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 guidance and supervision of the Administrative and Finance Officer, the Administrative /Finance Associate provides administrative/financial services ensuring high quality, accuracy and consistency of work. The Administrative/Finance Associate promotes a client-oriented approach consistent with OCHA’s rules and regulations.
The Administrative/Finance Associate works in close collaboration with the staff in the Country Office (CO) and with OCHA HQs staff to exchange information and ensure consistent service delivery.
Duties and Responsibilities
Summary of Key Functions:
Provision of effective and efficient administrative support services
Support to supply and assets management
Effective administrative and financial control in the office
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 UNOCHA rules, regulations, policies and strategies.
Input to the Country Office’s Administrative business processes mapping and elaboration of the internal Standard Operating Procedures.
Elaboration of proposals and implementation of cost saving and reduction strategies in consultations with office management..
Ensures effective and efficient provision of administrative support 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.
Oversee and expedite the process of shipping, importing and customs clearance, where necessary, distributing, imported equipment.
Make travel arrangements for staff, events management, coordinate transportation services and insurance and space management.
Preparation of procurement plans for the office and their implementation and monitoring; organization of procurement processes including preparation of UN procurement documentation, receipt of quotations/bids, etc. and their evaluation; preparation of purchase orders; implementation of internal control system; preparation of reports on procurement for the office.
Development and update of a roster of suppliers, implementation of supplier selection and evaluation.
Follow up with UNDP on finance/procurement and other administrative/HR service requests.
Support with protocol matters, registration of staff, coordination with local authorities on administrative matters.
Submission of information on administrative services provided for cost-recovery and liaise with the service providers for timely payments.
Maintain the Admin/Finance office filing system in a sound and coherent manner with archiving of related files when necessary.
Provides support to supply and assets management, focusing on achievement of the following result:
Coordination of assets management in the Country Office, timely preparation periodic inventory reports, coordination of physical verification of inventory items.
Coordination/ provision of reliable and quality office supplies.
Ensures effective administrative and financial control in the office, focusing on achievement of the following results:
Processing of payments through UNDP/Umoja and ensure timely preparation of cost-recovery of services provided by UNSMIL.
Implementation of the control mechanism for administrative services, maintenance of administrative control records such as commitments and expenditures.
Review, verification and reconciliation of a variety of data and reports ensuring accuracy and conformance with administrative rules and regulations; creation of Business Partners in UMOJA.
Create staff travel authorizations, raise Expense Reports in Umoja for final payments
Provide input for the preparation of the Country Office budget.
Provides Human Resources support focusing on the following:
Assist in smooth implementation of recruitment process including review of Terms of Reference, post classification, vacancy announcements, screening of eligible candidates, shortlisting of candidates, reference checks, preparation of interview reports. Assist in compliance review of the recruitment documentation and timely submission to UNDP for CRP’s review.
Keep track of contract expiry dates and process contract extensions in a timely manner.
Maintain HR records and ensure coherent filing system, manage staff attendance and maintain records of absence of leave.
Support knowledge building and knowledge sharing in the Country Office, focusing on achievement of the following results:
Organization of training for the administration staff.
Briefing to staff members on general administrative matters; provision of advice and administrative support.
Sound contributions to knowledge networks and communities of practice.
Performs any other administrative duties as required.
The key results have an impact on the efficiency of the unit. Effective and efficient of office operation, in terms of administration/financial as well as support in general affairs of office in Tunis.
Promoting Organizational Learning and Knowledge Sharing
Level 1.1: Basic research and analysis
Researches best practices and poses new, more effective ways of doing things
Documents innovative strategies and new approaches
Identifies and communicates opportunities to promote learning and knowledge sharing
Job Knowledge/Technical Expertise
Level 1.1: Fundamental knowledge of processes, methods and procedures
Understands the main processes and methods of work regarding to the position
Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks
Identifies new and better approaches to work processes and incorporates same in own work
Strives to keep job knowledge up-to-date through self-directed study and other means of learning
Demonstrates good knowledge of information technology and applies it in work assignments
Promoting Organizational Change and Development
Level 1.1: Presentation of information on best practices in organizational change
Documents ‘best practices’ in organizational change and development within and outside the UN system
Demonstrates ability to identify problems and proposes solutions
Level 1.1: Maintains effective client relationships
Reports to internal and external clients in a timely and appropriate fashion
Organizes and prioritizes work schedule to meet client needs and deadlines
Establishes, builds and sustains effective relationships within the work unit and with internal and external clients
Responds to client needs promptly
Promoting Accountability and Results-Based Management
Level 1.1: Gathering and disseminating information
Gathers and disseminates information on best practice in accountability and results-based management systems
Prepares timely inputs to reports
Demonstrating/safeguarding ethics and integrity
Demonstrate corporate knowledge and sound judgment
Self-development, initiative-taking
Acting as a team player and facilitating team work
Facilitating and encouraging open communication in the team, communicating effectively
Creating synergies through self-control
Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member.
Informed and transparent decision making.
Required Skills and Experience
Secondary education. University Degree in Business/Public Administration, Social Sciences or related field is desirable but not a requirement.
7 years of relevant experience in administration or Programme support services. Experience in office software packages (MS Word, Excel, etc.). Experience in handling of web-based management systems.
Language and requirements:
Fluency in English and Arabic (both oral and written).
Please click on the link below to apply:
https://jobs.partneragencies.net/erecruitjobs.html?JobOpeningId=36597
