International Admin, Finance and Procurement Specialist

Contract

This is a UNV International Specialist contract. This kind of contract is known as International UN Volunteer. It is normally internationally recruited only. More about UNV International Specialist contracts.

Eligibility criteria

Minimum age: 25 years old. Nationals of the country of assignment are not eligible, except the assignments in Headquarters duty stations.

Description of task

Under the supervision of the Chief Technical Advisor (CTA) and National Project Manager (NPM) in close consultation with the Financial Operation Unit of the UNDP Country Office, the International Admin, Finance and Procurement Specialist will execute and ensure that all financial and related activities of decentralisation project are implemented in a timely manner in strict accordance with UNDP’s set rules, guidelines and procedures.

1. Ensure administration of budgets and implementation of finance processes are in line with UNDP operational procedures and donor requirement:

• Prepare and modify budgets in the operational system as per orientation of the CTA and NPM
• Monitor all expenditures through a shadow accounting-tracking mechanism so the precise financial status of the project is maintained.
• Support NPM initiate project annual budget, review and perform budget revision and reversal.
• Monitor budget delivery and implementation in order to alert the NPM for timely modifications.
• Prepare budget reports - quarterly and annual financial reports as per agreed work plan.
• Prepare financial ad-hoc reports upon request of NPM or by UNDP Management.
• Maintenance of accounts receivables for the project and inform NPM on need to follow up on contributions.
• Establish and promote inside the office financial guidelines and procedures as per UNDP rules, regulations and procedures.
• Advise the project team on the specific EU financial guidelines.
• Proactively monitor Finance Dashboard and take corrective action.
• Provide financial input to prepare the Work Plan of the Programme.

2. Principle accounting, cash management and administrative support functions:

• Review and ensure all request for payments, requisitions and required vouchers, all payments and receipts are compliance with the UNDP Rules and Regulations.
• Ensure control of supporting documents for payments
• Maintenance of internal expenditures control system, which ensures that vouchers and all transactions are correctly processed and recorded in Atlas system.
• Ensure that payrolls, travel claims, or any other financial entitlement are duly processed and ensure timely correction actions on any financial or budget errors
• Process and monitor petty cash and cash advance management
• Act as focal point for internal and external audits and accounts examinations
• Ensure proper filling and record of all financial transactions
• Assist all project staff on financial management related issues
• Full compliance of administrative management and inventory ensuring that proper asset management is performed in adherence to UNDSS/UNDP rules, regulations, policies and strategies
• Perform any other tasks as required by the NPM or designated programme official

3. Procurement

• Full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies; elaboration of the effective internal control, proper design and functioning of a client-oriented procurement management system
• Prepare and update the multi-year and annual Procurement Plan for all purchasing and procurement activities needed by the Project
• Set up and maintain an effective monitoring and recording system for procurement;
• Manage procurement processes for goods and services according to the Procurement Plan, that includes: (i) Ensure all necessary preparations for procurement are finalized, such as Terms of Reference for technical specifications of goods/services, Evaluation Criteria, Market Research, Evaluation Panel set-up; (ii) Advertise of the Invitation for Bids/Quotations; (iii) Prepare documents for the Evaluation Panel (iv) Prepare bidding documents/request for quotations, bids/quotations evaluation reports, contract conditions including issues of performance guarantee, advance payment guarantee, insurance, liquidated damages, contract execution schedule, payments, delays, compensation events, contract extension, quality control, disputes, claims parties' obligations and so on in accordance with the sample documents applied for this Project; (v) Review and certification of submissions to the Contract, Asset and Procurement Committee (CAP), Reginoal Committee on Procurement (RACP) and Advisory Committee on Procurement (ACP) ; (vi) Implementation of the internal control system which ensures that Purchase orders are duly prepared and dispatched. Timely corrective actions on POs with budget check errors and other problems; (vii) Monitor and supervise the contract implementation, including issues off claims and disputes, compensation events and so on;
• Successful implementation of e-procurement including e-tendering module
• Liaise with Procurement Officers in the UN organizations as needed
• Monitor and support partners in Project activities, especially related to procurement
• Participate in procurement training courses if necessary;
• Maintain a repository for various Terms of References, and other relevant documents used for the Procurement processes
• Be proactive in identifying sources where potential suppliers can be reached, including the use of social media
• Maintain lists of the potential suppliers, and performance of previous suppliers

