Background

Under the overall guidance of the Chair of the UN House Management Committee (UNHMC) and daily supervision of UNDP Operations Manager, the UN House Administrative and Finance Assistant performs general administrative/finance duties to ensure smooth operation of the UN House building and provides support to all common services activities of the UN Agencies located in the UN House.

The UN House Administrative and Finance Assistant promotes a client, quality and results-oriented approach.

The UN House Administrative and Finance Assistant works in close collaboration with the Operations Units of UN Agencies to ensure consistent service delivery.

Duties and Responsibilities

Summary of Key Functions:

  • Provides administrative assistance in management of the UN House;
  • Ensures proper and timely management of UN Common Services;
  • Provision of support to knowledge building and knowledge sharing.

Support to coordination of UN House management:

  • Draft annual work-plans and budget estimates for the UN House for review by UN House Management Committee (UNHMC) and approval by Heads of Agencies and the Resident Coordinator;
  • Pro-actively contribute to day-to-day implementation the approved work-plans and ensure conformity to expected results;
  • Regular monitoring and reporting to UNHMC on progress; provision of various reports/information to UNHMC on financial/administrative status of the UN House;
  • Daily supervision and overall coordination of UN House Common personnel. Performance evaluation for the UN House personnel and coordination of performance appraisal with UNHMC;
  • Arranging and participating in the recruitment and training of UN House personnel;
  • Coordinate support from all agencies on rotational basis (e.g. drivers’ support, IT support, involvement in procurement processes);
  • Act as contact person for any issues related to UN House.

Administrative assistance:

  • Daily management of the UN House, including UN House Conference Facilities, to ensure a good and secure working environment for all staff members;
  • Maintain records on all UN House administrative personnel/national consultants and their respective status (contracts, ToRs, time and attendance – if appropriate, etc.) in accordance with accepted policies and procedures;
  • Administration of the UN House related contracts with individuals and companies;
  • Preparation and handling the routine correspondence related to the UN House and its budget in accordance with UNDP rules and procedures;
  • Make pertinent logistical arrangements for internal activities;
  • Assume overall responsibility for administrative matters of a more general nature, such as registry and maintenance of project files and records;
  • Arrange external and internal meetings. Draft minutes of the UNHMC meetings and other internal meetings;
  • Coordination of renovation/cleaning/painting in common areas in accordance with UNHMC decisions; oversee renovation/cleaning/painting in office spaces in accordance with provisions of MoU on Common Premises;
  • Arrange for common equipment maintenance and insurance as required;
  • Act as UN House Assets Focal Point by ensuring safekeeping of assets, preparing bi-annual physical inventory reports, including cost analysis and recommendations for replacement/disposal of common equipment and supplies; reconciling physical inventory data with available records to ensure inventory taken is complete, and identifying discrepancies for corrective action.

Financial management

  • Prepare requests for advance of funds and/or direct payments;
  • Manage timely payments to service providers to ensure smooth and uninterrupted work of the UN House and maintain necessary budgetary control records;
  • Process in ATLAS the transactions in line with the Internal Control Framework (e.g. creation of vendors, requisitions, vouchers);
  • Prepare documents for VAT refund;
  • Monitor budget expenditures and maintain a proper record of approved project budgets and their revisions;
  • Prepare recurring reports as scheduled and special reports as required for budget preparation and revisions;
  • Prepare and submit expenditure and budget status reports to UNHMC;
  • Prepare and submit to UN Agencies quarterly financial expenditure reports;
  • Calculate costs for issuance of invoices to UN Agencies and for cost-recovery purposes.

Procurement:

  • In accordance with the Work Plan arrange for procurement of equipment, supplies and services following UNDP procedures;
  • Prepare and issue contracts;
  • Physically clear and ensure delivery of equipment and supplies procured.

Contribution to management of UN Common Services:

  • Participate in discussions of new or revised procedures and practices on common service initiatives;
  • Contribute to the work of UN Operations Provide timely update and notifications to OMT on status of common premises activities;
  • Draft and share lessons learnt on administration of UN common premises and other relevant common services;
  • Facilitate the work of different UN Task Forces on common services;
  • Provide support to knowledge building and knowledge sharing in the area of common premises/services.

