Admin/Finance Associate в ПРООН (Київ)

ПРООН запрошує кваліфікованих і досвідчених українських фахівців подавати аплікації на посаду Спеціаліста із адміністрування та фінансів у проект “Надання послуг з організації та проведення процедур закупівель Міністерству охорони здоров’я України”. Дедлайн – 17 листопада 2016 р. (далі – англ.).

The Government of Ukraine is in urgent need to secure the availability of the State Programme medicines and essential health commodities at affordable prices and in sufficient quantities. Acknowledging the challenges of the State procurement and supply management system and following recently adopted legislation, allowing the selected international organizations to provide procurement support services, the Ministry of Health of Ukraine has requested the UN to support the procurement and distribution of a number of 2016 State Programme medicines and other medical products as an emergency measure.

UNDP in Ukraine is fully committed to play this role in resolving the immediate crisis and to support the Ministry of Health of Ukraine in its mid- and long-term efforts to reform its procurement and supply management system. UNDP brings its extensive expertise in establishing the procurement system that corresponds to the highest standards of transparency, accountability, cost-efficiency, equity and sustainability.

UNDP together with other UN Agencies (UNICEF and WHO) developed a Joint Project aimed at strengthening the national health care procurement system and thereby improving the effectiveness of diagnosis and treatment of the patients of Ukraine. Specifically, in the framework of the project, UNDP plans to (i) procure medicines and medical products for the National Public Health Programmes for 2015 and ongoing years as needed, (ii) strengthen the capacity of the Ministry of Health to ensure transparency, accountability and effectiveness of the public procurement of medicines and other medical products.

UNDP invites applications from highly qualified and experienced Ukrainian professionals for the post of Admin/Finance Associate for the Project ”Procurement Support Services to the Ministry of Health of Ukraine”.

Duties and Responsibilities

Under the direct supervision of the Procurement Specialist, the Admin/Finance Associate will be responsible for the following key tasks:

Administrative Assistance

• Perform administrative support functions to facilitate the implementation of project activities, including personnel matters, attendance records, travel arrangements, facilitating missions, office maintenance, reception/registry, procurement, contracting, communications, inventory;
• Assure smooth operational running of the project by following established operational rules and procedures, including preparation of the supporting documentation for contracts and payments;
• Contribute to the procurement plan, project annual and detailed implementation work plans and reports preparation in timely and quality manner based on the requirements of the UNDP and project donors;
• Facilitate project recruitment and personnel management; Assure due selection process of project experts and consultants is in place through advertisements in mass media, participate in selection process. Collect the documentation required for the recruitment and contract extension, promotion, separation and other related administrative actions;
• Participate in data collection, analysis and maintenance of projects related data base and files; Keep accurate electronic and paper filing, information and records systems;
• Participate in project activities (meetings, round tables, conferences, other public activities) preparation, implementation and follow up, take meeting minutes;
• Ensure that travel arrangements and authorizations, mission requests, passport and visa requests and extensions, flight bookings and all other matters related to travel of international and national project staff inside and outside Ukraine are properly and timely authorized and processed;
• Assist Procurement Associate in evaluation of tender bids, compile and prepare documentation (bid opening report, evaluation and selection reports); Facilitate and provide full support to project monitoring, evaluation and audit missions, as well as missions of experts;
• Keep accurate electronic and paper filing, correspondence register and filing, information and records systems;
• Keep updated project inventory records and assure that UNDP regulations on the equipment use, storage and proper maintenance are adhered. Assure that the project equipment transfer/disposal is being done under UNDP rules;
• Maintain contacts with the national executing agency on a variety of the project related issues;
• Provide assistance with project documents and simple correspondence translation and interpretation as needed;
• Management of project stationery and office supplies, distribution of stationary supplies as required, purchase office equipment and furniture when needed;
• Handle project telephone enquiries and correspondence;
• Participate in the trainings for the operations/projects staff on administrative and financial procedures;
• Contribute to the project’s knowledge management and learning agenda;
• Assure that due security measures are in place with regard to the project office;
• Perform other duties as assigned by the project and/or UNDP management.

Financial Assistance

• Provide day-to-day support to the project financial operations in accordance with UNDP rules and regulations and relevant SOPs;
• Prepare accurate budget revisions;
• Assist in preparation of project budget and maintain necessary budgetary controls and records;
• Prepare requests for direct payment to UNDP CO Finance unit, PO-based and non PO-base vouchers in accordance with the approved project budget;
• Create requisitions in Atlas for the project, register of good receipt in Atlas;
• Ensure timely payment requests and payments to consultants, subcontractors and service providers in accordance with established payment schedules and within the limits of the project budget;
• Prepare requests for financial authorization to UNDP CO in accordance with the approved project budget;
• Prepare accurate financial reports, including monthly and quarterly disbursement reports and financial reports for donors;
• Undertake basic financial analysis (i.e. budget variance) to support project information needs;
• Monitor expenditures and prepare financial reports and forecasts;
• Manage and maintain the Petty Cash in accordance with the established rules and regulations and ensure timely reporting and replenishment of the Account;
• Implement the internal control system which ensures that Purchase orders are duly prepared and dispatched;
• Ensure timely corrective actions on purchase orders with budget check errors, un-posted or unmatched vouchers and other problems;
• Ensure the proper closing of accounts at the end of each financial year and the preparation of all financial reports required in accordance with established UNDP financial rules and regulations;
• Closely liaise with UNDP Ukraine Financial unit, Administrative and HR Units to ensure proper coordination of actions and activities related to finance;
• Assist project management in preparation/revision of Project Implementation Plan.

Measurable outputs of the work assignment:

• Full and appropriate use of UNDP Financial Operational Policies and Procedures and UNDP Standard Operating Procedures during implementation of the Project.

Performance Indicators for evaluation of results:

• Project implementation plan is fully and timely implemented;
• Relevant outputs of the project annual work plan are fully and timely implemented.

Competencies

Competencies expected of the individual:

• Good interpersonal communication skills;
• High sense of responsibility to ensure that operational objectives, policies and requirements are met;
• Ability to work effectively as part of a team;
• Good facilitation skills;
• Strong organizational and time management skills;
• Familiarity with UN/UNDP project management procedures and experience with ATLAS would be an asset;
• Knowledge of IPSAS and/or IFRS desirable;
• Excellent usage of computers and office software packages;
• Proven writing and communication skills.

Core Competencies:

• Leadership;
• Communication;
• People Management;
• Delivery;
• Innovation;
• Demonstrate/safeguard ethics and integrity;
• Demonstrate corporate knowledge and sound judgment;
• Self-development, initiative-taking;
• Act as a team player;
• Encourage and participate in open communication in the team, communicate effectively;
• Create synergies through self-control;
• Manage conflict;
• Informed and transparent decision making.

Required Skills and Experience

• University Degree in Business Administration, Management, Economics, Finance, Accounting, or other related field;
• At least 5 years of practical experience of working in the field of administration and finance and/or other related fields;
• Experience in working on similar positions with international organizations/projects will be considered as an advantage;
• 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.
• Fluency in English, Ukrainian and Russian is required.

Disclaimer

Important applicant information

All posts in the SC 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.

Workforce diversity

UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.

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More information and application details:

https://jobs.partneragencies.net/erecruitjobs.html?JobOpeningId=6656

DEADLINE FOR APPLICATIONS IS 17/11/2016