JOB DESCRIPTION
Background
Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.
UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.
<Job Purpose and Organizational Context>
Under the overall guidance and supervision of the Representative, OHCHR Liberia, the Administrative/ Finance Assistant provides support to office operations performing a variety of standard administrative processes ensuring high quality and accuracy of work. The Administrative/ Finance Assistant promotes a client, quality, and results-oriented approach.
He/she assists the Representative to ensure smooth organization of the front office. The Administrative/ Finance Assistant works in close collaboration with the UN Country Team, OHCHR, UNDP staff to exchange information and ensure consistent service delivery
Duties and Responsibilities
Ensure effective and accurate administrative and human resources policies management and oversight, focusing on achievement of the following results:
- Ensure implementation of operational strategies and procedures, focusing on achievement of the following results:
- Manage the project budget focusing on achievement of the following results:
- Applicable human resources procedures and records are implemented and available.
- Full compliance of administrative and financial activities, administrative, procurement and human resources and financial recording/reporting system and audit follow up with applicable UN and donor’s rules, regulations, policies, and strategies.
- Implementation of the effective internal control, proper design and functioning of the administrative and financial resources management system.
- Manage contracts of Programe consultants and support meeting minutes consolidation and follow up on action points.
- Actively participate in discussions related to efficient and effective Programme implementation and general office management.
- Support OHCHR Program Coordinator to manage of all financial resources through planning, guiding, monitoring, and controlling of the resources in accordance with applicable OHCHR/ UN rules and regulations.
- Preparation and monitoring of projects’ budgets in Atlas, consolidation of reports, preparation of the electronic requisitions.
- Elaboration of proper mechanisms to eliminate deficiencies in budget management.
- Collection of information on internal and external clients’ satisfaction and needs in order to develop improvements to services;
- Ensuring that advance payments and direct payments are properly reviewed and made on a timely basis, as well as ensuring that payment information is properly recorded into the Atlas system on a timely basis;
- Ensuring that cost-sharing contributions are properly transferred to the project on a timely basis.
- Preparation of financial reporting of the project to donors and other stakeholders:
- Consolidate annual and monthly financial reports for the Secretariat, RC, National Steeering Committee, Spotlight Initiative Global Secretariat and Donor
- Periodic and regular written status reports, including weekly, quarterly and end of mission reports;
- Take into account remarks from the project steering committee and make necessary adjustment in the project budget and financial reporting.
- Collect data and consolidate financial reports as requested e.g. per government ministry, CS-NRG etc. as applicable and requested.
- Ensure capacity building of Spotlight Initiative partners.
- Provide advice and guidance on operational policies and financial matters to the programe management and coordination unit and partners
- and build the capacity of Civil society national reference group and enhance their understanding of administrative, procurement and financial procedures and processes.
- Briefly describe the functions/ activities (scope, location, results expected, etc.) and other information that will help to understand the nature of the work.
- As applicable, include any relevant data/information/policy framework that may be required for each activity.
Competencies
Competencies
Achieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline.
Think Innovatively: LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements.
Learn Continuously: LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback.
Adapt with Agility: LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible.
Act with Determination: LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident.
Engage and Partner: LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships.
Enable Diversity and Inclusion: LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination.
Cross-Functional & Technical competencies
- Ability and inclination to rapidly adopt new technologies, either through skillfully grasping their usage or through understanding their impact and empowering others to use them as needed.
- Ability to research and turn information into useful knowledge, relevant for context, or responsive to a stated need.
- Ability to inspect, cleanse, transform and model data with the goal of discovering useful information, informing conclusions, and supporting decision-making.
- Ability to develop solutions to problems by involving the human perspective in all steps of the problem-solving process.
- Ability to animate individuals and communities of contributors to participate and share, particularly externally.
- SDG Monitoring and Reporting
- Ability to engage with a wide range of public and private partners, build, sustain and/or strengthen working relations, trust, and mutual understanding
- The key purpose is having an impact on the efficiency of the OHCHR Liberia Office. Accurate presentation of information strengthens the capacity of the OHCHR’s office as an effective contributor to the processes of UN reform and integration and improved coordination leading to increased aid effectiveness.
- Understands the main processes and methods of work regarding the position.
- Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks.
- Demonstrates good knowledge of information technology and applies it in work assignments.
- Reports to internal and external clients in a timely and appropriate manner.
- Organizes and prioritizes work schedule to meet client needs and deadlines.
- Responds to client needs promptly.
- Gathers and disseminates information on best practice in accountability and results-based management systems.
Leadership and Self-Management
- Demonstrating/safeguarding ethics and integrity
- Demonstrate corporate knowledge and sound judgment
- Self-development, initiative-taking
- Acting as a team player and facilitating teamwork
- Managing conflict. Informed and transparent decision making.
- Learn Continuously – Actively pursue opportunities for learning and self-development professionally and personally.
- Achieve Results- Hold self and others accountable for results.
- Public Relations- Ability to build and maintain an overall positive public image for the organization, its mandate, and its brand, while ensuring that individual campaigns and other communications and advocacy initiatives are supported in reaching the public.
- Adapt with Agility- Be flexible in handling change, and adopt new ideas, approaches and ways of working.
- Ethics – Ethics UN policy knowledge – ethics Knowledge and understanding of the UN Staff Regulations and Rules and other policies relating to ethics and integrity.
- Change Management- Ability to prepare, support, and help individuals and teams in designing and implementing organizational change.
Communication – Ability to manage communications internally and externally, through media, social media, and other appropriate channels
Required Skills and Experience
Education:
- Secondary Education is required.
University Degree (Bachelor’s degree) in Finance, Economics, Business or Public Administration will be given due consideration, but is not a requirement
Experience:
- Minimum 6 years (with Secondary education) or 3 years (with bachelor’s degree) of progressively responsible administration or programme support service experience is required.
Disclaimer
Important information for US Permanent Residents (‘Green Card’ holders)
Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment.
UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.
Applicant information about UNDP rosters
Note: UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.
Non-discrimination
UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.
UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.
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