Admin/Finance Associate

  UNDP/ANBP
  Afghanistan Unspecified 627
Date Posted:Sep 15, 2010
Reference:UNDP/ANBP-2010-09-020
Closing Date:Sep 18, 2010
Work Type:Unspecified
Number of Vacancies:1
Gender:Male
Functional Area:Account/Finance
Nationality:Afghan
Salary Range:As per NTA salary scale policy
Years of Experience:10 Years
Contract Duration:Not specified
Possibility of Contract Extension:Yes
Contract Type:Short Term
Probation Period:Unspecified
Required Languages:

About UNDP/ANBP:

UNDP Afghanistan is supporting the Government of Afghanistan to implement the Afghanistan Peace and Reintegration Programme. This programme is supported by the international community and the United Nations to bring long term security and stability to Afghanistan. To implement this programme, a Peace and Reintegration (P&R) Trust Fund will be established to support various reintegration efforts, including training programmes, development activities and technical support.

Job Summary:

The key results have an impact on the overall CO efficiency in financial resources management and success in implementation of operational strategies. Accurate analysis and presentation of financial information enhances UNDP credibility in use of financial resources and proper financial process management. The information provided facilitates decision making of the management.

The key results have an impact on the efficiency of the unit. Accurate analysis and presentation of information strengthens the capacity of the office and promotes the image of UN/UNDP as an effective contributor to the development of the country, facilitates subsequent action by a supervisor. Incumbent’s own initiative is decisive in results of work and timely finalization.

Duties & Responsibilities:

Summary of Key Functions:
• Administration and implementation of operational strategies
• Administration of budgets and cost-recovery system
• Accounting and administrative support
• CO cash management
• Facilitation of knowledge building and knowledge sharing
• Implementation of operational strategies
• Provision of effective and efficient administrative support services
• Support to supply and assets management
• Effective administrative and financial control in the office
• Proper common services
• Support to knowledge building and knowledge sharing

1- Ensures administration and implementation of operational strategies, adapts processes and procedures focusing on achievement of the following results:

• Full compliance with UN/UNDP rules, regulations, and policies of administrative and financial activities, financial recording/reporting system and follow-up on audit recommendations; implementation of effective internal controls;
• Support to the RO administrative business processes mapping and elaboration of the internal standard operating procedures (SOPs) in Logistics/Procurement, Finance, HR and Security in consultation with the regional office management as well relevant functional units in the Central Office in Kabul;
• Provision of advice and information to the RO staff on changes in rules and regulations, implementation of internal SOPs, and application of entitlements;
• Preparation of results-oriented workplans for the RO support staff.

2. Ensures effective and efficient provision of administrative support services (logistics and procurement) focusing on achievement of the following results:

• Coordination of work assignments for support staff engaged in the fields of security and general maintenance services, (radio operators, guards, drivers and cleaners);
• Coordination of shipments and customs clearance, field trips, transportation services and insurance, procurement of supplies, effective use of project premises and logistical facilities of the regional office including monitoring of all vehicles for technical default;
• Maintenance of contacts with key local suppliers, authorities and the UN agencies in the region; (Translates in meetings, takes notes and keeps records) ;
• Preparation of RFQs and compilation of bids ensuring completeness and confidentiality at all times; participation in tender assessment;
• Negotiation of agreements with vendors, as well as sub-tenants of the ANBP compound and drafts contract; Submission of information on administrative services provided for cost-recovery bills;
• Coordination of assets management in the RO, timely preparation and submission of periodic inventory reports, coordination of physical verification of inventory items and disposal or write-off physical assets;
• Maintenance of accurate records and the provision of reliable and quality office supplies.

3. Provides effective and efficient provision of accounting and HR support services focusing on achievement of the following results:

• Accurate translation of invoices; proper control of the supporting documents for payments, and processing of payments in accordance with financial rules and on the basis of supporting documents;
• Maintenance of the internal expenditures-control system which ensures that vouchers processed are matched and completed, payrolls are duly prepared; travel claims, MPOs and other entitlements are duly processed; coordination and review of accounts closure;
• Timely corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers. Timely response to the ANBP Central Office requests to resolve financial data issues;
• Organization of recruitment processes including drafting job description, vacancy announcement, screening of candidates, participation in interview panels; followu-up on contract issuance, medical examinations;
• Monitoring and tracking of all transactions related to positions, recruitment, benefits, DSAs, retroactivity, recoveries, adjustments and separations;
• Facilitation of the performance appraisal process and maintenance of the related data in personal files;
• Support with protocol matters, provision of visa and registration of international staff, coordination with local authorities on space and other administrative matters (provision of ID cards and assistance in obtaining requisite licenses and permissions).

4. Ensures proper RO cash management functioningfocusing on achievement of the following results:

• Management of petty cash funds and preparation of cash replenishment reports; Timely review of cash position for local accounts to ensure sufficient funds on hand for disbursements. Timely identification and recording of receipts for income application;
• Alternate to the international Admin/Fin. Officer as primary contact with local bank management on routine operational matters including negotiation of exchange rate on replenishment;
• Timely preparation of monthly cashflow forecast for use by Admin/Fin. Officer;
• Alternate as cashier for cash disbursements made on site.

5. Support knowledge building and knowledge sharing in the RO, focusing on achievement of the following results:

• Organization of training for the operations/projects staff on administration;
• Briefing to staff members on general administrative matters; provision of advice and administrative support.

Security related issues

• Acts as Security warden;
• Checks for security updates, ensures that all staff is informed;
• Conducts implementation of MOSS;
• Participate on MOSS investigations;
• Liaises with UN Security and Police officials during and after the violation of State laws took place (vehicle accident, perpetrator, crime in RO and etc)
• Ensures that all staff in RO attended compulsory security training
• Perform other related duties as required.

Corporate Competencies:
• Demonstrates commitment to UNDP’s mission, vision and values.
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
Functional Competencies

Knowledge management and Learning
• Shares knowledge and experience
• Encourages office staff to share knowledge and contribute to UNDP practice areas
• 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 Operationsl Effectiveness
• Ability to perform a broad range of specialized activities related to financial resources management, including formulating budgets, maintaining Accounts Receivables and Accounts Payables, reporting.
• Sound knowledge of financial rules and regulations, accounting
• Strong IT skills
• Ability to provide input to business processes re-engineering, implementation of new system
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
• Demonstrates openness to change and ability to manage complexity
• Demonstrates commitment to UNDP’s mission, vision and values
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
Functional Competencies

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 vide range of varied, inter-related complex administrative services
• Ability to extract, interpret and analyze data and resolve operational problems
• Ability to work with minimum supervision
• Ability to supervise and train support staff
• Ability to plan and organize work
• Good knowledge of administrative rules and regulations
• Strong IT skills
• Ability to provide input to business processes re-engineering, implementation of new systems
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

Job Requirement:

Education:
• High School graduate. Bachelor degree in Business or Public Administration.

Experience:
• Relevant professional working experience in administration, finance and programme support service;
• With high school certificate 5 to 6 years of experience and with bachelor degree 2 to 4 years of experience is required;
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.). Experience in handling of web-based management systems.
Language Requirements:
• Fluency in English language and national languages of duty station.

Job Location:

Afghanistan
This job is expired