Org. Setting and Reporting
The position is located in the Operations and Advocacy Division (OAD), in the Office for the Coordination of Humanitarian Affairs (OCHA). OCHA is part of the United Nations Secretariat responsible for bringing together humanitarian actors to ensure a coherent response to emergencies. OCHA also ensures there is a framework within which each actor can contribute to the overall response efforts. OCHA’s mission is to mobilize and coordinate effective and principled humanitarian action in partnership with national and international actors in order to alleviate human suffering in disasters and emergencies; advocate the rights of people in need; promote preparedness and prevention and facilitate sustainable solutions.
This position-specific job opening is being published for the position of Administrative and Finance Associate in Lviv, Ukraine (the duty station may be subject to change, as the operational situation in the country evolves). Under the overall supervision of the Administrative Officer, OCHA Ukraine, the incumbent reports to the Associate Procurement Officer.
Within limits of delegated authority and depending on location, Administrative and Finance Associate at this level may be responsible for the following duties:
Provides support to administrative operations: • Ensures full compliance of operations with UN rules, regulations and policies, effective implementation of corporate operational strategies, achievement of management targets, monitoring, and reporting of results. • Liaises with the UNDP Country Office (Finance & Procurement, Protocol units) to ensure that the provision of all OCHA related administrative support services are implemented/delivered in an efficient and timely manner. • Closely follows up on all issues related to staff travel (domestic & international) and office/staff compliance with the security procedures. • Manages the office transport flees and ensure that all vehicles are all compliant and are fit for road worthy condition and properly maintained always including the provision of adequate spare parts. • Builds knowledge and shares with regards to financial management and general administrative operations, contributing to OCHA’s best practices.
Supports and monitors OCHA assets: • Manages OCHA assets ensuring full compliance with IPSAS in the accounting for procurement, utilization and disposal of assets. • Ensures that for the office assets/inventory proper records are maintained and updated regularly and that both the financial and physical status of all office NEPs is regularly reported/updated in OCHA ERP system (Umoja) and maintaining required related documentation. • Ensures proper documentation for inventory hand-over/return to custodians and update the records in Umoja/internal data base accordingly.
Support the procurement of goods and services: • Secures goods and services in a timely manner, within budget and in full compliance with established UN rules, regulations, and procedures for procurement. • Takes procurement actions in accordance with the principles of good planning and overall strategic objectives established by OCHA management, using best practices in sourcing, supplier selection and evaluation, quality management, customer relationship management and the use of performance measurement benchmarks. • Applies sound judgment, knowledge and guidance to tender processes and evaluation of bids, in the negotiation of agreements, and in contract management. • Day-to-day supports and coordinates all procurement arrangements with local service providers an ensures that common service agreements (cleaning, security, health facilities, vehicle maintenance etc.) are properly implement and services are to the standards required. • Coordinates assets management in the CO, timely prepares and submits periodic inventory reports and yearly physical verification of assets/equipment. • Coordinates the provision of reliable and quality office supplies.
Performs other duties as assigned.
PROFESSIONALISM: Knowledge of general office and administrative support including administrative policies, processes and procedures. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; 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; remains calm in stressful situations; commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.
PLANNING and ORGANIZING: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.
CLIENT ORIENTATION: Considers all those to whom services are provided to be “clients” and seeks to see things from 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.
High School Diploma or equivalent, is required. University degree in social science, international studies, business or public administration, economics, or a related field is desirable.
– A minimum of seven (7) years of progressively responsible experience in administration, budget and finance, procurement, programme support, or related area is required.
– Experience with Enterprise Resources Planning systems (ERPs) is required.
– Experience in emergency situations (complex emergency or natural disaster) is desirable.
– Relevant experience within the UN Common System or other comparable international organization is desirable.
French and English are the working languages of the UN Secretariat. For this position advertised, fluency in English and Ukrainian (both oral and written) is required. Knowledge of Russian is desirable.
The evaluation of qualified candidates may include an assessment exercise, which may be followed by competency-based interview.
This position is funded for a finite period of one year. Extension of the appointment is subject to extension of the mandate and the availability of the funds. The contract will be administered by United Nations Development Programme (UNDP) on behalf of OCHA.
Appointment against this post is on a local basis. Candidates for the National General Services category shall be of the nationality of the country, where this position is located (limited to Ukrainian nationals).
Staff members are subject to the authority of the Secretary-general and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.
The United Nations Secretariat is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position. An impeccable record for integrity and professional ethical standards is essential.
United Nations Considerations
According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment.
Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.
The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.
Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.
The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.
Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.