Управління Верховного комісара ООН з прав людини шукає procurement and finance officer. Дедлайн - 9 листопада 2018 р. (далі - англ.).

Background

Under the guidance and supervision of Programme Management Officer, Procurement and Finance Officer is responsible for ensuring the highest efficiency in financial resources management and the provision of accurate, thoroughly researched and documented financial information, effective delivery of financial services, transparent utilization of financial resources and effective delivery of procurement services. S/he analyzes and advises on interpretation of the financial, administrative and procurement rules and regulations and provides solutions to a wide spectrum of complex financial, administrative and procurement issues. Procurement and Finance Officer promotes a collaborative, client- and results-oriented approach consistent with UN rules and regulations.

Procurement and Finance Specialist supervises Administrative Assistant in coordination with Programme Management Officer with regard to logistical, procurement and finance related activities, such as UMOJA actions, administration of budgets and cost-recovery system, accounting, finance and administrative support, and provision of logistical services. Procurement and Finance Officer works in close collaboration with operations, programme and core staff of HRMMU and UNDP for resolving complex procurement and finance related issues and information exchange.

Duties and Responsibilities

Summary of key functions:

• Implementation of procurement processes, including implementation of sourcing strategy;
• Implementation of operational and financial management strategies and procedures;
• Administration of budgets and cost-recovery system, accounting, finance and administrative support, HRMMU cash management;
• Control of HRMMU Assets;
• Provision of logistical services;
• Facilitation of knowledge building and sharing.

Ensures implementation of procurement processes, including implementation of sourcing strategy, focusing on achievement of the following results:

• Ensuring full compliance of procurement activities with UN/HRMMU rules, regulations, policies and strategies, implementation of the effective internal control, proper functioning of a client-oriented procurement management system;
• Preparation of procurement plans for HRMMU Kyiv and field offices, monitoring of their implementation in coordination with Programme Management Officer and relevant core staff (requestors);
• Implementation of procurement processes including implementation of sourcing strategy, preparation and execution of RFQs, ITBs or RFPs, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UN/OHCHR rules and regulations;
• Preparation of submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP);
• Elaboration of proposals and implementation of the procurement processes monitoring system and mechanisms to eliminate deficiencies in procurement;
• Implementation of harmonized procurement services and elaboration of proposals/ analysis of requirements on common services expansion, in line with the UN reform;
• Presentation of reports on procurement in HRMMU.

Ensure implementation of operational and financial management strategies and procedures, focusing on achievement of the following results:

• Full compliance of financial and administrative activities, financial recording/reporting system and audit follow up with UN/OHCHR rules, regulations, policies and strategies; proper design and functioning of the financial resources management system, including through UMOJA;
• Monitoring of financial exception reports for unusual activities, transactions and investigation of anomalies or unusual transactions. Provision of information to Programme Management Officer on the results of the investigation when satisfactory answers are not obtained;
• Mapping of HRMMU Procurement and Finance business processes, and elaboration of the content of internal Standard Operating Procedures (SOPs) in Procurement, Logistics and Finance in consultation with direct supervisor;
• Elaboration of the internal expenditures’ control system which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted; payrolls are duly prepared; travel claims and other entitlements are duly processed, including in UMOJA;
• All financial transactions are identified, recorded and verified in compliance with IPSAS as outlined in the corporate policies and procedures;
• Timely corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers. Timely response to HQ requests to resolve financial data issues;
• Elaboration and implementation of cost saving and reduction strategies.

Ensures administration of budgets and cost-recovery system, accounting, finance and administrative support, HRMMU cash management, focusing on achievement of the following results:

• Preparation of inputs for and support in monitoring of projects’ budgets, follow-up with HQs on Authorized spending limit (ASL) for management projects;
• Maintenance of the internal expenditures control system, which ensures that vouchers processed are matched and completed, payrolls are duly prepared and processed, travel claims and other entitlements are duly processed;
• Support timely review of cash position for local accounts to ensure sufficient funds on hand for disbursements. Timely identification and recording of receipts for income application;
• Organization of cost-recovery mechanisms for services provided by HRMMU ensuring preparation of pro-forma invoices for UN agencies and monitoring through tracking system;
• Collection of information on internal and external clients’ satisfaction and needs in order to develop improvements to services;
• Ensuring that cost-sharing contributions are properly transferred on a timely basis.

Ensure proper control of HRMMU Assets throughout their lifecycle, focusing on achievement of the following results:

• Maintenance of records on assets management, including in E-Asset, preparation of reports;
• Implementation of inventory and physical verification control in HRMMU at least once a year.

