Administrative & Finance Associate (Port Sudan) – UNDP
Job Description
| Job Identification | 21544 |
| Locations | Port Sudan |
| Posting Date | 10/22/2024, 11:58 AM |
| Apply Before | 11/06/2024, 06:59 AM |
| Grade | G6 |
| Vacancy Type | Fixed Term |
| Education & Work Experience | Bachelor’s Degree – 3 year(s) experience OR High School certificate- 6 year(s) experience |
| Required Languages | Fluency in English and Arabic is required. |
Background
Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.
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.
Organizational Context
The United Nations Department of Safety and Security (UNDSS) is responsible for providing leadership, operational support and oversight of the United Nations Security Management System (UNSMS) globally. As a global leader in security risk management principles, UNDSS enables the safe and effective delivery of United Nations System programmes and activities in the most complex and challenging environments, while maximizing resources. To this end, the work of the Department is aligned under a clear mission, to enable United Nations system operations through trusted security leadership and solutions.
This is a unique opportunity to join a diverse, dynamic and exciting organization gaining valuable experience where security provides great value. Besides the opportunity to gain new skills and further advance security expertise, this position offers a fulfilling environment that gives you satisfaction by contributing directly or indirectly to peace and security, human rights, and achievement of the Sustainable Development Goals (SDGs).
For more information on the Department, and how we make an impact on the world in enabling the achievement of SDGs, visit: https://www.un.org/undss/
Under the guidance and supervision of the Chief Security Advisor (CSA), the Admin and Finance Associate ensures effective execution of both admin and financial matters. This post is in Port Sudan, Sudan; however, the duty station may be subject to change, as the operational situation in the country evolves. The entire Sudan has been temporarily designated by the International Civil Service Commission as an “E” hardship and a nonfamily duty station.
Position Purpose
Under the guidance and supervision of the Chief Security Adviser, the Admin and Finance Associate ensures effective execution of both admin and financial services in the Local Cost-Shared Security Budget (LCSSB), the core budget, and any donor funding. The Admin /Finance Associate promotes a client-oriented approach consistent with UNDP rules and regulations.
The Admin/Finance Associate will work in close collaboration with AFP operation managers, programme and projects’ staff in the field in order to resolve Admin and finance-related issues and information exchange related to the budgets and funds.
Duties and Responsibilities
Provides Financial Support
1) Timely preparation of cost-recovery bills in Quantum for the services provided to UN Entities, implementation of the income tracking system and follow up on recovery.
2) Proper control of the supporting documents for payments and financial reports for the LCSSB, core budget, and any donor funding including preparation of all types of vouchers for overtime, pay cycle and payments execution.
3) Maintenance of internal expenditures control system which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in Quantum; payrolls are duly prepared and processed; travel claims, MPOs, overtime and other entitlements are duly processed.
4) Timely accounts closure.
5) Coordination of assets management under the budgets and funds, timely preparation, and submission of periodic inventory reports.
Provides Administrative Support
1) Maintenance of administrative control records such as commitments and expenditures.
2) Confirmation of availability of funds prior to review by the CSA.
3) Maintenance of data integrity in the database, control programme; analysis of results and initiation of corrective actions when necessary.
4) Coordination of common premises/services cost-recovery arrangements.
5) Proper control of supporting documents of funds and activities.
6) Provision of reliable registry services.
7) Sound contributions to knowledge networks and communities of practice
8) Provision of the information for the audit.
9) Provide clear reports on all the above,
Provision of General Assistance
1) Provide general assistance to the CSA and the UNDSS team.
2) Maintain routine and confidential files and documents.
3) Maintain contact details of authorities and stakeholders.
4) Arrange appointments and calls as appropriate, take meeting minutes and notes as required.
The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.
Supervisory/Managerial Responsibilities: None
Core Competencies
| Achieve Results: | LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline |
| Think Innovatively: | LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements |
| Learn Continuously | LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback |
| Adapt with Agility | LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible |
| Act with Determination | LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident |
| Engage and Partner | LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships |
| Enable Diversity and Inclusion | LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination |
Cross-Functional & Technical competencies
| Thematic Area | Name | Definition |
| Administration and Operations | Building, facilities & office space management | Knowledge and ability to facilitate the renovation and upgrade of offices including review of complex engineering/architectural drawings; negotiate technical agreements to ensure fully operational building infrastructure and services; design policy & procedure (POPP) for premises and facilities including space standards; manage premises and facilities; validate financial statement notes on leasehold data |
| Finance | Budget Management | Ability to support budgetary aspects of work planning process, drawing and management of team budgets |
| Finance | Accounting (general) | Knowledge of accounting concepts, principles, frameworks, standards, regulations, policies and trends, and ability to apply this to strategic and/or practical situations |
| Business Management | Digital Awareness and Literacy | Ability and inclination to rapidly adopt new technologies, either through skilfully grasping their usage or through understanding their impact and empowering others to use them as needed |
| Business Management | Communication | Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience Ability to manage communications internally and externally, through media, social media and other appropriate channel |
Required Skills and Experience
- Minimum of 6 years (with secondary education) and 3 years (with Bachelor`s degree) of progressively responsible in administration, finance and/or programme experience is required at the national or international level is required.
- Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and advance knowledge of spreadsheet and database packages, experience in handling of web-based management systems is required.
- Proven experience to perform a variety of specialized activities related to financial resources management, including formulating budgets, maintaining Accounts Receivables and Accounts Payables, making transactions, and reporting is desired.
- Experience and sound knowledge of accounting, admin, financial rules, and regulations is desired.
- Candidates with accountancy certification from an internationally accredited institute of accountancy will have a distinct advantage.
- Previous experience with the UN is a strong advantage.
- Fluency in English and Arabic is required.
Keywords
- Communication
- Planning and Organizing
- Finance
Please note that continuance of appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.
Disclaimer
Important information for US Permanent Residents (‘Green Card’ holders)
Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment.
UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.
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.
Non-discrimination
UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.
UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.
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