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FINANCE AND ADMINISTRATIVE ASSOCIATE
Job ID: 3549
Grade: SB3
Vacancy Type: Service Contract (SC)
Posting Type: External
Contract Duration: Initial duration of one year
BACKGROUND
Organizational Setting and Reporting Relationships:
This position is based within the United Nations Office on Drugs and Crime (UNODC) Country Office in Nigeria (CONIG). The incumbent will be responsible for providing operational and administrative support to the project.
Working under the direct supervision of the Project Finance Officer, and the guidance of the Project Coordinator the incumbent will be responsible for assisting the Project Core Team with organizing travels, supporting organization of events, organizing workshops, preparing documents for dissemination, and providing secretarial support for the project.
S/he will also provide support in all financial aspects of the project, as shall be deemed expedient.
DUTIES AND RESPONSIBILITIES
Provide financial support services to the project, including assisting in preparing budgets and financial reports
Undertake business finance process mapping and ensure proper accounting for project expenditures
Adapt and implement processes and procedures to ensure full compliance with UN, UNODC and UNDP rules, regulations, financial records, reports, audit requirements, and internal controls
Ensure effective and efficient administration of budget and functioning of the optimal cost-recovery system
Ensure proper cash management, including assistance to the Finance Officer in managing and disbursing project related cash
Process payment requests and documents in a timely manner for execution
Assist in the preparation, monitoring, and management of technical contracts for the provision of goods and services
Initiate activities leading to procurement, maintenance, monitoring and disposal of items
Assist in ensuring that internal control systems are observed and all relevant records and files are maintained
Carry out various administrative tasks in support of the project, including managing correspondence, keeping appointments, arranging various meetings, ordering for supplies, and other related tasks
Assist in implementation of project activities, such as workshops, meetings, press events, and training including liaison with counterpart agencies, at appropriate levels, to ensure cooperation/coordination of project activities and alert supervisors on problems and opportunities arising during project implementation
Assist in preparing Receipt and Inspection (R & I) reports for submission to relevant procurement units and auditing missions
Review, prepare, and defend requests to the committee on contracts (CC) as may be required
Undertake asset management and inventory
Assists with human resource management functions, including initiating engagement processes, such as monitoring, reviewing and following-up on actions related to the engagement of consultants, project personnel, facilitators, interns, volunteers and other key individuals. In this connection, provide assistance and guidance to project personnel with respect to administrative procedures, processes, and practices
Perform other related tasks, as required.
COMPETENCIES
Professionalism:
Sound knowledge and understanding of concepts and approaches relevant to budgetary and financial management; demonstrable knowledge of database administration;
Extensive knowledge of the financial rules and regulations of the United Nations as well as familiarity with UN policies and procedures as they relate to programme budgeting and financial administration;
Demonstrable commitment to the values of the United Nations, particularly integrity in daily activities and behaviours;
Demonstrated professional competence and mastery of administrative processes;
Ability to perform a range of administrative functions, including event planning and organizing and human resources administration;
Ability to map out potential risks and make contingencies, as required;
Shows pride in work and achievements;
Is conscientious and efficient in meeting commitments, observing deadlines and achieving results;
Is motivated by professional rather than personal concerns;
Shows persistence when faced with difficult problems or challenges.
Accountability:
Takes ownership of responsibilities and honours commitments;
Delivers outputs for which one has responsibility within prescribed time, cost, and quality standards;
Operates in compliance with organizational regulations and rules;
Takes responsibility for delegated assignments;
Takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.
Teamwork:
Proven interpersonal skills and the ability to establish and maintain effective working relations with people in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity;
Works collaboratively with colleagues within and outside UNODC;
Is willing to learn from others;
Places team agenda before personal agenda; support and acts in accordance with final group decision , even when such decisions may not entirely reflect own positions;
Shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
Client Orientation:
Considers all those to whom services are provided to be “clients” and seeks to see things from the clients’ point of view;
Establishes and maintains productive partnerships with clients by gaining their trust and respect;
Identifies clients’ needs and matches them to appropriate solutions;
Monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems;
Keeps clients informed of progress or setbacks in projects;
Meets timeline for delivery of products or services to client.
