Disclaimer: The screening of your application will be
conducted based on the information in your profile. Before applying, we
strongly suggest that you review your profile to ensure completeness,
especially the education and experience sections.
Applications to vacancies must be received before midnight Copenhagen time
(CET) on the closing date of the announcement.Vacancy code: VA/2013/B5001/1703
Position title: Administration & Finance Assistant
Level: ICS-6
Department/office: NAO, Mine Action
Duty station: Mogadiscio, Somalia
Contract type: Local ICA Support
Contract level: LICA-4
Duration: 1 year
Application period: 11-Jan-2013 to 25-Jan-2013
Background Information - UNOPS
“UNOPS plays a critical role in providing management services for our life-saving, peacebuilding, humanitarian and development operations. I have seen many examples of how these activities help suffering people in troubled parts of the world.”
-Ban Ki-moon, United Nations Secretary-General
UNOPS mission is to expand the capacity of the UN system and its partners to implement peacebuilding, humanitarian and development operations that matter for people in need.
Working in some of the world’s most challenging environments, UNOPS vision is to always satisfy partners with management services that meet world-class standards of quality, speed and cost effectiveness.
By assisting UN organizations, international financial institutions, governments and other development partners, UNOPS makes significant, tangible contributions to results on the ground.
UNOPS employs more than 6000 personnel and on behalf of its partners creates thousands more work opportunities in local communities.
With its headquarters in Copenhagen, Denmark, a network of five regional offices and a further 20 operations and project centres, UNOPS oversees activities in more than 80 countries.
UNOPS is committed to achieving a truly diverse workforce.
Background Information - NAO
North America Regional Office
The UNOPS North America Regional Office provides services that help implement projects for a range of partners, and support operations run by the UNOPS Mine Action Cluster, Small Grants Cluster and Development Group Cluster.
In addition, the office serves as a liaison between UNOPS headquarters and its Executive Board, which supports and supervises UNOPS activities globally.
Background Information - MAS
Mine Action Cluster
The UNOPS Mine Action Cluster was established in 1997. Based in New York, it has helped partners to significantly improve the lives of people in more than 30 countries across the world.
The UNOPS Mine Action Cluster has supported Mine Action efforts in both emergency and post conflict settings.
It delivers fast procurement, recruitment and management services to facilitate humanitarian aid and launch emergency mine clearance.
Functional Responsibilities
- Assistin
preparation of draft contracts for individuals
orinstitutions/agencies/companies and travel requirements and estimate
costs andfollow up implementation once approved.
- Coordinate
administrative and logistical agreements for events/meetings, prepare differentcorrespondence
on the above matters and ensure follow up system.
- Responsiblefor
maintaining complete and accurate files and processing
administrativematters in compliance with UNOPS rules and regulations.
- Ensureto
keep track of contractual obligations in line with the timelines
- Responsibleto
register incoming and outgoing correspondence for the Mine Action Office
anddistribute accordingly.
- Reviewand
process administrative forms (Travel Authorization, DSA,
TravelExpenditure, Leave Requests, etc) for personnel and obtain
authorization fromthe Project Manager as appropriate.
- Monitordaily
attendance registration of personnel.
- Supportpersonnel
including drivers, cleaners and guards including identifying trainingneeds
and performing regular performance evaluations.
- Responsible
for regular maintenance of office compound and facilities
- Ensure
maintenance of generators on regular basis and keep record of fuel
consumption.
- Ensureprovision
of supplies including the procurement of non-works items whenrequired.
- Monitorthe
vehicles, including daily monitoring of vehicle log books, fuel usage
andvehicle maintenance.
- Ensuretimely
maintenance of vehicle in cost effective manner.
- Preparemonthly
fuel consumption reports with analysis for vehicles and generators.
- Facilitateand
provide support to any other project office functioning within
thecompound, as needed.
- Responsiblefor
updating and periodically checking the physically inventory of
assetslocated at the office, coordinating with the Logistics Office when
required.