Competencies

Functional Competencies:

Results-Based Programme Development and Management: Contributing to results through provision of information

  • Provides information and documentation on specific stages of projects/programme implementation;
  • Provides background information to identify opportunities for project development.

Promoting Organizational Learning and Knowledge Sharing: Basic research and analysis

  • Researches best practices and poses new, more effective ways of doing things;
  • Identifies and communicates opportunities to promote learning and knowledge sharing.

Job Knowledge/Technical Expertise: Fundamental knowledge of processes, methods and procedures

  • Understands the main processes and methods of work regarding to the position;
  • Possesses knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks (broad range of specialized knowledge related to financial resources management, including formulating budgets, maintaining Accounts Receivables and Accounts Payables, reporting);
  • Strives to keep job knowledge up-to-date through self-directed study and other means of learning;
  • Demonstrates good knowledge of information technology and applies it in work assignments.

Promoting Organizational Change and Development: Presentation of information on best practices in organizational change

  • Demonstrates ability to identify problems and proposes solutions.

Design and Implementation of Management Systems: Data gathering and implementation of management systems

  • Uses information/databases/other management systems;
  • Makes recommendations related to work procedures and implementation of management systems.

Client Orientation: Maintains effective client relationships

  • Reports to internal and external clients in a timely and appropriate manner;
  • Organizes and prioritizes work schedule to meet client needs and deadlines;
  • Establishes, builds and sustains effective relationships within the work unit and with internal and external clients;
  • Responds to client needs promptly.

Promoting Accountability and Results-Based Management: Gathering and disseminating information

  • Gathers and disseminates information on best practice in accountability and results-based management systems;
  • Prepares timely inputs to reports;
  • Maintains databases.

Core Competencies:

  • Adheres to the core values of the United Nations; in particular, is respectful of differences of culture, gender, religion, ethnicity, nationality, language, age, HIV status, disability, and sexual orientation, or other status;
  • Exerts strict adherence to corporate rules, regulations and procedures;
  • Self-development, demonstrates openness to change and ability to manage complexities;
  • Initiative-taking. Consistently approaches work with energy and a positive, constructive attitude;
  • Acting as a team player and facilitating team work;
  • Facilitating and encouraging open communication in the team, communicating effectively;
  • Creating synergies through self-control. Remains calm, in control and good humored even under pressure;
  • Managing conflict;
  • Informed and transparent decision making.

Required Skills and Experience

Education:

  • University Degree in economics, finance, accounting, law, public administration or other related field.

Experience:

  • At least four years of experience in administrative work, procurement, logistics, accounting/finance, economics, or other relevant area is required;
  • Previous experience in development assistance or related work for a donor organization, consulting company, or NGO is a strong advantage;
  • Experience with UN is an advantage;
  • Work experience on administration of premises is an advantage.
  • Practical experience in the usage of computers and office software packages (MS Word, Excel, etc.).

Language Requirements:

  • Fluency in English and Romanian;
  • Knowledge of one or more minority languages relevant for Moldova, including Russian, Romani, Gagauzian, Bulgarian, Ukrainian and sign language, is an asset.

Disclaimer

UNDP is an employer committed to gender equity and to providing equal opportunities to both male and female.

UNDP is committed to workforce diversity. Women, persons with disabilities, Roma and other ethnic or religious minorities, persons living with HIV, as well as refugees and other non-citizens legally entitled to work in the Republic of Moldova, are particularly encouraged to apply.

This is a local position, therefore only citizens of the Republic of Moldova or others legally authorized to work in the country are eligible to apply.

Please note that only applicants who are short-listed will be contacted.

Online applications can be submitted by registered users only. Self-registration link is available at the next page and requires candidates to provide a valid email address.

To learn more and apply for this and other positions please visit our site at: http://www.md.undp.org/content/moldova/en/home/operations/jobs.html



Organizații vizate: Organizatia Natiunilor Unite (ONU) |


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