Topic: Finance/ Administrative Associate at UNDP Nigeria

UNDP is recruiting Finance/Administrative Associate in Nigeria
Job Title: Finance/Administrative Associate
Location: Abuja, NIGERIA
Type of Contract: Service Contract
Post Level: SB-3
Languages Required : English
Starting Date: (date when the selected candidate is expected to start) 26-Mar-2012
Duration of Initial Contract : Initial period of one year

Background
Under the direct supervision of the International Project Co-ordinator (TIP and SOM) and UNODC Finance Officer and the overall guidance of the UNODC Country Representative for Nigeria, this individual will be responsible for ensuring effective execution of financial services and processes with respect to the project in a transparent and accountable manner in accordance with UN rule and regulations, financial requirements, as well as the applicable EU and UNDP rules and practices. S/he will work in close collaboration with the Finance Officer and project personnel and will liaise with the EU, UNDP, and UNODC HQs personnel, as appropriate, to ensure full compliance with applicable rules and regulations and to resolve any quagmires that arise. S/he will also be responsible for providing overall operational and administrative support to the project, including managing correspondence, organizing travel, events, workshops, and meetings, and preparing and disseminating documents.

Duties and Responsibilities

• Provide overall financial support to the project, including preparing budgets and financial reports
• Undertake finance business process mapping and ensure proper accounting for project expenditures
• Adapt and implement processes and procedures to ensure full compliance with UN, UNODC, UNDP and EU rules, regulations, financial records, reports, audit requirements, and internal controls
• Ensure effective and efficient administration of budget and functioning of the optimal cost-recovery system
• Ensure proper cash management, including assistance to the Finance Officer in managing and disbursing project related cash
• Process payment requests and documents in a timely manner for execution
• Assist in the preparation, monitoring, and management of technical contracts for the provision of goods and services
• Initiate activities leading to procurement, maintenance, and disposal of items
• Assist in ensuring that internal control systems are observed and all relevant records and files are maintained
• Carry out various administrative tasks in support of the project, including managing correspondence, keeping appointments, arranging various meetings, ordering for supplies, and other related tasks
• Assist in implementation of project activities, such as workshops, meetings, press events, and training including liaison with counterpart agencies, at appropriate levels, to ensure cooperation/coordination of project activities and alert supervisors on problems and opportunities arising during project implementation
• Assist in preparing Receipt and Inspection (R & I) reports for submission to relevant procurement units and auditing missions
• Review, prepare, and defend requests to the committee on contracts (CC) as may be required
• Undertake asset management and inventory
• Assists with human resource management functions, including initiating engagement processes, such as monitoring, reviewing and following-up on actions related to the engagement of consultants, project personnel, facilitators, interns, volunteers and other key individuals. In this connection, provide assistance and guidance to project personnel with respect to administrative procedures, processes, and practices
• Perform other related tasks, as required

Competencies
Competencies:

• Professionalism: Sound knowledge and understanding of concepts and approaches relevant to budgetary and financial management; demonstrable knowledge of database administration; extensive knowledge of the financial rules and regulations of the United Nations as well as familiarity with UN policies and procedures as they relate to programme budgeting and financial administration; demonstrable commitment to the values of the United Nations, particularly integrity in daily activities and behaviors; demonstrated professional competence and mastery of administrative processes; ability to perform a range of administrative functions, including event planning and organizing and human resources administration; ability to map out potential risks and make contingencies, as required. Shows pride in work and achievements; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges.
• Accountability: Takes ownership of responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost, and quality standards; operates in compliance with organizational regulations and rules; takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.
• Communication: Proven ability to communicate, both orally and in writing, in a clear and concise manner, including ability to prepare minutes, workshop reports, project/activity reports; demonstrated ability to draft routine correspondence and basic documents, such as minutes, letters, memos, invitation cards and letters and to match style and format to audience.
• Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from the clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.
• Planning & Organizing: Able to establish priorities and to plan, coordinate and monitor work while prioritizing competing demands; able to work on tight deadlines; knowledge on how to develop clear goals that are consistent with agreed strategies; foresees risks and allows for contingencies when planning; monitors and adjusts plans and projects as necessary; uses time efficiently.

Critical Success Factors:

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