- Ensure
adherence to UNOSP security rules and regulations by drivers, guards and
otherstaff.
- Closelyliaise
with Security focal point and radio operations, ensuring
operationalcommunication equipment.
- Coordinate
with IT and Logistics Offices to ensure operational IT and
communicationsystems are available and operational in the office.
Finance:
- Responsiblefor
the financial administration and reporting of the office, including
thepreparation of monthly expenses report for works and non-works
expenditure;
- Prepareand
submit operational advance requests, whenever needed and keep track of
allexpenses.
- Ensuretimely
preparation and submission of expense reports and replenishment of OA
asneeded.
- Preparevouchers
and disburse payments based on authorized expenditures as per rulesand
regulations.
- Maintainaccurate
record of operational advance expenditure.
- Responsiblefor
the preparation and disbursement of the monthly local contractual
payments;
- Prepareand
process training allowances in coordination with the, EMSSS, HumanitarianDemining
and Communication Units.
- Review
of payment requests for completeness prior to processing to ensure
thatdocumentation is complete and all information concerning the payment
has beensupplied; proper accounting codes used; certification of servicesrendered/goods
delivered is written on the payment document and duly signed byauthorized
officials;
- Ensurethat
paymentto sub-contractors are in compliance with terms and conditions
ofagreement.
- Assistin
processing payments related to labour payments.
- Frequentcontact
with the local bank to obtain day to day information on changes
inprocedures and bank regulations, etc.
- Keepdetailed
records of all project expenditures.
- Preparepayment
requests/travel claims and ensure that all supporting documentation
areattached before submission to Support Services Officer for signature.
- Assistin
processing financial claims and facilitate approval through
ensuringappropriate documentation and record keeping in line with UNOPS
rules.
Perform any other duties as required.
Education/Experience/Language requirements
Education/Experience/Language requirements
- Secondary
Education required. Bachelor’s Degree in Business Administration, Finance,
Administration or other relevant field will be highly advantageous;
- Minimum
5 years relevant experience in administration and finance position; 2
years of which must be from an international organization, international
NGO or the UN;
- Previous
experience on a large-scale infrastructure programme will be an asset ;
- Previous
experience in managing and supervising personnel will be an asset;
- Fluency
in English written and verbal is required
Competencies
- Demonstrate
attention to detail, good organizational and planning skills
- Has
good problem solving skills
- Mustbe
a self starter
- Hasgood
interpersonal and communication skills
- Intermediatecomputer
skills (MS Office and PowerPoint)
- Beable
to work in a multi-cultural environment
Additional Considerations
- Please
note that the closing date is midnight Copenhagen time (CET)
- Applications
received after the closing date will not be considered.
- Only
those candidates that are short-listed for interviews will be notified.
- Qualified
female candidates are strongly encouraged to apply.
- For
staff positions UNOPS reserves the right to appoint a candidate at a lower
level than the advertised level of the post
- The
incumbent is responsible to abide by security policies, administrative
instructions, plans and procedures of the UN Security Management System
and that of UNOPS.
Contract type, level and duration
Contract type:Individual Contractor
Contract level: 4
Contract duration: One year with possibility of extension, subject to availability of funds
For more details about the ICA contractual modality, please follow this link:
http://www.unops.org/ENGLISH/WHOWENEED/CONTRACT-TYPES/Pages/Individual-Contractor-Agreements-ICAs.aspx
To Apply:
https://gprs.unops.org/pages/ViewVacancy/ApplyVacancy.aspx?id=1703
Contract type:Individual Contractor
Contract level: 4
Contract duration: One year with possibility of extension, subject to availability of funds
For more details about the ICA contractual modality, please follow this link:
http://www.unops.org/ENGLISH/WHOWENEED/CONTRACT-TYPES/Pages/Individual-Contractor-Agreements-ICAs.aspx
To Apply:
https://gprs.unops.org/pages/ViewVacancy/ApplyVacancy.aspx?id=1703