Grahamstown, South Africa
UNOPS mission is to expand the capacity of the UN system and its partners to implement
peacebuilding, humanitarian and development operations that matter for people in need. Working in some of the world’s most challenging environments, UNOPS vision is to always satisfy partners with management services that meet world-class standards of quality, speed and cost effectiveness. By assisting UN organizations, international financial institutions, governments and other development partners, UNOPS makes significant, tangible contributions to results on the ground. UNOPS employs more than 6000 personnel and on behalf of its partners creates thousands more work opportunities in local communities. With its headquarters in Copenhagen, Denmark, a network of five regional offices and a further 20 operations and project centres, UNOPS oversees activities in more than 80 countries. UNOPS is committed to achieving a truly diverse workforce.
Background Information - IWC
International Waters Cluster
The UNOPS International Waters Cluster specializes in executing projects to prevent and reverse the degradation of transboundary water systems, including multi-country rivers and large marine ecosystems such as oceans, lake basins and shared groundwater resources. The cluster is executing over 30 projects for its partners, helping countries to work together and share knowledge to reduce ecological stress, such as that caused by overfishing and industrial pollution. Background Information - Job-specific
The Agulhas and Somali Current Large Marine Ecosystems (ASCLME) Project is part of a multi-project, multi-agency GEF supported Programme (UNDP/GEFASCLME Project, UNEP/GEF WIO-LaB Project, and WB/GEF SWIOFP) the aim of which is to institutionalise a cooperative, adaptive and results based management of the western Indian Ocean. A phased approach is planned that progressively builds the knowledge base and strengthens technical,managerial and decision-making capabilities at the national and regional scales so as to address environmental concerns and transboundary developments (in all relevant sectors); builds political will to undertake threat abatement activities; and leverages finances proportionate to management and governance needs. The geographic coverage of the GEF-funded UNDP-supported ASCLME Project includes the marine and coastal area under the influence of two major currents – Agulhas Current and the Somali Current aswell as the influence of the South Equatorial Current across the Mascarene ridge and basin. This encompasses ten countries –Comoros, France (Reunion and Mayotteand Indian Ocean Islands), Kenya, Madagascar, Mauritius, Mozambique,Seychelles, Somalia, South Africa and Tanzania). The region also includes oceanareas that are beyond the jurisdiction of these countries.
Functional Responsibilities
The Administration and Finance Assistant provides administrative support in the management of a variety of processes/transactions in implementing procurement and contracting of commodities, materials,equipment and services, ensuring high quality and accuracy of work. He/she uses his/her own discretion to address unforeseen situations, while seeking advice from and/or reporting to supervisor as applicable.
The Administrationand Finance Assistant liaises with the Executive Assistant and the Administrationand Finance Supervisor in order to ensure best support. In performing his/her work, the Administration and Finance Assistant promotes a client, quality and results-oriented approach.
Purpose and Scope of Assignment
Summery of key functions:
Responsible for review & completion of contract administration and finance processes
Support to Administration and Finance Supervisor
Provides knowledge building and knowledge sharing with P.C.U. staff on Admin & Finance issues.
Ensures implementation of Administration and Financial strategies, focusing on achievement of the following results:
Full compliance of procurement activities with UNOPS rules, regulations, policies and strategies.
Inputs to the office’s procurement and to the elaboration of internal Standard Operating Procedures (SOPs) in Procurement, in consultation with the Supervisor and Office Management.
Supports contract administration and procurement processes for, focusing on achievement of the following results:
- Inputs to the preparation of procurement plans for the office
- Organization of procurement processes including preparation of RFQs, ITBs or RFPs documents,receipt of quotations, bids or proposals, their preliminary evaluation
- Preparation of purchase orders and contracts in and outside ATLAS, preparation of recurring purchase orders for contracting of services, vendor creation in ATLAS,maintenance of the filing system. Buyers profile in ATLAS.
- Support to the Implementation of the internal control system which ensures that purchase orders are duly prepared and dispatched. Timely corrective actions on POs with budget check errors and other problems.
