special needs, upon request.
  • Work life harmonization - UNOPS values its people and recognizes the importance of balancing professional and personal demands. We have a progressive policy on work-life harmonization and offer several flexible working options. This policy applies to UNOPS personnel on all contract types
  • For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
  • For retainer contracts, you must complete a few Mandatory Courses (around 4 hours) in your own time, before providing services to UNOPS.
  • The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.

It is the policy of UNOPS to conduct background checks on all potential recruits/interns. Recruitment/internship in UNOPS is contingent on the results of such checks.

Added 1 year ago - Updated 1 year ago - Source: jobs.unops.org