In order to assist in addressing the humanitarian challenges being faced by Pakistani civilians, OCHA is strengthening its presence in Pakistan in order to provide support to UN agencies, NGOs, donors and other humanitarian organizations working in Pakistan. One of OCHA's strategic priorities for 2008/2009 will be to support the Humanitarian Coordinator in the coordination of humanitarian affairs for timely and adequate delivery of humanitarian assistance and greater protection to the populations in Pakistan affected by the military operations on the border with Afghanistan and possible natural disaster. As such, collation and dissemination of information and field-level coordination will be catalysts in improving the response to humanitarian needs. In this context, OCHA will intensify Information management, resource-mobilization and advocacy efforts.
Under the overall guidance and direct supervision of the Senior HAO / Head of Office, the Finance and Administrative Assistant will be responsible for the following:
Human Resources Management
1.Assist in the preparation of Terms of References for OCHA positions.
2. Prepare and circulate internal and external vacancy announcements for vacant positions.
3. Collect the applications and assist in the short listing process, assist and participate in interviews, and prepare necessary documents for appointment through UNDP HR division.
4. Assist in induction of new staff members and initial administrative requrements.
5. Maintain confidential personnel files, ensuring that information is complete and updated.
6. Ensure separating staff have completed in-country formalities prior to departure/end of contract.
7. Monitor preparation of time sheet and attendance records ensuring that records are accurate, up-to- date, approved and submitted in timely manner. Monitor and calculate overtime for drivers. Provide guidance to all staff (national and international) on the procedures, entitlements, etc.
8.Assist in preparation of documentation to local APP in appointment and promotion of national staff.
9. Assist in induction for international staff members-new arrivals, brief on local finalcial, HR and general administrative practices and proceedures.
10. Preparation of documentation and folloup on Entry Medical Examinations for locally recruited staff.
11. Liase with the Administrative Office, OCHA Geneva on international staff entitlements if and when required.
12. Supervise national Administrative staff if and when required.
13. Serve as a Focal Point for all HR matters.
14. Perform other related work as required.
Budget and Finance
1. Assist the Head of Office in preparation of cost plans in line with work plans and financial rules and regulations and ensuring that costs are reasonably estimated.
2. Assist the Head of Office in preparation quarterly requests for funds (financial authorizations) in line with approved cost plans. Review status of relevant expenditures and compare with financial authorizations.
3. Maintain OCHA Financial monitoring system, alerting the Head of Office and the Administrative Office, OCHA Geneva of potential over-expenditures.
4. Extract financial reports on expenditures incurred and submit to management on a monthly basis.
5. Review of all petty cash vouchers received from the field offices. Prepare requests for the petty cash replenishment in timely manner and follow up on payments. Act as a petty cash custodian in absence of Admin and Finance Officer. Maintain petty cash files for all custodians/offices.
6. Prepare payment requests for payroll for national staff and follow up on monthly payments orders for international staff if applicable, liaising with UNDP to ensure timely payments.
7. Review for funds sufficiency the invoices/bills received for payments - utilities bills, invoices for received goods and provided services, travel claims, overtime, etc), prepare instructions for payments thought UNDP ensuring proper supporting documentation and approvals by the Head of Office.
8. Prepare detailed specifications of equipment and supplies to be purchased, scope of work to be done, etc. Manage process of issuing Requests for Quotation, prepare Purchase Orders. Apply relevant UN/UNDP regulations and rules. Follow up with AO Geneva on pending procurement requests.
9. Prepare Travel Authorizations for official travels, workshops and training outside of the country ensuring appropriate justification, costing and approvals. Follow up on travel claims and liaise with the Travel Agency on payments. Verify travel claims submitted for settlement and track outstanding payments
10. Reconcile inter-office vouchers (IOVs) with UNDP information to confirm accuracy of accounts; correct financial entry as required; ensure UNDP IOVs provide adequate information to allow for reconciliation with OCHA’s expenditure monitoring system.
11. Follow up on cost recovery for private use of OCHA assets, in particular phone and vehicle usage, UNHAS flights use for personal reason, etc.
12. Follow up on outstanding advances given to the Field Offices
13. Assist the Head of Office in the preparation of responses to audit queries/recommendations
14. Preparation of Cost Sharing agreements with other UN Agencies and prepare quarterly payment requests
15. Serve as a Focal Point for all finance and budgetary matters.
16. Perform other related work as required.
1. Maintain office files (Chrono in/out file, HR, Finance, Payments, various manuals, training, UN Circulars, etc)
2. Maintain personal files ensuring that required documentation is available and up-to-date.
3. Receive, inspect and verify all received goods. Enter records in the asset control database ensuring inventory records are up-to-date and accurate.
4. Maintain and control inventory of assets, ensuring that all OCHA property is properly assigned and tracked (all vouchers signed, filed and recorded). Prepare requests for disposal to UNDP CAP.
5. Perform the physical inventory verification exercise by checking the accuracy of records and location of property.
6. Ensure adequate office supplies to main and sub offices. Maintain a system for allocation and tracking.
7. Represent OCHA at meetings on administrative issues such national salary scales, common services, premises, etc if and when required.
8. Ensure that vehicle log sheets are properly maintained and services done in time
9. Assist to Assistant of HoO in managing drivers if and when is required
10. Drafts routine correspondence related to relevant finance, administrative and human resources matters.
11. Acts as a focal point for OCHA with UNDP for all administrative matters including for obtaining ground passes, keys, etc.
Expected Outputs of this Position
Works with minimal amount of supervision; independently provides accurate reports and/or records in the areas of work programming, budget/financial management, personnel administration and other administrative functions.
Professionalism – Proven experience in financial and human resources management with knowledge of United Nations Staff and Financial Regulations and Rules. Experience in administrative support for field offices.
Communication – Excellent communication (spoken and written) skills, including the ability to convey complex concepts and recommendations to staff at senior levels, both orally and in writing, in a clear, concise style.
Planning & Organizing – Ability to coordinate the work of others, work to tight deadlines and handle multiple concurrent projects/activities.
Client orientation – Ability to identify client’s (staff and other clients) needs, proactively service clients and seek appropriate solutions; ability to establish and maintain effective and productive partnerships with clients by gaining their trust and respect; capacity to keep clients informed of [progress or setbacks in ongoing projects. Ability to monitor ongoing developments inside and outside the clients’’ environment to keep informed and anticipate potential problems.
Teamwork – Excellent interpersonal skills, including ability to operate effectively across organizational boundaries; ability to establish and maintain effective partnerships and working relations in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity.
Accountability: Takes ownership of all 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; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.
Commitment to Continuous Learning: Keeps abreast of new developments in own occupation/profession; actively seeks to develop oneself professionally and personally; contributes to the learning of colleagues and subordinates; shows willingness to learn from others; seeks feedback to learn and improve.
Technological Awareness: Strong computer skills, including proficiency in word processing, spreadsheets, and relevant software packages.