- Processing of travel and expenses according to established procedures and practice
- Maintenance of a vendor database system to record the listing, updating, evaluation and monitoring of performance of service providers and vendors;
- Maintenance of contracts, LPO filing system
- Routine follow up action on procurement processes
- Oral/written responses to queries from internal and external clients regarding procurement matters
- Establishment and maintenance of working files on procurement activity
Provides efficient administrative and financial support focusing on achievement of the following results:
- Processing of invoices for goods and services delivered ensuring accuracy and completeness of documentation and timely payment. Follow up to completion and inform clients
- Monitoring of expenditures against allocations
- Monitoring of expenditures. Verification for accuracy of expenditure requests (CPs, invoices, F10s) and availability of funds, completeness of documentation submitted
- Receipt, review, logging in and routing incoming communication and procurement requests/invoices
- Preparation of reports, tables, charts etc.applying technical skills and knowledge in formatting and presentations
- Collaboration with Administration and Finance Supervisor, vendors and UNOPS Offices to solve problems related to payments
- Preparation of letters, memoranda, faxes,email, etc.; monitor progress and liaise with vendors during the entire procurement cycle; investigation and resolution of post-order problems and preparation of progress reports on procurement matters
- Liaison with the logistics unit or projects on receipt of goods, equipments and services in view of obtaining proper delivery report, RIR, or relevant certificates and that proper inventory is taken
- Ensuring that all supporting documents are available for audit and for review purpose;
- Checking and recording of vehicle daily log and gas consumption, update and maintenance of vehicle history report
- Working closely with the Executive Assistant regarding travel authorizations,processing requests for visas, identity cards and other documents as appropriate.
- Working closely with the Executive Assistant to assist with support for conferences, workshops,retreats as and when required.
- Maintenance of records on assets management, preparation of reports.
- Ensure implementation of HR procedures and strategies focusing on achievement of the following results:
- Ensure full compliance of HR processes and records with UNOPS rules, regulations, policies and strategies
- Assistance in the development and implementation of a human resources management system in relation to planning,administering and monitoring of all matters related to human resources management concerning ASCLME staff.
- Maintenance of personnel files for all staff at ASCLME, ensuring all documentation is complete; maintenance and update of confidential personnel information and documents, ensuring relevant documents are kept in their respective files;
- Checking and maintenance of attendance registers
- Monitoring the contractual status of all staff and contractors
- Monitoring and tracking of status of requests related to recruitment of consultants
Provides support to knowledge building and knowledge sharing, focusing on achievement of the following results:
- Maintenance of database on procurement standards and tools, roster of best suppliers, contractors and service providers, activities and statistics and contract advertisement and awards to share and disseminate information
- Participation in the trainings for the operations/ projects staff on Procurement.
- Sound contributions to knowledge networks and communities of practice
- Establishment of a contract-tracking and payment tracking plan to review invoices and supporting documentation and ensure that services provided and claims are in conformity with the terms of the contract.
Education/Experience/Language requirements
a. Education
Secondary Education preferably with experience and training in accounting/business practices
b. Work Experience
at least five years of work experience in finance/administrative support services with at least three years of relevant experience with UNOPS/UN system.
Experience in the usage of computers and office software packages (MS Office 2003 and/or newer versions) and knowledge of spreadsheet and database packages.
Good knowledge of UNOPS/UN Financial and Procurement rules and regulations required
Previous working experience with UNOPS/ERP system( ATLAS) is highly preferred
UNOPS Core Values/Competencies
- Integrity
- Professionalism
- Respect for Diversity
- Commitment to continuous Learning
- Accountability
- Planning and Organizing
- Results orientation
- Communications skills:
- Teamwork skills
- Client orientation
- Creativity
- Technological awareness
Knowledge Management and Learning
Shares knowledge and experience
Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan and applies newly acquired skills
Development and Operational Effectiveness
Ability to perform a variety of routine financial, administrative and procurement tasks Ability to review a variety of data, identify and adjust discrepancies, identify and resolve operational problems
Ability to perform work of confidential nature, handle a large volume of work and meet deadlines
Good knowledge of procurement and financial rules and regulations
Strong IT skills, knowledge of accounting software
Leadership and Self-Management
Focuses on result for the client and responds positively to feedback
Consistently approaches work with energy and a positive, constructive attitude
Remains calm, in control and good humored even under pressure
Contract type, level and durationContract type: Local ICA Contract level:3 Contract duration: 5 months For more details about the ICA contractual modality, please follow this link: http://www.unops.org/ENGLISH/WHOWENEED/CONTRACT-TYPES/Pages/Individual-Contractor-Agreements-ICAs.aspx
Additional Considerations
Please note that the closing date is midnight Copenhagen time (CET)
Applications received after the closing date will not be considered.
Only those candidates that are short-listed for interviews will be notified.
Qualified female candidates are strongly encouraged to apply.
For staff positions UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.
It is the policy of UNOPS to conduct background checks on all potential recruits/interns. Recruitment/internship in UNOPS is contingent on the results of such checks.
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