United Nations Development Programme (UNDP)

Administrative /Finance Officer (Office of The High Commission for Human Rights)

United Nations Development Programme (UNDP)

Job Description

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence. UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks. Under the overall guidance of the Head of Office of OHCHR Yemen Country Office in Sana’a, and direct supervision of designated supervisor, the Administrative/Finance Officer provides the overall Administration, management and execution of varied and inter-related operational and logistical activities and transactions ensuring high quality and accuracy of work. The Administrative/Finance Officer promotes a client, quality and results-oriented approach.

Administrative/Finance Officer provides direct support to the Head of Office of OHCHR, and provides reliable administrative services to other high-ranking UN officials, experts, and other UN staff members on mission in the country during which course s/he has to ensure highest standards of discretion, integrity and sense of responsibility.

The Administrative/Finance Officer works in close collaboration with the operations, programme, and projects staff in the Country Office and other UN agencies staff to exchange information and ensure consistent service delivery.

Duties and Responsibilities

Summary of key functions:
  • Implementation of operational strategies.
  • Provision of effective and efficient administrative and logistical support services.
  • Support to supply and assets management.
  • Provision of effective and administrative financial control in the office
  • Provision of effective human resources management services
  • Support to knowledge building and knowledge sharing.
Ensures implementation of operational strategies, focusing on achievement of the following results:

  • Full compliance of administrative activities with UN/UNDP and OHCHR rules, regulations, policies and strategies.
  • Provision of inputs to the Country Office administrative business processes Mapping and implementation of the internal standard operating procedures (SOPs).
  • Preparation of administrative team results-oriented workplans.
  • Elaboration of proposals and implementation of cost saving and reduction strategies in consultations with office management.
Ensures effective and efficient provision of general administrative and logistical services, focusing on achievement of the following results:

  • Coordination and supervision of support staff engaged in the fields of registry, general services, telephone operator/receptionist, etc.
  • Coordination and supervision of shipments, and customs clearance, travel, events management, administrative surveys, transportation services and insurance, space management, travel services, procurement of supplies, and preparation of POs including on Umoja.
  • Presentation of thoroughly researched information for planning of financial resources for administrative services.
  • Support with protocol matters, registration of staff, coordination with local authorities, on space and other administrative matters.
  • Submission of information on administrative services provided for cost-recovery bills.
Provides proper supply, maintenance and assets management services focusing on achievement of the following results:

  • Coordination of assets management in the Country Office, timely preparation and submission of periodic inventory reports, and coordination of physical verification of inventory items.
  • Proper inventory control; supervision of proper issuance of inventory items and supplies;
  • Coordination of files and records relevant to office maintenance.
  • Coordination of the provision of reliable and quality office supplies, including stationary.
Provides effective administrative and financial control in the office, focusing on achievement of the following results:
  • Assistance in developing the office’s work program and budget; analyses inputs and formulates resource allocations by work program, or business processes.
  • Usage of Umoja, monitor budget/work program with respect to Headquarters’ budget, trust funds and grants, on a regular basis, and reallocates resources as necessary.
  • Support in the implementation of procedures and systems for implementing the appropriate finance database. Follows up pending entitlements, payments and claims.
  • Contribution to the development of budgetary guidelines for own office.
  • Implementation of the control mechanism for administrative services, maintenance of administrative and financial control records such as commitments and expenditures.
  • Review, research, verification and reconciliation of a variety of data and reports ensuring accuracy and conformance with administrative rules and regulations; coordination of creation of vendor set-up information in Atlas through UNDP, and Umoja as necessary.
  • Review of data integrity in the database, control programme; Analysis of results and initiation of corrective actions when necessary.
  • Review of travel authorizations, documentation, payments;
  • Assistance in the preparation of budget, audit and other reports;
  • Provision of researched information, reports for audit exercises.
  • Proper planning and tracking of common services budget and cost-recovery arrangements.
Provides efficient human resources management services, focusing on achievement of the following results:

  • Undertake actions related to the administration of the office’s human resources activities, e.g. recruitment, placement, promotion, performance appraisal, job classification reviews, separation of staff members, training, etc., ensuring consistency in the application of UN rules and procedures.
  • Provision of information regarding conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations;
  • Provision of information on office’s staffing needs for inclusion in the office’s staffing table;
Supports knowledge building and knowledge sharing in the country office, focusing on achievement of the following results:

  • Organization of training of operations/projects and relevant staff on administrative procedures;
  • Briefing/debriefing to staff members on general administrative matters; provision of advice and administrative support;
  • Sound contributions to knowledge networks and Communities of Practice.
Perform any other related tasks as may be required or assigned by the supervisor.

The incumbent of the position should avoid any kind of discriminatory behavior including gender discrimination and ensure that 

  • Human rights and gender equality is prioritized as an ethical principle within all actions;
  • Activities are designed and implemented in accordance with “Social and Environmental Standards of UNDP”.
  • Any kind of diversities based on ethnicity, age, sexual orientation, disability, religion, class, gender are respected within all implementations including data production.
  • Differentiated needs of women and men are considered;
  • Inclusive approach is reflected within all actions and implementations, in that sense an enabling and accessible setup in various senses such as disability gender language barrier is created;
  • Necessary arrangements to provide gender parity within all committees, meetings, trainings etc. introduced.

Competencies

Core Competencies:

Innovation: Ability to make new and useful ideas work
  • Level 4: Adept with complex concepts and challenges convention purposefully
Leadership: Ability to persuade others to follow
  • Level 4: Generates commitment, excitement and excellence in others
People Management: Ability to improve performance and satisfaction
  • Level 4: Models independent thinking and action
Communication: Ability to listen, adapt, persuade and transform
  • Level 4: Synthesizes information to communicate independent analysis
Delivery: Ability to get things done while exercising good judgement
  • Level 4: Meets goals and quality criteria for delivery of products or services
Technical/Functional Competencies:

Professionalism: Knowledge of administrative, protocol, budgetary, financial and human resources policies and procedures. Ability to apply various UN administrative rules and regulations; shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.

  •  Level 4: Apply & Adapt: Contributes skills and knowledge with demonstrated ability to advance innovation and continuous improvement, in professional area of expertise
Planning and Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required, and 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.

  • Level 4: Apply & Adapt: Contributes skills and knowledge with demonstrated ability to advance innovation and continuous improvement, in professional area of expertise
Accountability: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.

  • Level 4: Apply & Adapt: Contributes skills and knowledge with demonstrated ability to advance innovation and continuous improvement, in professional area of expertise
Team work: Works collaboratively with colleagues to achieve organizational goals
  •  Level 4: Apply & Adapt: Contributes skills and knowledge with demonstrated ability to advance innovation and continuous improvement, in professional area of expertise

Required Skills and Experience

Education:  

  • Master degree or bachelor degree in business administration, finance, commerce or accounting, information technology, law, social sciences or related area is required.
Experience:

  • Two years of progressively responsible experience in administrative or Programme Support services, protocol, finance, procurement, accounting, human resources management or related fields associated with bachelor degree is required.
  • Experience in usage of computers and office software packages (MS Word, Excel, etc.) is required.
  • Experience in UN system or international organizations or diplomatic missions is desirable.
  • Knowledge of UN/UNDP or OHCHR rules and regulations and certain software such as Umoja is an advantage.
Language Requirements:
  • Fluency in both written and spoken Arabic and English is required.
Other: 

  • Non-Smoking environment

Disclaimer

Important applicant information All posts in the GS categories are subject to local recruitment.

Applicant information about UNDP rosters Note: UNDP reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

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