National Administrative Officer в Офіс ООН з координації гуманітарних питань
Under the guidance and direct supervision of the OCHA Head of Office, the National Administrative Officer ensures the smooth running of all administrative, human resources management, financial and budgetary aspects of the OCHA Ukraine office. S/he analyzes and interprets the administrative and financial rules and regulations of OCHA and provides solutions to a wide spectrum of complex administrative and financial issues. The incumbent will work in support of and in close collaboration with all OCHA staff based in the sub-offices to support effective and efficient functioning of the office.
The Administrative Officer works closely together with the administrative and financial units of UNDP, the OCHA Administrative Service Branch (ASB) and the OCHA Field Support Section in Geneva.
Duties and Responsibilities
Summary of key functions:
- Implementation of operational strategies;
- Management of OCHA Ukraine financial resources;
- Management of office’s human resources and administrative requirements;
- Management of office property and supplies;
- Improving of office capacity in times of emergency;
- Ensuring harmonized inter-agency collaboration.
Ensures the management of the office’s budget focusing on achievement of the following results:
- Advise and assist the Head of Office in the preparation and coordination of financial activities; assuring the conformity of financial operations;
- Participate in the preparation and co-ordination of work and cost planning documents;
- Preparation and monitoring of budgets;
- Prepare quarterly requests for funds (financial authorizations) in line with approved cost plans;
- Coordinate the production of financial reports for headquarters and donor reporting;
- Preparation and processing of all payments;
- Manage petty cash, maintaining accurate and complete records and receipts and ensuring that replenishment is done in a timely manner;
- Prepare payroll for national staff and follow up on monthly payment orders for international staff, liaising with UNDP to ensure timely payments;
- Reconcile inter-office vouchers (IOVs) with UNDP information to confirm accuracy of accounts;
- Submit monthly reports of field expenditures.
Ensures the effective management of the office’s human resources and administrative requirements, focusing on achievement of the following results:
- Represent OCHA at meetings on administrative issues such national salary scales, common services, premises, etc;
- Liaise with OCHA ASB on financial, human resources and procurement procedures;
- In collaboration with the Department of Safety and Security (DSS) and the Head of Office assist in ensuring Minimum Operation Security Standards (MOSS) compliance for vehicle, office and residential compliance;
- Support procurement of goods through UNDP or Headquarters as indicated, ensuring appropriate processes are followed;
- Verify receipt of goods and services, ensuring specification, condition and quantities of goods are correct and paperwork is complete and properly filed;
- Organization and coordination of shipments and customs clearance;
- Ensure adequate office supplies;
- Ensure offices are well served by appropriate IT and common services;
- Support with protocol matters, registration and accreditation of staff;
- Supervision of cleaning services;
- Verify travel claims submitted for settlement and track outstanding payments;
- Coordinate the recruitment of national staff in collaboration with UNDP;
- Advise on administrative requirement of performance appraisal system; maintain system to track compliance.
- Maintain confidential personnel files, ensuring that information is complete and updated;
- Ensure separating staff have completed in-country formalities prior to departure;
- Ensure that staff time and attendance is properly maintained, verified and submitted in a timely manner to UNDP for national staff and to OCHA ASB for international staff.
Provides support to proper supply and assets management, focusing on achievement of the following result:
- Coordination of assets management, timely preparation and submission of periodic inventory reports, ensuring that all OCHA property is properly labeled, assigned and tracked;
- Maintain a recovery system for private use of OCHA assets, in particular phone and vehicle usage.
Supervising the performance of the Administrative Assistant and Driver/Clerk, ensuring regular support and mentoring and focusing on achievement of the following results:
- Effective organization of regular and ad-hoc meetings;
- Supervise and / or prepare travel authorizations, ensuring appropriate justification, costing and approvals;
- Effective management of the office filing system;
Provide administrative and financial support to surge capacity in times of an emergency, focusing on achievement of the following results:
- Provision of emergency administrative and financial support to facilitate emergency deployments of office international and national staff in-country or to any location in the world where OCHA is required to field staff for emergency coordination purposes;
- Provision of administrative and financial support to UNDAC teams and/or OCHA surge capacity missions deployed in-country.
Ensures harmonized inter-agency collaboration, focusing on achievement of following results:
- Active participation in Operations Management Team (OMT), when needed, to ensure smooth implementation of joint inter-agency activities and business practices;
- Provision of inputs to ensure smooth running of common premises and services.
- Demonstrates integrity by modeling the UN’s values and ethical standards;
- Promotes the vision, mission, and strategic goals of OCHA;
- Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.
Functional Competencies: Development and Operational Effectiveness
- Ability to provide analytical inputs to strategic planning, results-based management and reporting;
- Ability to make the analysis of requirements and parameters provided in support of financial processes in the office;
- Ability to formulate and manage budgets, contributions and investments, and transactions; conduct financial analysis, reporting and cost recovery;
- Good knowledge of accounting;
- Ability to implement new systems and affect staff behavioral/ attitudinal change.
Management and Leadership
- Builds strong relationships with clients, focuses on impact and result for the client and responds positively to feedback;
- Consistently approaches work with energy and a positive, constructive attitude;
- Demonstrates good oral and written communication skills;
- Demonstrates openness to change and ability to manage complexities.
Required Skills and Experience
- Master’s Degree or equivalent in Finance, Business Administration, Public Administration, Social Science, Economics or related field (or) A combination of relevant academic background (bachelor’s degree or equivalent) and 2 years of extensive relevant professional experience in related area.
- Minimum of 2 years of relevant experience at the national or international level in providing administrative management services and/or managing staff and operational systems;
- Good knowledge on Administration/Operations is required.
- Knowledge of OCHA and UNDP rules and procedures will be an asset;
- Proven qualities in areas related to administration;
- Good computer skills (Windows, MS Word, Excel/Spread sheets, the internet/Web) and working knowledge on Accounting/Finance computer applications software.
- Fluency in English, Ukrainian and Russian.
If youwish to apply for this or other positions with UNDP, please visitUNDP website, section jobs and apply only:
DEADLINE FOR APPLICATION IS 17 October 2018.