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.

Competencies

Core Competencies:

• 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

Education:

• 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.

Experience:

• 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.

Language Requirements:

• Fluency in English, Ukrainian and Russian.

APPLICATION INSTRUCTION:

If youwish to apply for this or other positions with UNDP, please visitUNDP website, section jobs and apply only:

https://jobs.partneragencies.net/erecruitjobs.html?JobOpeningId=18915&hrs_jo_pst_seq=1&hrs_site_id=2

DEADLINE FOR APPLICATION IS 17 October 2018.