Unit/Department: Administration and Finance Section
Remuneration: Depending on professional background and experience the Executive Director reserves the right to appoint a candidate at a level lower then the advertised level of the post.
Accountabilities: Under the supervision of the Chief of Administration and Finance Section the incumbent will be responsible for the following duties:
1. Provide accounting and administrative support, focusing on the achievement of the following results:
- Initiate and assist in the processing of various financial transactions such as payments to governments, partners and vendors for grants, goods and services. This includes, amongst other things, inputting, and checking payments for correctness, communicating discrepancies to supervisors, ensuring accuracy of supporting documents.
- Prepare pre-encumbrances and obligations in IMIS. Ensure funds are available and correct object of expenditure is charged.
- Keep track of outstanding payments and obligations.
- Assist in preparing payment to staff members for their entitlements including travel claims and reimbursements.
- Prepare invoices to other organizations/agencies.
- Download financial reports from IRFA, verifies availability of funds
- Prepare allotments requests and related staffing tables. Verify accuracy of input data, ensuring consistency of data in previous allotments to new allotments issued.
In order to:
- Ensure all transactions are processed/disbursed smoothly on time in accordance with UN financial rules and regulations.
2. Perform all activities necessary for the successful implementation of the UNITAR Programmes in the following areas of responsibility:
- Liaise closely and intensively with out-posted office during workshops preparation.
- Verify availability of funds and prepare allotments or propose revision if necessary for the implementation of workshop.
- Prepare, process and follow-up on administrative arrangement/forms related to official travels and workshops, i.e., prepare travel authorizations, calculate terminal expenses, daily subsistence allowance for staff or meeting participants.
- Prepare rosters and requests for imprest accounts.
- Prepare financial cables to UNDP offices.
- Review of travel claims and supporting documentation for completeness, accuracy, reasonableness, validity and conformity with UN financial regulations and rules, to be given to Certifying Officer.
- Prepare pre-encumbrances, purchase orders for goods and services.
In order to:
- Ensure travels requests and advances (staff, meeting participants, consultants and others) are processed and approved on time and in accordance with UN travel rules.
- Ensure workshops and seminars conclude successfully.
3. Monitor and process payments of consultants, individual contractors and non regular staff
- Create and maintain accurate records of consultancy contracts.
- Verify funds availability and process pre-encumbrance for issuance of contracts and obligations for non staff.
- Liaise with UNOG treasury for registration of bank information.
- Inform/remind program of contract status (i.e. final payment due, obligation to be amended).
- Process payment in a timely and effectively manner.
In order to:
- Ensure contracts can be issued on time and payments processed according to TOR and on time.
4. Ensure effective and efficient functioning of UNITAR Admin and Finance Section through: (General Administration)
- Assist in the administration of rental contracts for office space and associated charges, i.e. electricity, cleaning, security, messenger, other operating charges, and maintenance of the office.
- Assist in management of photocopier/fax agreements and ensure suitable equipment is installed and maintained.
- Coordinate office moves and movement of office furniture with UNOG.
- Manage archiving of finance and administrative documents.
- Provide general office support; respond/draft responses to routine correspondence and other communications;
- Provide administrative and logistics support to meetings, boards, committees.
- Maintain files/record.
- Provides guidance to less experienced staff with IMIS and on general AFS processes and procedures;
- Performs any other duties as assigned by the Chief of AFS.
In order to:
- Ensure that all day to day procedures in planning and implementation are conducted in a timely manner and in line with regulation and rules of UNITAR.
Work implies frequent interaction with the following/supervision:
Work will be delegated by the Chief of Administration and Finance Section or other senior staff in the section. The incumbent will work with several different UNITAR Programmes which necessitates flexibility and the need to adjust work schedules according to multiple and different demands. Workload is higher during the period before conferences. Workflows will be regulated by the Chief of the Section. There will also be interaction with finance counterparts at UNOG, and programme and HR staff within UNITAR.
Results Expected:
Accurate and timely production of range of financial transactions. Work to be produced efficiently and professionally. Effective delivery of a wide range of administrative and office support functions under moderate supervision. Appropriate application of relevant UN policies, guidelines, procedures and processes. Establishment of effective working relationships with internal and external parties.
Competencies:
- Professionalism – Good understanding of the functions and organization of the work unit; good knowledge of relevant operational and administrative policies, processes and procedures; ability to recognize and act in the face of conflicting priorities; conscientious and efficient in meeting commitments, observing deadlines and achieving results.
- Planning & Organizing – Effective time management and ability to plan own work to meet designated deadlines.
- Communications – Good communication (spoken and written) skills, including ability to draft routine correspondence.
- Technology Awareness - Good computer skills; proficiency in using advanced functions on standard computer applications, e.g. Microsoft Outlook (or other standard enterprise software) for e-mail and calendar functions, word processing, spreadsheets, internet.
- Teamwork – Good interpersonal skills and ability to establish and maintain effective working relations with people in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity.
Qualifications:
- Education/Experience: Completion of high school or equivalent diploma. 5 years of progressively responsible experience within the UN system in the field of Finance, Accounting, Budget and Administration, or equivalent combination of education and work experience accepted in lieu of.
- Language: Fluency in English and French; knowledge of other UN language an asset.
UNITAR shall place no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. (Charter of the United Nations - Chapter 3, article 8). English and French are the two working languages of the United Nations Secretariat. Priority will be given to the applicants from the under represented regions at UNITAR. There will be a probation period of 3 months.
How to apply:
All applicants are strongly encouraged to apply as soon as possible after the vacancy has been posted and well before the deadline stated in the vacancy announcement. A letter of motivation as well as the P11 form/ Curriculum Vitae are to be sent to:
Email: estaffing@unitar.org
UN staff members must submit copies of their latest Performance Appraisal System (PAS) report at the time of application.
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