Background
UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.
UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.
The Administrative and Finance Associate supports the Operations Analyst in ensuring execution of transparent and efficient administrative processes and transactions, implementation of operational strategies, assets management, support to administrative and financial control, support to common services, support to knowledge building and knowledge sharing. S/he provides support to areas related to common services, assets protocol, travel, and events, etc. S/he works in close collaboration with the Operations team, programme team, UN Agencies, Government officials, technical advisors, and experts.
The Administrative and Finance Associate supports in maintaining a regular working relationship with agencies occupying common premises in UN compound and works in close collaboration with staff of the agencies. S/he will provide support to the Operations Analyst in the work of the Operations Management Team (OMT) working group.
She/he will support the Operations Analyst in planning, monitoring and forecasting of admin resources in accordance with UNDP rules and regulations. He/She follows the processes and procedures, focusing on compliance and achievement of strong administrative services/common premises operation across UN House collaborating successfully with all stakeholders to ensure compliance and effective delivery of services.
Duties and Responsibilities
Summary of Key Functions:
- Support the implementation of the Common Services Account and liaise with members of OMT on Common Services procedural functions;
- Ensure proper financial resources management related to the common services, including planning of the available resources, forecasting of needs;
- Handle the accounting and administrative tasks related to the Common Services Account and of shared services in the common premises;
- Supports Common Services Assets management.
1. Support the implementation of the Common Services Account and liaise with members of OMT on Common Services procedural functions focusing on achievement of the following results:
- Ensure accurate recording of all common services expenditures and budgets;
- Prepare forecasts and monitor and collect contributions from the participating Agencies on a timely basis;
- Assist in the preparation of annual budget for CSA including common premises (UN House) for the approval of the participating UN agencies;
- Disseminate timely financial reporting pertaining to CSA and OMT to all participating agencies;
- Provide necessary administrative support ensuring the efficient management of various office facilities;
- Support the efficient implementation of UN/DP commitment towards “Greening the blue”.
2. Ensure proper financial resources management related to the common services, including planning of the available resources, forecasting of needs focusing on the achievement of the following results:
- Assist in preparation and monitoring of Annual work plan;
- Assist in planning meetings and ensuring that they are held on regular and need-based basis;
- Ensure agencies are informed about status of workplan and other projects;
- Monitor and prepare inventory report for cost shared expendable and non-expendable property located in the UN common premises and preparation of the inventory report relating to these assets;
- Provide quarterly expenditure report to the participating UN Agencies;
- Track space occupied by participating UN Agencies and proportionate cost sharing based on the space occupied.
3. Handle the accounting and administrative tasks related to the Common Services Account and of shared services in the common premises, focusing on achievement of the following results:
- Assist in preparation and monitoring of Annual work plan;
- Assist in planning meetings and ensuring that they are held on regular and need-based basis;
- Ensure agencies are informed about status of workplan and other projects;
- Monitor and prepare inventory report for cost shared expendable and non-expendable property located in the UN common premises and preparation of the inventory report relating to these assets;
- Provide quarterly expenditure report to the participating UN Agencies;
- Track space occupied by participating UN Agencies and proportionate cost sharing based on the space occupied;
- Extraction of data from various sources.
4. Supports the assets management focusing on achievement of the following result;
- Receiving, inspecting and verification of all incoming equipment, furniture and supplies and scheduling deliveries to users;
- Ensuring the tagging all furniture/equipment upon receipt from the supplier. Keep and updated registry of non-expendable property and track movement of assets;
- Facilitate the physical assets disposal. Documentation preparation for submission to CAP; follow up on request and liaise with requesting unit and maintenance for disposal action and entry in Atlas of all the requisite details for recording disposals;
- Support to the annual physical inventory verification exercise by checking the accuracy of records and location of property;
- Preparation of inventory reports as required.
- Maintenance of the filing system ensuring safekeeping of confidential materials.
Competencies
Core competencies
- Achieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline;
- Think Innovatively: LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements;
- Learn Continuously: LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback;
- Adapt with Agility: LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible;
- Act with Determination: LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident;
- Engage and Partner: LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships;
- Enable Diversity and Inclusion: LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination.
Cross-Functional & Technical competencies
Finance
- Accounting (General);
- Knowledge of accounting concepts, principles, frameworks, standards, regulations, policies and trends, and ability to apply this to strategic and/or practical situations;
- Understands how regulations and professional standards in internal and external audit underpin audit work in the public services;
- Understands the key stages of audit work, including planning, documentation, testing and reporting;
- Ability to examine and verify accounts and records;
- Understands wider mechanisms for assurance and scrutiny;
- Understands the law and best practice relating to anti-bribery and corruption controls and the fraud risks faced by public bodies.
Financial reporting and analysis
- Understands changes in regulatory, legal and ethical frameworks and standards for financial reporting in the public sector. Ability to extract, evaluate financial data, derive relevant findings and present them in a meaningful and coherent manner to facilitate effective decision making and performance monitoring. Understands the benefits of integrated reporting, including non-financial resources such as human, social and intellectual capital, and environmental and governance performance.
Business Direction & Strategy
- Business Acumen
- Knowledge and understanding of the operational framework in the organization and ability to make good judgments and quick decisions within such frameworks
Business Development
- Knowledge Generation
- Ability to research and turn information into useful knowledge, relevant for context, or responsive to a stated need
Business Management
- Resource Management
- Ability to allocate and use resources in a strategic or tactical way in line with principles of accountability and integrity.
- Operations Management
- Ability to effectively plan, organize, and oversee organisation’s business processes in order to convert its assets into the best results in the most efficient manner. Knowledge of relevant concepts and mechanism.
Required Skills and Experience
Education:
- Secondary Education.
- University Degree in Finance, Business, Public Administration or related fields is desirable but not a requirement.
- Part-qualified accountants from an internationally recognized institute of accountancy will have a distinct advantage.
- Specialized certification in Accounting or Finance is highly desirable.
Experience:
- Minimum 6 years (with Secondary Education) or 3 years (with Bachelor degree) of relevant finance and admin experience at the national or international level is required;
- Experience in the usage of computers and office software packages (MS Word, Excel, etc) and knowledge of spreadsheet and database packages, experience in handling of web-based management systems;
- Experience with ERP financials, preferably PeopleSoft, desirable;
- Knowledge of IPSAS and/or IFRS desirable.
Language Requirement
- Proficiency in English and Sesotho.
Please note that continuance of appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.
Disclaimer
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.
Scam warning
The United Nations does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web.
Closing date: 28 May 2022