Planning & Organizing:
Able to establish priorities and to plan, coordinate and monitor work while prioritizing competing demands;
Able to maintain tight deadlines;
Knowledge of how to develop clear goals that are consistent with agreed strategies;
Foresees risks and allows for contingencies when planning;
Monitors and adjusts plans and projects as necessary; uses time efficiently
REQUIRED SKILLS AND EXPERIENCE
EDUCATION:
Senior Secondary Education Certificate, with specialized certification in Accounting and Finance. University Degree in Finance, Business or Public Administration desirable, is an added advantage but it is not a requirement
EXPERIENCE:
A minimum of six (6) years of progressive experience in finance, administration, budget preparation, budget monitoring and analysis are required.
Experience in UN/UNDP financial procedures is an asset. Experience in the usage of computers and office software packages (MS Word, Excel, Access, Power Point, MS Publisher, etc.) is also required.
Experience in ATLAS, FOML and UMOJA systems will be considered a plus.
Experience of IPSAS and/or IFRS an asset. Knowledge of European Union financial procedures an advantage.
Other Skills:
Up-to-date knowledge and practical experience of auditing approaches and practices, especially of public or international institutions is desirable.
Language Requirements:
English and French are the working languages of the United Nations Secretariat.
Fluency in English, with excellent drafting skills, is essential.
Knowledge of other main lan guages in Nigeria would be an advantage
LIAISON ADMIN ASSISTANT
Job ID: 3545
Grade: SB3
Vacancy Type: Service Contract (SC)
Posting Type: External
Contract Duration: Initial Contract Duration of One Year
BACKGROUND
Organizational Setting and Reporting Relationships:
This position is based within the United Nations Office on Drugs and Crime (UNODC) Country Office in Nigeria (CONIG). The incumbent will be responsible for providing operational and administrative support to the project.
Working under the direct supervision of the Project Finance Officer, and the guidance of the Project Coordinator the incumbent will be responsible for assisting the Project Core Team with organizing travels, supporting organization of events, organizing workshops, preparing documents for dissemination, and providing secretarial support for the project.
S/he will also provide support in all financial aspects of the project, as shall be deemed expedient.
DUTIES AND RESPONSIBILITIES
Description of Specific Responsibilities:
Provide financial support services to the project, including assisting in preparing budgets and financial reports
Undertake business finance process mapping and ensure proper accounting for project expenditures
Adapt and implement processes and procedures to ensure full compliance with UN, UNODC and UNDP rules, regulations, financial records, reports, audit requirements, and internal controls
Ensure effective and efficient administration of budget and functioning of the optimal cost-recovery system
Ensure proper cash management, including assistance to the Finance Officer in managing and disbursing project related cash
Process payment requests and documents in a timely manner for execution
Assist in the preparation, monitoring, and management of technical contracts for the provision of goods and services
Initiate activities leading to procurement, maintenance, monitoring and disposal of items
Assist in ensuring that internal control systems are observed and all relevant records and files are maintained
Carry out various administrative tasks in support of the project, including managing correspondence, keeping appointments, arranging various meetings, ordering for supplies, and other related tasks
Assist in implementation of project activities, such as workshops, meetings, press events, and training including liaison with counterpart agencies, at appropriate levels, to ensure cooperation/coordination of project activities and alert supervisors on problems and opportunities arising during project implementation
Assist in preparing Receipt and Inspection (R & I) reports for submission to relevant procurement units and auditing missions
Review, prepare, and defend requests to the committee on contracts (CC) as may be required
Undertake asset management and inventory
Assists with human resource management functions, including initiating engagement processes, such as monitoring, reviewing and following-up on actions related to the engagement of consultants, project personnel, facilitators, interns, volunteers and other key individuals. In this connection, provide assistance and guidance to project personnel with respect to administrative procedures, processes, and practices
Perform other related tasks, as required.