Ensure provision of logistical services, focusing on achievement of the following results:

• Assist newly recruited staff upon arrival and conducts introductory training, briefs on UN rules and procedures as well as security arrangements;
• Make all necessary authorized payments, procurement and other actions in UMOJA to ensure uninterrupted operation of the HRMMU;
• Collection of information for financial and administrative surveys, support to organization of common services;
• Organization of shipments, customs clearance arrangements, preparation of documents for HRMMU shipments (received/sent), preparation of all necessary documentation, and implementation of follow-up actions;
• Coordination of regular vehicle maintenance and insurance, checking and recording of vehicle daily log and gas consumption, update and maintenance of vehicle history report;
• Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports;
• Assistance in the preparation of budget, provision of information for audit;
• Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to head of unit;
• Maintenance of the filing system ensuring safekeeping of confidential materials.

Ensure facilitation of knowledge building and sharing in HRMMU, focusing on achievement of the following results:

• Organization of trainings for core staff on procurement, finance and administration;
• Synthesis of lessons learnt and best practices on issues under portfolio for HRMMU and OHCHR HQ use;
• Sound contributions to knowledge networks and communities of practice.

Impact of Results

The key results have an impact on the overall HRMMU’s efficiency in procurement, administration and financial resources management and success in introduction and implementation of operational strategies. Accurate, thoroughly researched and documented financial and administrative information, timely and appropriate delivery of services ensure client satisfaction and enhance HRMMU’s credibility in use of financial resources.

Competencies

Functional Competencies:

• Building Partnerships. Level 2: Identifying and building partnerships. Effectively networks with local UN partners seizing opportunities to build alliances. Identifies needs and interventions for capacity building. Displays initiative, sets challenging outputs for her/himself and willingly accepts new work assignments;
• Promoting Organizational Learning and Knowledge Sharing. Level 2: Developing tools and mechanisms. Makes the case for innovative ideas documenting successes and building them into the design of new approaches. Participates in the development of mechanisms, including identifying new approaches to promote individual and organizational learning and knowledge sharing using formal and informal methodologies;
• Job Knowledge/Technical Expertise. Level 2: In-depth knowledge of own discipline. Understands advanced aspects of primary area of specialization as well as the fundamental concepts of related disciplines (such as financial resources management). Continues to seek new and improved methods and systems for accomplishing the work of the unit. Keeps abreast of new developments in area of professional discipline and job knowledge and seeks to develop her/himself professionally. Demonstrates comprehensive knowledge of information technology, especially of UMOJA, and applies it in work assignments. Continually looking for ways to enhance financial performance in the office;
• Promoting Organizational Change and Development. Level 2: Assisting the individuals to cope with change. Performs appropriate work analysis and assists in redesign to establish clear standards for implementation;
• Design And Implementation of Management Systems. Level 2: Designing and implementing management system. Makes recommendations regarding operation of systems within organizational units. Identifies and recommends remedial measures to address problems in systems design or implementation;
• Client Orientation. Level 2: Contributing to positive outcomes for the client. Anticipates client needs. Demonstrates understanding of client’s perspective. Solicits feedback on service provision and quality;
• Promoting Accountability and Results-Based Management. Level 2: Input to the development of standards and policies. Provides inputs to the development of organizational standards for accountability.

Core Competencies:

• Building support;
• Demonstrating/safeguarding ethics and integrity;
• Building staff competence, creating an environment of creativity and innovation;
• Demonstrating corporate knowledge and sound judgment;
• Creating and promoting enabling environment for open communication;
• Creating an emotionally intelligent organization;
• Leveraging conflict in the interests of HRMMU & setting standards;
• Sharing knowledge across the organization and building a culture of knowledge sharing and learning. Promoting learning and knowledge management/sharing is the responsibility of each staff member;
• Fair and transparent decision making; calculated risk-taking.

Required Skills and Experience

Education:

• Advanced (Masters) University Degree in Finance/Accounting, Business, or Public Administration. A first-level university degree in the above fields in combination with two additional years of qualifying experience may be accepted in lieu of the advanced university degree. UNDP Procurement and UMOJA certification will serve a distinct advantage.

Experience:

• Up to 2 years of relevant experience in providing financial, procurement and administrative management services and/or operational systems.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, preferably UMOJA.Experience of IPSAS and/or IFRS is required.

Language Requirements:

• Fluency in English and Ukrainian or Russian is required.

APPLICATION INSTRUCTION:

If you wish to apply for this or other positions, please visit UNDP website, section jobs and apply only:

https://jobs.partneragencies.net/erecruitjobs.html?JobOpeningId=19166&hrs_jo_pst_seq=1&hrs_site_id=2

DEADLINE FOR APPLICATIONS IS 09 November 2018.