Administrative and Finance Officer – Mogadishu, Somalia

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.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

Organizational Setting and Reporting Relationships:

The UN Office for the Coordination of Humanitarian Affairs (OCHA) is part of the United Nations Secretariat responsible for bringing together humanitarian actors to ensure a coherent response to emergencies. OCHA also ensures there is a framework within which each actor can contribute to the overall response efforts. OCHA’s mission is to mobilize and coordinate effective and principled humanitarian action in partnership with national and international actors to alleviate human suffering in disasters and emergencies; advocate the rights of people in need; promote preparedness and prevention and facilitate sustainable solutions

This job opening is being advertised for the position of Associate Administrative and Finance Officer located in the OCHA Office in Somalia , Mogadishu  and reports to the Administrative Officer.

Responsibilities:

Under the general supervision of the Administrative Officer at OCHA in Somalia . The Associate  Admin and Finance Officer will perform the following duties:

HUMAN RESOURCES MANAGEMENT:

•             Undertakes actions related to the administration of the unit’s human resource activities, e.g., recruitment, placement, promotion, performance appraisal, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures.

•             Provides information regarding conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations.

•              Assist the Admin & Finance Officer to implement human resources policies, procedures and initiatives, provide feedback and expertise to human resources functions in the development and deployment of policies and procedures, and brief staff on new policies when they are introduced.

•             Record and maintain the strict confidentiality of all staff personnel activities and issues including employment documents, evaluations, exit interviews, disciplinary procedures

•             Assists in staffing table management and serves as ex-officio in the recruitment and/or selection processes, including those related to hiring of consultants, interns, and volunteers.

BUDGET AND FINANCE:

•             Assist AFO to prepare and revise cost plans in line with work plans and financial rules and regulations and ensure that costs are reasonably estimated.

•             Prepare quarterly requests for funds (financial authorizations) and monitor obligations and expenditures against financial authorizations in line with approved cost plans.

•             Develop, implement, and maintain internal controls to monitor and ensure that financial resources are utilized to implement activities in accordance with work plans and cost plans.

•             Provide guidance to functional units on financial accountability within programme responsibilities and on the effective use of programme resources. Coordinate the production of financial reports for headquarters and donors.

•             Develop procedures and implement same to ensure that accounting and financial management controls are consistent with UN policy and practice.

•             Monitor and follow up on outstanding NGO and UN Agency reports for grants and allocations provided to third parties.

•             Manage petty cash in accordance with established procedures, maintain accurate and complete petty cash records and receipts, and ensure that replenishments are done in a timely manner.

•             Prepare payroll for national staff and follow up with UNDP on monthly payment orders for international staff to ensure timely payments.

•             Verify inter-office vouchers (IOVs) prepared by UNDP to confirm accuracy of accounts and to allow for reconciliation with OCHA’s accounting system.

•             Supervises and/or provides guidance on financial administration and management

•             information issues and practices to colleagues.

•             Provide guidance and leadership to junior staff.

•             Assists in developing the unit’s work program and budget; analyses input and formulates resource allocations by work program, or business processes.

•             Using UMOJA, monitors budget/work program with respect to Headquarters’ budget, trust funds and grants, on a regular basis, and reallocates resources as necessary.

•             Supports the implementation of procedures and systems for implementing the appropriate financial database.

•             Follows up on pending entitlements, payments, and claims, and assists in tracking requirements and expenditures, to ensure cost-effective utilization of operational resources.

•             Contributes to the development of budgetary guidelines and relevant standard operating procedures.

PROCUREMENT:

•             Plans, develops, and manages all procurement activities within the delegation of Authority and contractual aspects of the OCHA regional procurements for the provision of various Goods & Services, considering local economic and other conditions.

•             Advises requisitioning offices/units and recipient entities on the full range of procurement issues, providing support and guidance at all stage of the procurement cycle.

•             Prepares/oversees preparation and distribution of the request for quotations and manages/conducts all aspects of quotations evaluation.

•             Formulates strategies and designs innovative solutions to resolve issues/conflicts for complex procurement projects.

•             Establishes and maintains work program and schedule for ongoing contracts and newly planned ones.

•             Signs procurement orders up to the authorized limit, and, in case where the amount exceeds authorized signature authority, prepare submissions for review and approval by the authorized official.

•             Conducts market research to keep abreast of market developments; researches and analyzes statistical data and market reports on the world commodity situation, production patterns and availability of good and services.

•             Identifies new technologies, and products/services, evaluates and recommends potential supply sources and participates in the incorporation of research results into the procurement program.

•             Provides technical advice on procurement activities to officials of substantive units during all phases of the procurement cycle.

•             Timely and proper preparation of procurement plans for the office and projects, establishment of the deadlines and monitoring of their implementation.

•             Establishment and implementation of proper monitoring system and control of procurement processes including organization of RFQ, ITB or RFP, receipt and evaluation of quotations, bids or proposals, negotiation of certain conditions of contracts in full compliance with rules and regulations.

•             Oversees adherence to contractual agreements, recommends amendments and extensions of contracts, and advises concerned parties on contractual rights and obligations.

•             Prepares a variety of procurement-related documents, contracts, communications, guidelines, instructions, etc

•             Assists in the procurement process for assigned activities

GENERAL ADMINISTRATION:

•             Supervises support staff as required.

•             Performs other related administrative duties, as required including but not limited to: performing petty cash fund custodian functions, monitoring operational travel program, monitoring accounts and payment to vendors and individual contractors for services, physical space planning and the identification of office technology needs and maintenance of equipment, software (UMOJA) and systems).

•             Coordinate the management of OCHA Office space and accommodation within MIA

•             Performs any other duties as may be assigned.