COMPETENCIES
Professionalism:
Sound knowledge and understanding of concepts and approaches relevant to budgetary and financial management; demonstrable knowledge of database administration;
Extensive knowledge of the financial rules and regulations of the United Nations as well as familiarity with UN policies and procedures as they relate to programme budgeting and financial administration;
Demonstrable commitment to the values of the United Nations, particularly integrity in daily activities and behaviours;
Demonstrated professional competence and mastery of administrative processes;
Ability to perform a range of administrative functions, including event planning and organizing and human resources administration;
Ability to map out potential risks and make contingencies, as required;
Shows pride in work and achievements;
Is conscientious and efficient in meeting commitments, observing deadlines and achieving results;
Is motivated by professional rather than personal concerns;
Shows persistence when faced with difficult problems or challenges.
Accountability:
Takes ownership of responsibilities and honours commitments;
Delivers outputs for which one has responsibility within prescribed time, cost, and quality standards;
Operates in compliance with organizational regulations and rules;
Takes responsibility for delegated assignments;
Takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.
Teamwork:
Proven interpersonal skills and the ability to establish and maintain effective working relations with people in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity;
Works collaboratively with colleagues within and outside UNODC;
Is willing to learn from others;
Places team agenda before personal agenda; support and acts in accordance with final group decision , even when such decisions may not entirely reflect own positions;
Shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
Client Orientation:
Considers all those to whom services are provided to be “clients” and seeks to see things from the clients’ point of view;
Establishes and maintains productive partnerships with clients by gaining their trust and respect;
Identifies clients’ needs and matches them to appropriate solutions;
Monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems;
Keeps clients informed of progress or setbacks in projects;
Meets timeline for delivery of products or services to client.
Planning & Organizing:
Able to establish priorities and to plan, coordinate and monitor work while prioritizing competing demands;
Able to maintain tight deadlines;
Knowledge of how to develop clear goals that are consistent with agreed strategies;
Foresees risks and allows for contingencies when planning;
Monitors and adjusts plans and projects as necessary; uses time efficiently
REQUIRED SKILLS AND EXPERIENCE
EDUCATION:
Senior Secondary Education Certificate, with specialized certification in Accounting and Finance. University Degree in Finance, Business or Public Administration desirable, is an added advantage but it is not a requirement.
EXPERIENCE:
A minimum of six (6) years of progressive experience in finance, administration, budget preparation, budget monitoring and analysis are required.
Experience in UN/UNDP financial procedures is an asset. Experience in the usage of computers and office software packages (MS Word, Excel, Access, Power Point, MS Publisher, etc.) is also required.
Experience in ATLAS, FOML and UMOJA systems will be considered a plus.
Experience of IPSAS and/or IFRS an asset. Knowledge of European Union financial procedures an advantage.
Other Skills:
Up-to-date knowledge and practical experience of auditing approaches and practices, especially of public or international institutions is desirable.
Language Requirements:
English and French are the working languages of the United Nations Secretariat.
Fluency in English, with excellent drafting skills, is essential.
Knowledge of other main lan guages in Nigeria would be an advantage
OPERATIONS & PROCUREMENT OFFICER
Job ID: 3544
Grade: SB4
Vacancy Type: Service Contract (SC)
Posting Type: External
Contract Duration: Initial contrat duration of one year
BACKGROUND
Organizational Setting and Reporting Relationships:
This position is based within the United Nations Office on Drugs and Crime (UNODC) Country Office in Nigeria (CONIG), working from the Lagos based Project Office of the project, “Response to Drugs and Related Organised Crime in Nigeria”.
Working under the direct supervision of the Project Coordinator and the guidance of the UNODC Finance Officer and the Operations Manager (CONIG), the Project Operations and Procurement Officer is responsible for effective and transparent execution and coordination of all procurement and logistical requirements of the project.
DUTIES AND RESPONSIBILITIES
The Project Finance and Operations Officer will be responsible for the following specific duties:
Strategic direction of operations:
Ensure compliance of project operations with UN/UNODC rules, regulations and policies, implementation of corporate operational strategies, establishment of management targets and monitoring of achievement of results, including the formulation of internal Standard Operating Procedures (SOPs) in procurement and logistical services. Ensure knowledge sharing of lessons learnt/best practices, and sound contributions to knowledge networks and communities of practice, and organization of the operations staff trainings.
