Junior Administration and Finance Officer

  Afghanistan Unspecified 1087
Date Posted:Feb 13, 2011
Closing Date:Feb 27, 2011
Work Type:Unspecified
Number of Vacancies:1
Functional Area:Account/Finance
Salary Range:Salary is negotiable
Years of Experience:2 Years
Contract Duration:Not specified
Possibility of Contract Extension: Yes
Contract Type:Short Term
Probation Period:Unspecified
Required Languages:

About UNOPS:


The United Nations Office for Project Services (UNOPS) in Afghanistan is responsible for implementing a number of projects on behalf of the Government of Afghanistan and the aid donor community. The Afghanistan Operations Centre (AGOC) has been set up as an organizational mechanism to deliver a range of projects for which UNOPS has been designated as the Implementing Agency. The functional objective of UNOPS AGOC is to deliver its projects in an efficient and effective manner, so as to achieve the outcomes sought by the project and to assist in the development goals of the Government of Afghanistan. The stated goal is to provide implementation services to the Government of Afghanistan, the donor community and partner agencies in the reconstruction and development of Afghanistan. The adopted mission of UNOPS is to exceed the expectations of our stakeholders.

Job Summary:

AGOC is currently implementing a project with the purpose of constructing the Arthal Bridge in Kabul. The project aims to contribute to achieving a safe, functional and integrated transportation network that ensures connectivity and that enables reliable movement of people and goods in the capital city of Kabul, through the construction of 42 meter bridge across the Kabul River which divided the city north and South parts. This project is the part of Kabul Urban Roads Improvement Project (KURIP) formulated by Kabul Municipality and indicated as a critical location for the traffic flow in the city.

Duties & Responsibilities:

Under the overall supervision of the Project Manager the Admin/Finance Associate provides effective and efficient administrative support to the senior Management of the Arthal Bridge project.

Specific responsibilities and duties include but are not limited to;

• Provide integrated administrative support to staff and service providers in terms of premises, maintenance, logistics, office space, equipment, supplies, contract processing, reporting and control;
• Ensure that office equipment (computers, telephones, copiers and fax machines) and furniture are properly serviced and maintained as per agreements established with service providers;
• Coordinate on IT and telecommunications by liaising with relevant IT consultants and departments for the purchase and installation of office equipment; report and may solve 1st level IT and equipment technical problems as per guidelines and maintain up to-date inventory records of equipment and services provided;
• Support the procurement activities covering search of potential suppliers; prepare request for quotation, draft bidding documentation, prepare evaluation charts; participate in meetings with service providers, and advise on selection of suitable suppliers; prepare request for contract and liaise with UNOPS staff on the issuance of contract; ensure delivery of goods and services; maintain roster of suppliers, inventory and follow-up on the status of payment of goods and services procured as per approved contracts;
• Assist in the organization of steering committee, donors meetings, local/international workshops and conferences – provide conference materials and facilities, including availability of stationery, publications, computers, projector etc; facilitate inter-agency communication for joint activities; assist in coordinating travel arrangements for the personnel missions, workshops and conference including liaison with travel agents in obtaining tickets, security clearance and logistics; draft meeting minutes, correspondence, reports and justification, as required on general administrative and specialized task that may be of confidential nature;
• Collect, organize and summarize information for the formulation of tables, making research and compiling material for briefing and presentations on general administrative matters to staff;
• Provide assistance at the reception to welcome, guide and answer queries to visitors.
• Perform tasks related to mailing, postage, delivery of documents and materials as required.
• Perform security check at office level, ensure proper functioning of fire alarm, provide first aid and undertake precautionary measures as required under civil responsibility.
• Provide assistance in the maintenance of the office, assembling of new equipments, proper cable connection, locate areas requiring repairs and perform related tasks or liaise with service providers where necessary.
• Provide assistance and back-stopping administrative services in other departments, as may be required.

Financial responsibilities
• Responsible for the daily processing of financial transactions; maintain database of scheduled payments and follow up with all units and UNOPS to ensure timely disbursements;
• Review and process for settlement all of duly certified invoices by verifying documents for validity and accuracy;
• In case of discrepancies, review files and liaise with personnel and service providers for necessary corrections;
• Provide input and support to the project review, covering financial and administrative issues in line with organization’s policies and procedures; arrangements to ensure the timely issuance of requests for contracts and disbursements, checking all information and ensuring complete supporting documents;
• Responsible for monthly reconciliation of income and expenditures, ensuring accuracy and consistency of data input;
• Participate in the review of budget and costs estimates as per work plans to achieve the objectives of the projects in close coordination with projects managers;
• Monitor the cash flow, approved budget and actual implementation review during current year; inform and advise project managers in case of over- or under-expenditure against budget at each quarter; maintain database related to voluntary contributions, grants and memoranda of understanding;
• Participate in the preparation of proposals for submission to donors; maintain records and communications related to proposals and donor reporting;
• Monitor other finance and budget related issues; assist in periodic monitoring, review, evaluation and auditing exercises; assist in the preparation of document on financial updates for internal and external reporting;
• Perform functions of petty cash custodian in the maintenance and control of petty cash fund; prepare petty cash ledger, reconcile and prepare report for replenishment;
• Prepare tables, graphs, reports and PowerPoint presentations on admin and financial matters;
• Undertake any other duties assigned.

The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.

3. Monitoring and Progress Controls

• Accurate translation services are provided to the Project Manager.
• Up to date register is maintained of all incoming and outgoing correspondence.
• Attendance records are up to date and accurate.
• Ad-hoc meetings with the Project Manager regarding progress assign works.

4. Final Product

• Effective and efficient administration and financial support to the Arthal Bridge Project.
• Final project financial report delivered on time with accurate and transparent information
• Project closure report complete and accepted by stakeholders

Job Requirement:

a. Education

• Bachelors Degree in Business administration or similar.

b. Work Experience

- At least 2 years experience in administration and/or finance position.
- At least 2 years experience with a UN Agency or an international organization.

c. Key Competencies

- Be able to conduct duties with a customer service orientation
- Have leadership skill to lead team member.
- Demonstrates attention to detail, good organizational and planning skills.
- Ability to be flexible, work irregular hours and multi-task.
- Have good problem solving, decision making and negotiation skills.
- Excellent interpersonal communication skills.
- Advanced verbal and written English skills, fluent in Dari/Pashto.
- Good knowledge of computer applications (MS Office, Windows XP Pro, Access, networking).
- Be able to work in a multi-cultural environment.

Job Location:

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