Multiple Positions available.
Under the guidance of the Deputy Resident Representative/Direct Supervisor, the Admin and Finance Officer provides high quality professional management expertise to manage UNDP operations and advise the Senior Management on all aspects of CO management and operations. This includes strategic financial and human resources management, efficient procurement and logistical services, ICT and common services consistent with UNDP rules and regulations. The main role is to lead the operations, ensuring smooth functioning of the CO/programmes/ projects operations, consistent services delivery and constant evaluation and readjustment of the operations to take into account changes in the operating environment as and when needed.
As a member of the CO management team, substantively contributes in the strategic direction of operations focusing on achievement of the following results:
Full compliance of operations with UN/UNDP rules, regulations and policies, implementation of corporate operational strategies, establishment of management targets (BSC) and monitoring of achievement of results.
CO business processes mapping and establishment of internal Standard Operating Procedures (SOPs) in Finance, Human Resources Management, Procurement, Logistical and ICT services.
Knowledge building and sharing with regards to management and operations in the CO, organization of the operations staff trainings, synthesis of lessons learnt/best practices, and sound contributions to UNDP knowledge networks and communities of practice.
Ensures effective and accurate financial resources management and supervision of the Finance team focusing on achievement of the following results:
Proper planning, expenditure tracking and audit of financial resources, including extra-budgetary income in accordance with UNDP rules and regulations.
Performance of Manager Level 2 role in Atlas for voucher and Treasury transactions approvals, bank reconciliation. Approval of pending disbursements as the “third authority” (cheques, bank transfers, EFT).
Organization of cost-recovery mechanisms for CO services provided to projects and UN Agencies, including ensuring preparation of proforma invoices for UN agencies.
Organization and oversight of CO cash management processes, including liquidity management, recommendation of imprest level, risk assessment, bank relationship management; timely accounting and reconciliation of all transactions, security for cash assets on site.
Monitoring of financial exception reports for unusual activities, transactions and investigation of anomalies or unusual transactions. Provision of information to supervisors and other UNDP staff at HQ of the results of the investigation when satisfactory answers are not obtained.
Member of bank signatory panel.
Transaction and stop payment approval on internet banking system.
Ensures strategic human resources management and supervision of the HR team focusing on achievement of the following results:
CO compliance with corporate human resources policies and strategies.
Optimal staffing of the office and projects.
Establishment and maintenance of the proper performance management and staff development systems. Implementation of the Universal Access strategy on learning ensuring access of the staff to role appropriate learning activities.
Ensures provision of efficient procurement and logistical services and supervision of the Procurement team focusing on achievement of the following results:
CO compliance with corporate rules and regulations in the field and elaboration of the CO procurement strategies including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management, e-procurement promotion and introduction, performance measurement.
Elaboration of the CO contract strategy including tendering processes and evaluation, managing the contract and contractor, legal implications. Oversight of procurement processes and logistical services in accordance with UNDP rules and regulations, OM acting as Manager Level 2 in Atlas for Purchase orders approvals.
Proper management of UNDP assets, facilities and logistical services.
Ensures forward-looking information and communication management and supervision of ICT team focusing on achievement of the following results:
Use of Atlas functionality for improved business results and improved client services.
Identification of opportunities and ways of converting business processes into web-based systems to address the issues of efficiency and full accountability.
Maintenance of a secure, reliable infrastructure environment for ICT and adequate planning for disasters and recoveries.
Identification and promotion of different systems and applications for optimal content management, knowledge sharing, information provision and learning including e-registry, web-based office management system, etc.
Ensures proper common services organization and management, establishment of partnerships with other UN Agencies focusing on achievement of the following results:
Establishment of common services, maintenance of coordinating machinery to ensure integrated activities on common services and implementation of the UN reform.
Elaboration of the strategic approach for implementation of common services in line with the latest developments in common services and the best practices.
Proper planning and tracking of common services budget and of Agencies contributions to the common services account.