Finance and Administrative Associate/TICAD, New York, Application Deadline : 24-Mar-2015

Closing date: Tuesday, 24 March 2015

FINANCE AND ADMINISTRATIVE ASSOCIATE/TICAD

Location : New York, UNITED STATES OF AMERICA

Application Deadline : 24-Mar-15

Type of Contract : FTA Local

Post Level : GS-6

Languages Required : English

All posts in the GS categories are subject to local recruitment.

Internally advertised General Service (GS) fixed-term appointment (FTA) positions located in Headquarters are open to GS staff members currently serving in New York/Washington D.C. who hold a UNDP permanent or FTA who are either US Permanent Residents, US citizens or holders of a valid G4 visa at the time of their application and whose G4 visa has been acquired on account of their employment in the UN Systems based in New York or Washington, DC.

Externally advertised GS fixed-term appointment and temporary appointment (TA) positions located in New York/Washington D.C. are open to candidates who are either US Permanent Residents, US Citizens or holders of a valid G4 visa at the time of their application and whose G4 visa has been acquired on account of their employment in the UN Systems based in New York or Washington, DC.

Current UNDP GS staff serving outside of HQ must meet the eligibility criteria stated above prior to their application.

Selected candidates who meet the above mentioned eligibility criteria are responsible for their own travel and/or relocation costs.

Selection to GS fixed-term appointment positions at Headquarters requires passing a UN administered clerical test (ASAT).

Applicants under serious consideration for short-listing of posts requiring accountancy and finance skills, must take the UNDP Accountancy and Finance Test (UNDP AFT) prior to short-listing.

Background

The Special Unit for the Tokyo International Conference on African Development (TICAD) of the Regional Bureau for Africa (RBA) is mandated to further enhance the TICAD process, for which UNDP has been one of the longest serving co-organizers, together with the World Bank, the UN Office of the Special Adviser on Africa, the African Union Commission, and the Government of Japan. TICAD also provides the overall framework of strategic collaboration between Japan and UNDP in Africa. Against these backdrops, the Unit promotes wide ranging partnerships with key TICAD stakeholders, at political, substantive, programmatic, technical, and operational levels.

Under the overall guidance and supervision of the TICAD Programme Adviser, RBA, the Finance and Administrative Associate is responsible for the provision of high quality and precision backstopping in overall financial and administrative support functions for the Unit. The Finance and Administrative Associate promotes a client, quality and results-oriented approach.

The Finance and Administrative Associate works in close collaboration with the staff of the RBA HQ, Country Offices as well as other relevant Bureaus of the HQ to ensure consistent service delivery.

Duties and Responsibilities

Provides support for effective financial control in the office, focusing on achievement of the following results:

Support the project data entry into Atlas and the preparation of required budget revisions;
Confirmation of availability of funds prior to review by supervisor; creation of vendor set-up information in Atlas;
Proper control of the supporting documents for payments and financial reports for projects; preparation of PO and non-PO vouchers for development projects;
Maintenance of the internal expenditures control system which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in Atlas; payrolls are duly prepared and processed; travel claims, MPOs and other entitlements are duly processed;
Maintenance of the Accounts Receivables for UNDP projects and follow-up with other Bureaus and partners on contributions, deposits creation in Atlas and their application to AR pending items;
Timely corrective actions on erroneous data in Atlas;
Proper control of supporting documents of funds and activities;
Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports;
Timely provision of financial information, reports and analysis for project management and decision making.

Ensures implementation of operational strategies, focusing on achievement of the following results:

Full compliance of administrative activities with UNDP/UN rules, regulations, policies and strategies;
Provision of inputs to the administrative business processes mapping and implementation of the internal standard operating procedures (SOPs) and Internal Control Framework (ICF) for the Unit.

Provides support to proper procurement, supply and assets management, focusing on achievement of the following results:

Organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation. Preparation of POs;
Coordination of assets management in the Unit, timely preparation and submission of periodic inventory reports;
Coordination of the provision of reliable and quality office supplies;
Provision of efficient general reception and information services.

Ensures efficient administrative support, focusing on achievement of the following results:

Coordination of travel arrangements. Performing a Buyer role in Atlas for preparation of POs for travel and other administrative expenses.
Organization of workshops, conferences, retreats.
Support with protocol matters, registration of staff, coordination on space and other administrative matters.

Supports knowledge building and knowledge sharing in the Unit, focusing on achievement of the following results:

Training of intern and consultant on the administrative and financial procedures when required;
Briefing/debriefing of staff members on issues relating to area of work;
Sound contributions to knowledge networks and communities of practice;
Commitment to professional development including learning and competency development;
Any other duties in line with administrative, accounting and financial support to the Unit.

Competencies

Functional Competencies

Building Strategic Partnerships

Maintaining information and databases

Analyzes general information and selects materials in support of partnership building initiatives;
Tracks and reports on mobilzed resources.

Promoting Organizational Learning and Knowledge Sharing

Basic research and analysis

Researches best practices and poses new, more effective ways of doing things;
Documents innovative strategies and new approaches;
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 basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks;
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;
Provides inputs to the development of simple system components;
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 fashion;
Organizes and prioritizes work schedule to meet client needs and deadlines;
Establishes, builds and sustains effective relationships within the 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;
Maintain databases.

Core Competencies:

Demonstrating/safeguarding ethics and integrity;
Demonstrate corporate knowledge and sound judgment;
Self-development, initiative-taking;
Acting as a team player and facilitating team work;
Facilitating and encouraging open communication in the team, communicating effectively;
Creating synergies through self-control;
Managing conflict;
Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member;
Informed and transparent decision making;
UNDP Procurement Certification programme;
Atlas proficiency.

Required Skills and Experience

Education:

Secondary Education with specialized certification in Accounting, Finance or a related field;
University Degree in Finance, Accounting or Public Administration desirable but not a requirement.

Experience:

Six years of relevant experience in finance, accounting, administration, logistics and procurement;
Progressively responsible financial management or accounting experience required, with knowledge of programme or/and project finance;
Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and advance knowledge of spreadsheet and database packages, experience in handling of web based management systems such as Atlas;
Knowledge of IPSAS highly desirable.

Language Requirements:

Fluency in English;
Working knowledge of French is an asset but not a requirement.

Click here for important information for US Permanent Residents ('Green Card' holders).

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.

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