Job Description
BACKGROUND
The UN Office for the Coordination of Humanitarian Affairs (OCHA) is part of the United Nations Secretariat responsible for bringing together humanitarian actors to ensure a coherent response to emergencies. OCHA also ensures there is a framework within which each actor can contribute to the overall response efforts. OCHA’s mission is to mobilize and coordinate effective and principled humanitarian action in partnership with national and international actors in order to alleviate human suffering in disasters and emergencies; advocate the rights of people in need; promote preparedness, and prevention, and facilitate sustainable solutions.
This job opening is being advertised for the position of Administration and Finance Officer NOC located in the OCHA Abuja Office and reports to the Head, Administration and Finance Officer (P3).
Key Duties and Responsibilities :
Under the direct supervision of the Head, Administration and Finance Officer (P3), the Administration and Finance Officer will be responsible for the following duties:
HUMAN RESOURCES MANAGEMENT
- Effectively coordinates actions relative to the administration of human resource activities, e. g., recruitment, placement, promotion, performance appraisal, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures.
- Defines conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations.
- In collaboration with the local UNDP office, coordinate actions related to recruitment and administration of national staff. Provide guidance on requirements of the performance appraisal system and maintain a system to track compliance.
- Maintain confidential personnel files, ensuring that information is complete and updated.
- Ensure that separating staff finalize in-country formalities prior to their departure.
- Ensure that staff time and attendance is properly recorded, verified, and submitted in a timely manner to UNDP for national staff and to the Executive Office, for international staff.
BUDGET AND FINANCE
- Takes the lead with respect to the preparation and implementation of the work programme, ensuring that financial resources are utilized to implement activities in accordance with the Programme Budget and allotments issued.
- Monitors and reviews the work programme and budget by conducting regular and special reviews to assess the progress of actual work versus the programme plan. Coordinates the production of programme reports.
- Defines requirements and work with systems units with respect to improving budget reporting systems and cost-effective utilisation of program resources.
- Provide guidance to functional units on financial accountability within programme responsibilities and on the effective use of programme resources.
- Coordinate the production of financial reports for headquarters and donors.
- Monitor and follow up on outstanding NGO and UN Agency reports for grants and allocations provided to third parties.
- Manage petty cash in accordance with established procedures, maintain accurate and complete petty cash records and receipts, and ensure that replenishments are done in a timely manner.
- Prepare payroll for national staff and follow up with UNDP on monthly payment orders for international staff to ensure timely payments.
- Verify inter-office vouchers (IOVs) prepared by UNDP to confirm accuracy of accounts and to allow for reconciliation with OCHA’s accounting system.
- Ensure proper management of office assets, including maintenance of inventory, physical verification of assets and disposal of assets.
- Provide information needed to respond to audit observations/findings.
- Provide guidance to functional units on financial accountability within programme responsibilities and on the effective use of programme resources.
- Develops procedures and implement same to ensure that accounting and financial management controls are consistent with UN policy and practice.
- Supervises and/or provides guidance on financial administration and management information issues and practices to colleagues.
- Provides guidance and leadership to more junior staff.
PROCUREMENT:
- Plans, develops, and manages all procurement activities within the delegation of Authority and contractual aspects of the OCHA regional procurements for the provision of various Goods & Services, considering local economic and other conditions.
- Advises requisitioning offices/units and recipient entities on the full range of procurement issues, providing support and guidance at all stage of the procurement cycle.
- Prepares/oversees preparation and distribution of the request for quotations and manages/conducts all aspects of quotations evaluation.
- Formulates strategies and designs innovative solutions to resolve issues/conflicts for complex procurement projects.
- Establishes and maintains work program and schedule for ongoing contracts and newly planned ones.
- Signs procurement orders up to the authorized limit, and, in case where the amount exceeds authorized signature authority, prepare submissions for review and approval by the authorized official.
- Conducts market research to keep abreast of market developments; researches and analyzes statistical data and market reports on the world commodity situation, production patterns and availability of good and services.
- Identifies new technologies, and products/services, evaluates and recommends potential supply sources and participates in the incorporation of research results into the procurement program.
- Provides technical advice on procurement activities to officials of substantive units during all phases of the procurement cycle.
- Timely and proper preparation of procurement plans for the office and projects, establishment of the deadlines and monitoring of their implementation.
- Establishment and implementation of proper monitoring system and control of procurement processes including organization of RFQ, ITB or RFP, receipt and evaluation of quotations, bids or proposals, negotiation of certain conditions of contracts in full compliance with rules and regulations.
- Oversees adherence to contractual agreements, recommends amendments and extensions of contracts, and advises concerned parties on contractual rights and obligations.
- Prepares a variety of procurement-related documents, contracts, communications, guidelines, instructions, etc
- Assists in the procurement process for assigned activities
GENERAL ADMINISTRATION
- Oversees work related to procurement, billing, and receipt of income from various services, operational travel programme, procurement monitoring, and evaluation of vendor contracts/payment to vendors and individual contractors for services.
- Reviews adequacy of departmental space requirements.
- In collaboration with the Department of Safety and Security (DSS) and the Head of the OCHA field office assist in ensuring Minimum Operation Security Standards (MOSS) compliance for vehicles, office, and residential premises.
- Ensure that the office premises are well maintained and provided with common services.
- Oversees the identification of office technology needs and maintenance of equipment, software, and systems, coordinating enhancements as necessary
- In line with regional office priorities, provides physical and remote surge support to OCHA Offices in the MENA Region on various aspects of Administrative functions.
- Performs any other duties as may be assigned.
Qualifications:
Education:
- An advanced university degree (Master’s degree or equivalent) in business or public administration, finance, accounting, law, or a related field is required.
- A first-level university degree in combination with an additional seven (7) years of qualifying experience may be accepted in lieu of the advanced university degree.
Experience:
- A minimum of 5 years with a Master’s degree and/or 7 Years with a Bachelor’s degree of progressively responsible experience in administration, finance, accounting, human resources management, or related field is required.
- A minimum of two (2) years of relevant experience in the field (actual setting where a mission and/or project is being implemented) in emergency situations (complex emergency or natural disaster) is desirable.
- Experience with Umoja or similar enterprise resource planning tools is desirable.
- Experience handling finance-related matters in a humanitarian context within the UN common system or other comparable international organizations is desirable.
- Experience in the region is desirable.
Language requirements
- Fluency in written and spoken English is required.
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