4. Support capacity building and knowledge transfer for National Admin/Finance staff and implementing partners in project operations:

• Regular hands on and structured training programmes for national admin/finance staff of the project.
• Capacity building and guidance of implementing partners, including government institutions and CSOs.
• Development of SOPs and checklists, as well as training materials as needed to fill the capacity gaps.
• Participate in trainings related with administration/management/procurement and finance.
• Contribute to sharing lessons learned and knowledge with the project staff or related CO staff

Functional Competencies and Critical Success Factors:

In addition to specific tasks, the International Admin, Finance and Procurement Specialist is expected to carry out work with professional standards demonstrating the skills and behaviors as listed below.

Operational Effectiveness:

• Providing guidance on policies and procedures.
• Time management for tasks’ deadline.
• Strong IT skills, knowledge of office software packages and Atlas.
• Ability to perform a variety of standard specialized and non-specialized tasks and work processes that are fully documented, researched, recorded and reported.
• Ability to review a variety of data identifies and adjusts discrepancies, identify and resolve operational problems.
• Strong interpersonal skills and ability to handle visitors, phone calls with tact and courtesy.

Self-Management:

• Responsibility for one’s own work and actions.
• Focusing on results for the project implementation and responding positively to feedback.
• Working with energy and a positive and constructive attitude.
• Good self-control even under pressure.
• Interacting with others in a professional and respectful manner.
• Managing own time and tasks effectively and efficiently.
• Carefully checking own work in terms of accuracy and completeness.
• Highly self-motivated.

Knowledge Management and Learning:

• Sharing knowledge and experience with colleagues.
• Actively working towards continuing personal learning and applying newly acquired skills.
• Demonstrating openness to improve and ability to manage complexities.

Qualifications/Requirements

Required degree level:

Master degree or equivalent

Education - Additional Comments:

Master’s degree in finance, management and business administration or equivalent.

Required experience:

36 Months

Experience remark:

• At least 3 years of professional work experience at the national and/or international level in finance, accounting and audit, or other relevant programmes; experience with finance, economics and administration is an asset, as is experience working in the UN or other international development organization;
• Experience in resource management or related functions;
• Must have proven experience in capacity building or provision of training;
• Must have excellent interpersonal skills, including demonstrable analytical, communication, coordination and teamwork skills; culturally and socially sensitive;
• Excellent oral and written skills; excellent drafting, formulation, reporting skills;
• Accuracy and professionalism in document production and editing;
• 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.); advance knowledge of spreadsheet and database packages; and office technology equipment; experience in handling of web-based management systems, especially Atlas and ERP financials, preferably PeopleSoft;
• Self-motivated, ability to work with minimum supervision; ability to work with tight deadlines;
• Sound security awareness;
• Have knowledge of or experience in gender equality and the elimination of violence against women and girls, volunteerism as a mechanism for durable development, and the UN System.

Language skills:

• English(Mandatory), Level - Fluent

Area of expertise:

Other finance, economics and administration related experience, Finance, accounting and audit

Area of expertise details:

* Finance

* Accounting and audit

* Economic and administration

* Web-based management systems, especially Atlas and ERP financials, preferably PeopleSoft

Driving license:

No

Competencies values:

Adaptability and Flexibility, Commitment to Continuous Learning, Communication, Integrity, Planning and Organizing, Professionalism, Working in Teams

Application procedure:

* Not yet registered in the UNV Talent Pool?

Please first register your profile at https://vmam.unv.org/candidate/signup. Important: After creating your account, complete all sections of your profile and submit it. Then go to ‘My Page’ at https://vmam.unv.org/candidate/mypage and click on the ‘Special Calls’ hyperlink. Lastly, select the special call to which you would like to apply.

* Already registered in the UNV Talent Pool?

Please first update your profile at https://vmam.unv.org/candidate/profile. Then go to ‘My Page’ at https://vmam.unv.org/candidate/mypage and click on the ‘Special Calls’ hyperlink to select the special call to which you would like to apply.

Application deadline: 4-11-2020