Provide constant monitoring and analysis of the operating environment, timely readjustment of the operations, advice on legal considerations and risk assessment of related actions. Ensure efficient management of the Monitoring and Compliance function of the project.
Provide guidance on operations and procurement issues and practices to colleagues.
Perform other duties as may be required.
Procurement and logistical services:
Plan, develop and manage all procurement and contractual aspects of the project. Oversee procurement processes and logistical services in accordance with UN rules and regulations. Oversee the tracking of procurement requests and ensure the timely completion of tasks including the developing of systems to monitor such requests
Provide substantive support with regard to the project’s compliance with corporate procurement rules and regulations in the field and elaboration of the CO procurement strategies including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management, e-procurement promotion and introduction, performance measurement, elaboration of the CO contract strategy including tendering processes and evaluation, managing the contract and contractor, legal implications.
Ensure proper management of UNODC assets, facilities and logistical services, including compliance with IPSAS in the accounting for the procurement, utilization and disposal of the project’s assets, and supervise the Administrative/Procurement Assistant.
Partnerships:
Ensure functional relationships with UNDP Operations Team, ensure efficiency and follow up for all transactions and services executed by UNDP and UNODC HQ, Monitor proper charging by UNDP and proper recording to project accounts.
Liaise effectively with the CONIG Operations and Procurement Manager based in Abuja to ensure corporate ownership and efficiency of all actions executed by UNDP on behalf of UNODC
Risk Management:
Maintain and update the project’s risk log. Maintain the business continuity plan for the Project, to safeguard continuity of operations, safety and security of staff and safeguarding of assets. Regularly test the functioning of the business continuity plan.
Work implies frequent interaction with the following:
Colleagues and senior staff throughout the UN, both inside and outside the duty station.
Government officials and counterparts in other UN organizations, businesses or industries.
Vendors and suppliers. Staff in the Division for Management and the Regional Section for Africa and the Middle East (RSAME) in UNODC Headquarters.
Results expected:
Leads all Project operations and procurement actions and outputs, ensuring smooth functioning of project’s procurement functions, providing consistent operations support and constant monitoring of the Project to adapt to changes in the operating environment as and when needed.
Plans and manages technically and legally complex procurement operations, ensuring efficient delivery and disposition of quality goods/services at maximum cost efficiency and in accordance with UN procurement policy and practices.
Competencies
Professionalism:
Has understanding of advanced aspects of primary area of specialization as well as the fundamental concepts of related disciplines (contract, asset and procurement, information and communication technology, general administration).
Has knowledge of the mandates of UNODC. Continues to seek new and improved methods and systems for accomplishing the work of the unit.
Keeps a— of new developments in area of professional discipline and job knowledge and seeks to develop him/herself professionally.
Demonstrates comprehensive knowledge of information technology and applies it in work assignments. Performs appropriate work analysis and assists in redesign to establish clear standards for implementation.
Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations.
Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.
Accountability:
Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.
Client Orientation:
Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to clients
REQUIRED SKILLS AND EXPERIENCE
Education:
Advanced university degree (Master’s degree or equivalent) in Business Administration, Public Administration, or related fields is required.
EXPERIENCE:
A minimum of two years of progressively responsible experience at the national or international level in providing management advisory services and/or managing staff and operational systems.
Relevant experience in establishing inter-relationships among international organization and national governments.
At least two years of progressive professional experience in preparing, managing, and executing supply service contracts, preferably in multiple international markets.
Experience in international project logistics, contract management, administration is an asset.
Experience in procurement of equipment and contract issuance and administration would be an advantage. Working experience in the UN will be considered as an asset.
Knowledge of EU operational procedures is a distinctive advantage. Experience in the usage of computers and office software packages, experience in handling of web based management systems and ERP systems is desirable.
Language:
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English (both oral and written) is required;
Knowledge of other UN official languages is an asset.
TO APPLY
Click on Job Title below:
FINANCE AND ADMINISTRATIVE ASSOCIATE
OPERATIONS & PROCUREMENT OFFICER
DUE DATE:5 May, 2016
Vacancies at the United Nations Office on Drugs and Crime (UNODC), Thursday 21, April 2016
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