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UNOCHA is the 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 effort.
Job ID: 16168
Location: Maiduguri, Nigeria
Vacancy Type: FTA Local
Posting Type: External
Contract Duration: 1 Year with the possibility for extension
Under the guidance of the Administrative & Finance Officer in Borno, the Administrative & Finance Analyst is responsible for ensuring the effective delivery of, finance, general administration, human resources, procurement, logistical and common services support to OCHA/Nigeria sub offices and operations consistent with UN rules and regulations.
The Administrative and Finance Analyst leads and provides guidance to OCHA sub Offices administrative staff, fostering effective collaboration within the teams, with relevant OCHA and UNDP counterparts at headquarters and in the field, and with other UN agencies, promoting a client-oriented approach and ensuring optimal performance and efficient delivery of services.
Duties and Responsibilities
Summary of Key Functions:
Efficient administrative support
Budget management and organization of cost recovery system
Human resources support
Support to supply and assets management
Ensures implementation of operational strategies, focusing on achievement of the following results:
Full compliance of activities with UN/UNDP/OCHA rules, regulations, policies and strategies;
Provision of inputs to OCHA's business processes mapping and internal standard operating procedures (SOPs);
Provision of inputs to the plan;
Ensures effective and efficient functioning of the OCHA office, focusing on achievement of the following results:
Organization and coordination human resources related activities including support on recruitment activities;
Coordination of admin and HR arrangements;
Performing Travel Administrator, Requisitioner role in OCHA UMOJA ERP system for preparation of POs, travel and other administrative functions. In addition, prepare payments, service entry sheets, good receipts related to approved POs into Umoja.
Verification and recording Rn R, all types of leaves, attendance records of the Field Staff members with related reconciliation;
Update HR documents on regular basis;
Provide routine Administrative & logistical support to the all units/staff on all matters related to general office administration, transport, protocol/visas applications, duty free privileges & custom clearances for office goods and for staff personal effects
Management of up-to-date accounting system/records to ensure timely, accurate and reliable monthly financial reporting;
Monitor expenditure levels under the approved Cost Plan/Quarterly Financial Authorizations and prepare monthly reconciliations with UNDP charges for all payments/expenditures.
Proper planning and tracking of common services budget and of Agencies contributions to the common services account
Ensures effective administrative and logistical support, focusing on achievement of the following results:
Administrative support to conferences, workshops, retreats;
Manage petty cash, maintaining accurate and complete records and receipts and ensuring that replenishment is done in a timely manner. In collaboration with the Country Office submit expenditure report for replenishment;
Maintenance of the filing system ensuring safekeeping of confidential materials;
Extraction of data from various sources;
Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to head of unit;
Support with protocol matters, registration of staff, coordination with local authorities, on space and other administrative matters
Provides support to office maintenance and assets management, focusing on achievement of the following results:
Ensure that office inventory database is updated on regular basis and that both the financial and physical status of all office Non-Expendable Properties is regularly reported
Maintenance of records on assets management;
Maintenance of files and records relevant to office maintenance;
Provision of support to maintenance of common premises and common services
Support knowledge building and knowledge sharing in the OCHA office, focusing on achievement of the following results:
Training of staff on UN rules and regulations and related procedures;
Sound contributions to knowledge networks and communities of practice
Impact of Results:
The key results have an impact on the efficiency of the OCHA office. Accurate presentation of information strengthens the capacity of the OCHA office and promotes the image of UN as an effective contributor to the development of the country.
Demonstrates integrity by modeling the UN’s values and ethical standards
Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
Knowledge Management and Learning:
Shares knowledge and experience;
Actively works towards continuing personal learning, acts on learning plan and applies newly acquired skills.
Development and Operational Effectiveness:
Ability to perform a variety of standard specialized and non-specialized tasks and work processes that are fully documented, researched, recorded and reported;
Ability to review a variety of data, identify and adjust discrepancies, identify and resolve operational problems;
Ability to perform work of confidential nature and handle a large volume of work;
Good knowledge of administrative rules and regulations;
Strong IT skills;
Ability to provide input to business processes re-engineering, implementation of new systems;
Leadership and Self-Management:
Focuses on result for the client and responds positively to feedback;
Consistently approaches work with energy and a positive, constructive attitude;
Remains calm, in control and good humored even under pressure;
Required Skills and Experience
Secondary education is required. Certification in Administration, University Degree in Business or Public Administration is desirable, but it is not a requirement.
Experience: Up to 6 years of relevant professional experience in business, public administration, Human Resources, logistics, programme support service or other related area is required.
Good knowledge on Administration/Operations is required. Experience working with the UN or other international organizations is desirable.
Experience in using UN ERP system (Umoja) in the area of travel and procurement is highly desirable. Good computer skills (Windows, MS Word, Excel/Spread sheets, the internet/Web) is required.
Fluency in English language and national language of the duty station.