Turkey: Administrative and Finance Officer P3

Organization: UN Office for the Coordination of Humanitarian Affairs
Country: Turkey
Closing date: 12 Dec 2014

ORGANIZATIONAL SETTING AND REPORTING RELATIONSHIPS: Administrative and Finance Officer position is a part of the recently established temporary United Nations Monitoring Mechanism (UNMM). It is underlined that all temporary appointments are strictly subject to availability of funds and the extension of the mandate of UNMM. The Administrative and Finance Officer will report to Head of UNMM, or his/her designate.

RESPONSIBILITIES:

Within delegated authority, The Administrative and Finance Officer will be responsible for the duties listed below. However, given the special temporary nature of UNMM, tasks and responsibilities may, from time to time, alter depending on exigencies of UNMM.

General Administration

· Oversees work related to procurement, billing and receipt of income from various services, operational travel programme, procurement monitoring and evaluation of vendor contracts/payment to vendors and individual contractors for services.

· In collaboration with the Department of Safety and Security (DSS) and Head of UNMM field office assist in ensuring Minimum Operation Security Standards (MOSS) compliance for vehicles, office and residential premises. Ensure proper management of office assets, including maintenance of inventory, physical verification of assets and disposal of assets. Oversee the identification of office technology needs and maintenance of equipment, software and systems.

· Reviews adequacy of departmental space requirements.

· Oversees the identification of office technology needs and maintenance of equipment, software and systems, coordinating enhancements as necessary.

Human Resource Management

· Effectively coordinates actions relative to the administration of human resource activities, e.g., recruitment, placement, promotion, performance appraisal, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures.

· Defines conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations.

· Represents UNMM at meetings on administrative issues such as national salary scales, common services, premises, etc.

· Supervise, on a regular basis, national administrative staff, ensuring support and mentoring.

Budget and Finance

· Takes the lead with respect to the preparation and implementation of the work programme, ensuring that financial resources are utilized to implement activities in accordance with the Programme Budget and allotments issued.

· Monitors and reviews the work programme and budget by conducting regular and special reviews to assess progress of actual work versus the programme plan. Coordinates the production of programme reports.

· Defines requirements and work with systems units with respect to improving budget reporting systems and cost effective utilization of program resources.

· Develops procedures and implement same to ensure that accounting and financial management controls are consistent with UN policy and practice.

· Supervises and/or provides guidance on financial administration and management information issues and practices to colleagues.

· Monitors and follows up on outstanding NGO and UN Agency reports for grants and allocation provided to third parties. Prepares payroll for national staff and Follows up with the local service providers on monthly payment orders for international staff to ensure timely payments.

· Provides guidance and leadership to more junior staff.

· Performs other related work as required.

COMPETENCIES

PROFESSIONALISM: Knowledge of administrative, budgetary, financial and human resources policies and procedures. Ability to apply various United Nations administrative rules and regulations in work situations. Conceptual analytical and evaluative skills to conduct independent research and analysis. Ability to identify issues, formulate opinions, make conclusions and recommendations. 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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.

TEAMWORK: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

PLANNING& 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.

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.

QUALIFICATIONS

Experience:A minimum of five (5) years of progressively responsible professional experience in administration, finance, accounting, human resources management or related field is required. At least two (2) years of that experience is required at the international level. Experience with the UN Common system or international NGOs are desirable. Experience in the region is desirable. Experience with ERP systems is desirable.

Education:Advanced university degree (Master’s degree or equivalent) in business or public administration, finance, accounting, law or related area. A first-level university degree in combination with qualifying experience may be accepted in lieu of the advanced university degree.

Languages:English and French are the working languages of the United Nations Secretariat. For this position fluency in English (both oral and written) is required. Knowledge of another UN official language is an advantage. Knowledge of Arabic is desirable.

How to apply:

The position is intended to fill functions of temporary duration This temporary position is for an initial period of six months with a possibility of extension. This post is strictly subject to availability of funds and the extension of the mandate of UNMM.

Please state your full name and the temporary job opening notice number OCHA/G/155/2014 as the subject in your e-mail application and send one email application for every temporary job opening announcement. Documents should be saved as pdf file, with the title formatted as follows: Doc-t type _Given Name FAMILY NAME.pdf. For example: PHP_Joe GREY.pdf.

All applicants are requested to submit a completed personal history profile (PHP) to OCHA CRD ochacrdstaffing@un.org with a copy to OCHA ochavacancies@un.org .Please indicate the temporary job opening number OCHA/G/155/2014 in the Subject of your e-mail.

Note that applications to United Nations Secretariat positions can be generated in the new Inspira recruitment system. We encourage you to create an electronic personal history profile and to apply to these and other positions for which you are interested and qualified at http://inspira.un.org

Note that applicants’ eligibility cannot be fully assessed if the personal history profile is not properly completed. Applications received after the deadline will not be accepted. Potential candidates under serious consideration will be contacted by hiring manager directly. All applications will be treated with the strictest confidence.

The United Nations shall place 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. (Charter of the United Nations - Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.

Staff members are subject to the authority of the Secretary-General and to assignment by him or her; in this context, all staff members are expected to move periodically to new functions in their careers In accordance with established rules and procedures.

"The United Nations does not charge a fee at any stage of the recruitment process (application, interview, meeting, processing, training or any other fees). Also, the United Nations does not concern itself with information on bank accounts."