Admin and Finance Assistant

Aden | Mukalla | Ibb | Hodeidah | Sanaa

Organization: UNDP - United Nations Development Programme
Location: Aden | Mukalla | Ibb | Hodeidah | Sanaa
Grade: Administrative support - Administrative Services and Support - Generally no need for Higher Education
Occupational Groups:
- Operations and Administrations
- Administrative support
- Banking and Finance
Closing Date: 2024-01-28

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.

Job Purpose and Organizational Context:

Under the overall guidance and supervision of the Chief Security Adviser (CSA)/ Deputy Chief Security Adviser (DCSA)/ the Admin and Finance Assistant provides support to UNDSS office operations and performs a variety of standard administrative and finance processes ensuring high quality and accuracy of work of UNDSS offices. The Admin and Finance Assistant works in close collaboration with the UNDP Operations unit.

The incumbent will be required to undertake administrative functions within his/her duties.

Duties and Responsibilities

1.) Provide support for effective administrative and financial control in the UNDSS offices

Provide general administrative support to the UNDSS offices.
Provide guidance for all administrative matters to regional Field Security Coordination Officers (FSCOs) and LSAs in UNDSS Offices in Sana’a, Aden, Hodeida, Ibb, Sa’ada, Mukalla and other Operations hubs.
Acts as Focal Point with UNDP on administrative matters, as the conduit between UNDSS, UNDP, UN Agencies, Funds and Programmes for follow-up action.
Represent UNDSS at selected meetings, subgroups and networks in accordance with mission requirements and as directed by the Chief Security Advisor (CSA) or the Deputy Chief Security Advisor (DCSA).

2.) Facilitate all UNDSS Procurement, Finance, Travel and General services:

Facilitate all UNDSS payments through UNDP finance unit.
Identify the Equipment needs and develop the Annual Procurement Plan for UNDSS country office as well as the Hubs.
Create E-requisitions, register the receipt of goods in Al Quantum and follow up the process with UNDP Procurement unit.
Review travel authorizations, documentation, payments.
Acts as UNDSS FP for UNHAS /UNMHA flights and facilitates all travel arrangements.
Arrange and coordinate different security meetings, workshops and training throughout the year as required.
Assist in the Fleet Management of UNDSS vehicles and drivers, following through on the maintenance schedules, insurance and track the movement, record of the mileage and monitor fuel consumption; divers leave, roster and duty/standby drivers as well as the planning of UNDSS missions in terms of required logistics.

3.) Initiate HR issues for all UNDSS CO staff:

Facilitate the recruitment, contracts renewal, leave internal monitoring, Results and Performance Management Development (PMDs).
UNLP requisitions /renewals with UNDP HR unit and any other UNDP/UNDSS HR matters

4.) Assist in the preparing and managing of the UNDSS budgets:

Assist in the management of the UNDSS budgets (Core budget, Extra- budgetary fund and LCSSB).
Assist in the budget narratives, monitoring the expenses, generating expenditure reports as required.
Follow-up on all UNDSS finance matters closely with UNDP Finance unit

5.) Inventory Management of all Assets/ equipment for UNDSS offices:

Maintain records on assets management and prepare reports.
Maintain the filing system ensuring safekeeping of confidential materials.
Create the vouchers (issue, handover and write offs) according to UNDSS/UNDP procedures

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Competencies:

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
Business Management	Customer Satisfaction/Client Management	Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers' needs. Provide inputs to the development of customer service strategy. Look for ways to add value beyond clients' immediate requests. Ability to anticipate client's upcoming needs and concerns.
Business Management	Working with Evidence and Data	Ability to inspect, cleanse, transform and model data with the goal of discovering useful information, informing conclusions, and supporting decision-making
Administration & Operations	UN travel documents	Knowledge of regulatory frameworks and processes related to UN travel documents; ability to facilitate the insurance of UN travel documents for UNDP and UN agencies; processing of visas, and ensure oversight and endorsement.
Technical - Finance	Budget management	Ability to support budgetary aspects of work planning process, drawing and management of team budgets
Administration & Operations	Asset Management	Knowledge of policy & procedures on PP&E; ability to prepare financial statements on PP&E; maintain Asset Management Module in ERP, perform analytical review of AM reports and asset information to ensure completeness and accuracy of asset information
Administration & Operations	Vehicle management	Knowledge of policy and procedures on fleet management
Procurement	Procurement Management	The ability to acquire goods, services or works from an outside external source.

Required Skills and Experience

Education:

Secondary education is required.
University Degree in Business Administration, Public Administration, or equivalent field will be given due consideration, but it is not a requirement.

Experience:

Minimum of 5 years (with high school diploma) or 2 years (with bachelor’s degree) of relevant experience in administration or programme support services.
Experience in the use of computers, office software (MS Word, Excel, etc), database packages, and web-based management systems such as ERP is required.
Experience in providing administrative support, including organizing meetings/events, logistical support, and tracking expenses is an asset.
Experience in maintaining project records and documentation, including budgets, contracts, and project plans is an advantage.
Certifications in Administration or Finance or Procurement are desirable.
Prior experience with the UN system or an international NGO is preferable.
Experience in handling web-based management systems and ERP financials, are an asset.
Experience and knowledge of project management processes is an asset.

Language Requirements:

Fluency in both written and spoken English and Arabic required.

Disclaimer

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.

Scam warning

The United Nations does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web.

We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.

Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.

Apply