United Nations UNDP Jobs – Finance and Administration Associate

Organization:
United Nations Development Programme (UNDP)
Duty
Station:

Kampala, Uganda
Post Level: SB-3
About UNDP:
The United
Nations Resident Coordinator’s Office (RCO) in Uganda supports the Resident
Coordinator and the UNCT to effectively implement UN programmes in line with
the United Nations Development Assistance Framework (UNDAF), UN Delivering-as-One
(DaO) reform objectives, the MDGs, the new Post 2015 International Development
Agenda as well as other emerging priorities. The newly established Pulse Lab
Kampala is a UN interagency initiative under the RCO. Pulse Lab Kampala (PLK)
is  part of Global Pulse, an innovation
initiative in the Executive Office of the United Nations Secretary-General,
harnessing today’s new world of digital data and real-time analytics to gain a
better understanding of changes in human well-being.
Job Summary:
 The Finance and Administration Associate will
be responsible for the provision of effective financial and administrative
support and ensuring efficient day-to-day operation of the RCO and Pulse Lab
Kampala. The incumbent works in close collaboration with the operations,
programme and projects’ staff in the RCO and PLK, UNDP and DOCO as required for
resolving complex finance-related issues and exchange of information, and
coordinates with other UN agencies and partners.
Key Duties
and Responsibilities: 
  • Provide
    financial Support to the programmes and projects under RCO and PLK
  • Technically
    support the management of programme and project budgets of RCO and PLK
    (including creating of projects in Atlas, preparation of required budgets
    and budget revisions, revision of project award and project status,
    determination of unutilized funds, operational and financial close of a
    project).
  • Regularly
    review of Financial Reports; preparation of non-PO vouchers for
    development projects.
  • In
    charge of the maintenance of the internal expenditures control system
    which ensures that vouchers processed are matched and completed,
    transactions are correctly recorded and posted in Atlas.
  • Timely
    corrective actions on un-posted vouchers, including the vouchers with
    budget check errors, match exceptions, unapproved vouchers.
  • Creation
    of requisitions in Atlas for development projects, register of goods
    receipt in Atlas.
  • Making
    budget check for requisitions, POs and vouchers.
  • Ensure
    the provision of guidance to the executing units on routine implementation
    of projects.
  • Presentation
    of information for audit, supports implementation of audit
    recommendations.
  • Actively
    co-ordinate with other UN finance and budget staff on related issues
    during preparation of budget reports.
  • Contracts
    administration including supporting the process for the identification,
    selection, supervision and payment of appropriate vendors.
  • Administrative
    support to the RCO and PLK in line with UNDP rules and regulations
  • Manage
    administrative and human resource processes according to UN rules and
    regulations.
  • Coordinate
    recruitment and staff administration in collaboration with appropriate UN
    partners.
  • Support
    to timely procurement and recruitment processes according to financial
    regulations to allow national and district offices to function smoothly.
  • Ensure
    that the office premises meet UN security requirements.
  • Asset
    management including ensuring the safekeeping of office property, annual
    physical inventory, preparing reports and cost analysis, and recommending
    replacement/disposal of equipment and supplies.
  • Support
    general office management, including cleaning services and the
    procurement, maintenance and repair of equipment and supplies.
  • Support
    the planning and execution of large-scale events.
  • Undertakes
    all administrative arrangements for meetings, workshops, trainings,
    seminars and visitors etc.
  • Support
    with protocol matters and travel arrangements (i.e. airline tickets,
    visas, hotels, daily subsistence allowance, vehicle maintenance).
  • Ensure
    compliance with all UN Rules and Regulations regarding operational systems
    and procedures, and establish relevant internal controls.
  • Support
    any other administrative assigned.
  • Administrative
    support to Resource mobilization
  • Track
    and reporting on mobilized resources for the RCO/ PLK and joint UN
    programmes/ funds.
  • Review
    of contributions agreement and managing contributions in Atlas.
  • Prepare
    budget overviews/ accountability reports for resource mobilization
    purposes
  • In
    charge of providing facilitation of knowledge building and information
    sharing in relation to Finances and Administrative issues.
  • Offers
    guidance and support to capacity-building trainings for RCO and PLK staff
    at the national and district levels particularly on operational issues.
  • Recording
    and synthesis of lessons learnt and best practices in relation to
    operational issues.
  • Sound
    contributions to the Operations Management Team, knowledge networks and
    communities of practice.
  • Update
    / maintenance of information management systems.
Qualifications,
Skills and Experience: 
  • The
    United Nations Finance and Administration Associate should hold a
    bachelor’s degree in business, finance, accounting, administration or
    related discipline.
  • A
    combination of a high school certificate and ten years relevant experience
    may be accepted.
  • Six
    years’ experience in administrative and office operational support roles
  • A
    minimum of two years’ experience managing office operations
  • Strong
    IT skills, knowledge of ATLAS
  • UN
    experience desirable.
Language and IT Skills: Fluency in both written and spoken English. Knowledge of a
language widely spoken in Uganda is required.
Personal
Competencies:
Core Competencies:
Professionalism: Ability to perform a broad range of administrative
functions, e.g., budget/work programme, human resources, database management,
etc. Ability to apply knowledge of various United Nations administrative,
financial and human resources rules and regulations in work situations. 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.
Commitment to implementing the goal of gender equality by ensuring the equal
participation and full involvement of women and men in all aspects of work.
Teamwork: Works collaboratively with colleagues to achieve
organizational goals; solicits input by genuinely valuing others’ ideas and
expertise; is willing to learn from others; places team agenda before personal
agenda; supports and acts in accordance with final group decision, even when
such decisions may not entirely reflect own position; shares credit for team
accomplishments and accepts joint responsibility for team shortcomings.
Planning and Organizing: Develops clear goals that
are consistent with agreed strategies; identifies priority activities and
assignments; adjusts priorities as required; allocates appropriate amount of
time and resources for completing work; foresees risks and allows for
contingencies when planning; monitors and adjusts plans and actions as
necessary; uses time efficiently.
Functional Competencies:
  • Working
    knowledge of United Nations/ UNDP Rules and Regulations relating to
    procurement and administration
  • Detailed
    working knowledge of administrative rules and regulations
  • Strong
    IT skills, knowledge of ATLAS
  • Possess
    the ability to provide input to business processes re-engineering,
    implementation of new systems
  • Possess
    the ability to supervise and train support staff
  • Leadership
    and Self-Management skills
  • Excellent
    computer skills (including finance and administration systems)
  • Ability
    to maintain a variety of complex records and to prepare reports from such
  • Excellent
    communication, documentation and presentation skills
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.
How to
Apply:
All suitably
qualified and interested candidates who so desire to join the United Nations
Development Programme, UNDP, in the aforementioned capacity should endeavor to
Apply Online by Clicking on the link below. Please further review job
requirements and if competent Click Apply Now.
Deadline:
27th March 2015

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