Administrative Associate - UNFPA Somalia Country Office

UNFPA - Leader in Reproductive Health and Population and Development

Vacancy No: VA/FPA/SOM/04/2011

Post Title: Administrative Associate

Type of Contract: Fixed Term

Level: ICS6 (G-6)

Duration: 1 year, Renewable, subject to satisfactory performance and availability of funds.

Duty Station: Nairobi

Date of Issue: 29 August 2011

Closing Date: 12 September 2011

Organisational Unit: UNFPA Somalia Country Office

Organizational Context

Under the guidance and overall supervision of the International Operations Manager (IOM), the Administrative Associate provides functional leadership in human resource, administrative and financial systems of the Country Office.

He/she delivers quality services in HR, administration and finance to internal and external clients mastering all relevant rules, guidelines, processes and procedures.

He/she takes a client-oriented, results-focused approach to interpreting the rules, procedures and guidelines in service of the country programme, providing support and guidance to the Country Office and UNFPA-supported projects

Results-Oriented Functional Statement

• Adapts processes and procedures, anticipates and manages operational requirements of programme/project inputs under national execution in terms of personnel, subcontracts, equipment, fellowships, study tours and other programme and project related events to facilitate programme/project delivery.
• Prepares and monitors the administrative budget and ensures financial transactions are in accordance with UNFPA financial rules and procedures. Proposes procedures to improve internal controls and efficiency and responds to audit issues.
• Manages the recruitment and selection process applying best practice HR tools and mechanisms, advises and briefs managers and project personnel on different types of contracting modalities, HR policies and benefits, coordinates the E-PAD process and advises on performance issues.
• Implements corporate systems and applications in support of finance and human resource management and country office operations; creates systems and mechanisms for effective management of UNFPA resources required for NEX, and advises and trains project staff in NEX procedures. Maintains continuous and accurate/up-dated flow of information between Country Office and HQ.
• Reviews procurement requests and initiates procurement procedures for office and project equipment, supplies and services in a transparent and cost-effective manner; recommends procurement decision. Contributes to the smooth running of the office by ensuring the provision and maintenance of services and supplies following-up processes and maintaining up-to-date inventory and records.
• Reviews and prepares material for common system activities relating to common services and premises, cost recovery, privileges and immunities, entitlement and salary surveys, security etc and represents UNFPA in related inter-agency meetings and working groups in the absence of supervisor.

Functional Competencies:

Business acumen: Independently gathers, analyses and interprets data and information from a wide range of sources using appropriate analytical tools and professional standards. Identifies warning signs based on financial analysis, probes for clarification or points of concern and presents findings

Client orientation: Establishes effective relationships with internal and external clients, actively supports the interests of the client and researches potential solutions to client needs Organizes and prioritizes work schedule and addresses client needs and deadlines promptly and
diplomatically

Implementing management systems: Maintains information/databases on system design features and develops system components. Makes recommendations relative to work-processing approaches and procedures which would lead to more efficient systems design.

Corporate Competencies:

Values

Integrity/Commitment to mandate: Acts in accordance with UN/UNFPA values and holds himself/herself accountable for actions taken. Demonstrates personal commitment to UNFPA’s mandate and to the organizational vision.

Knowledge sharing/Continuous learning: Takes responsibility for personal learning and career development and actively seeks opportunities to learn through formal and informal means. Learns from others inside and outside the organization adopting best practices created by others. Actively produces and disseminates new knowledge.

Valuing diversity: Demonstrates an international outlook, appreciates differences in values and learns from cultural diversity. Takes actions appropriate to the religious and cultural context and shows respect, tact and consideration for cultural differences. Observes and inquires to understand the perspectives of others and continually examines his/her own biases and behaviors.

Managing Relationships

Working in teams: Works collaboratively with colleagues inside and outside of UNFPA to allow the achievement of common goals and shared objectives. Actively seeks resolution of disagreements and supports the decisions of the team.

Communicating information and ideas: Delivers oral and written information in a timely, effective and easily understood manner. Participates in meetings and group discussions actively listening and sharing information. Frankly expresses ideas with the intent to resolve issues, considers what others have to say and responds appropriately to criticism.

Conflict and self management: Manages personal reactions by remaining calm, composed and patient even when under stress or during a crisis and avoids engaging in unproductive conflict. Expresses disagreement in constructive ways that focus on the issue not the person. Tolerates conditions of uncertainty or ambiguity and continues to work productively.

Working with people

Empowerment/Developing people/Performance management: Integrates himself/herself into the work unit seeking opportunities to originate action and actively contributing to achieving results with other members of the team. Knows his/her limitations and strength, welcomes constructive criticism and feedback and gives honest and contractive feedback to colleagues and supervisors. Seeks new challenges and assignments and exhibits a desire to learn. Accepts responsibility for personal performance participating in individual work planning and objective setting seeking feedback and acting to continuously improve performance.

Personal Leadership and Effectiveness

Analytical and strategic thinking: Uses appropriate analytical tools and logic to gather, define and analyze information, situations and problems and draws logical conclusions from data. Demonstrates an ability to set clear and appropriate priorities focusing on tasks and activities which have a strategic impact on results. Anticipates and meets information needs of the team and other stakeholders.

Results orientation/Commitment to excellence: Strives to achieve high personal standard of excellence. Takes action that goes beyond responding to the obvious needs of the situation and persists until successful outcomes are achieved.

Appropriate and transparent decision making: Makes timely and appropriate decisions taking into consideration various and complex issues and takes responsibility for the impact of decisions. Inquires to understand the perspectives of others and continually examines his/her own biases and behaviors.

Job Requirements:

Academic Requirements: Bachelor’s degree in business administration or related field.

Experience: 5 – 10 years of relevant experience in administration, preferably part of it with an
International organization or the United Nations. Experience in the usage of computers and office software packages (MS Word, Excel etc), and knowledge of spreadsheet and database packages, and experience in handling of web-based financial management systems. Knowledge of ATLAS is preferable.

Languages: Fluency in oral and written English.

Applications with a current CV and P11 (www.escwa.un.org/main/vacancies/P_11.doc) marked: “VA/FPA/SOM/01/2011 –“Administrative Associate” should be addressed to: recruit.unfpasom@unfpa.org

UNFPA will only be able to respond to those applications in which there is further interest.

UNFPA provides a work environment that reflects the values of gender equality, teamwork, respect for diversity, integrity and a healthy balance of work and life. We are committed to maintaining our balanced gender distribution and therefore encourage women to apply.’