Finance and Procurement Associate

Job Description

Position Information:

Title: Finance and Procurement Associate

Position Number:

Project: QUDSI-R4R

Reports to: Project Manager and Operations Officer

Direct Reports: N/A

Position Level: SB3/1

Duty Station: Jerusalem

Duration of Initial Contract: 12 months/ part time 50%

Expected Duration of Assignment: 12 months

Job Purpose and Organizational Context:

Governments at the 19th Session of the UN-Habitat Governing Council, adopted by consensus resolution 19/18 calling on UN-Habitat to establish a Special Human Settlements Programme for the Palestinian People (SHSPPP) and a Technical Cooperation Trust Fund (TCTF). The long-term development objective of the SHSPPP is to improve the human settlements conditions of the Palestinian People and in so doing contribute in a modest way to reaching peace, security and stability in the region. During the recent 23rd Governing Council, a new resolution was adopted, requesting UN-Habitat "to further focus its operations on planning, land and housing issues in view of improving the housing and human settlement conditions of Palestinians, addressing the urbanization challenges, supporting the building of a Palestinian State, humanitarian action and peace-building, in the areas where there are acute humanitarian and development needs, identified through technical assessments by UN-Habitat in coordination with all concerned parties".

The United Nations Human Settlements Programme (UN-Habitat) is the agency for human settlements. It is mandated by the UN General Assembly to promote socially and environmentally sustainable towns and cities with the goal of providing adequate shelter for all. The post is located in the Special Human Settlements Programme for the Palestinian People.

UN-Habitat is leading the implementation of a 5.5-year EU funded Project: “Quality Urban Development and Sustainable Interventions – Rehabilitation for Revitalization (QUDSI-R4R)” in partnership with local technical and academic entities. The Project aims to improve socio-economic conditions for Palestinians in the Old City of Jerusalem by rehabilitating towards revitalizing historic sites as a catalyst for Palestinian integrated urban regeneration. The activities of the project focus on strengthening the old city’s Palestinian intergovernmental coordination; Rehabilitation and maintenance as well as business development and sustainability of key areas in the Old City; as well as professional capacity building for individuals who work in the Old City’s regeneration, advancing their professional development in several core competencies capable of unlocking new commercial opportunities in the economic sector. In parallel, the project also includes an interconnected track of Technological Empowerment and Innovation directed to Palestinian youth”

Funded by the European Union, UN-Habitat - is seeking a candidate to fill the position of Finance and Procurement Associate, under supervision of the Project Manager and overall guidance of Operations Officer. As this position is related to Qudsi project in the occupied Palestinian territory with an expected duration of five and half years started in January 2022, the Service Contract extension will be conditioned to satisfactory performance evaluation as well as availability of funding under the project.

Functions / Key Results Expected/ Responsibilities:

· Provides financial and accounting support in ensuring full compliance with UN/UN-Habitat financial rules, regulations, policies and strategies, and the effective internal controls framework.

· Provides support in the projects’ financial management and maintains a proper filing system for the financial records and to ensure accuracy of accounting codes and recording of receipts and payments.

· Ensures timely preparation of periodic and annual expenditure reports, updating of budget monitoring tables, financial authorizations, transaction reports and project budget status sheets;

· Prepares and assists in finalizing payment requests including checks and bank transfers, settlement of cash advances and travel claims and ensure that supporting documents are always adequate and complete; keeps track of and monitors the payment of Agreements of Cooperation (AoC), office rent and utilities; prepares VAT exemption submissions and refunds; ensures maintenance of the internal expenditures reporting and control system, including the precise and correct processing of vouchers;

· Tracks and documents Project staff salaries planning tables and records;
- Ensures proper functioning project cash management system, including timely review of cash position for local accounts; preparation of cash forecast and cash replenishments on regular basis;
- Identifies and records project contributions; timely and accurately assists in preparing bank reconciliations; initiates bank transfers and deals;
- Facilitates the proper receipt of goods and services and establishment of accruals; maintenance of the Account Receivables for QUDSI project and recording of deposits; as well as management of cash receipts and petty cash;
- Prepares budget revisions in coordination with Project Manager and Operations Officer;

· Coordinate all procurement related matter, that include but not limited to:-

- Initiate planned procurement activities as per the agreed schedule.

- Review, update and maintain purchase orders until they are closed.

- Prepare bid documents using UN-Habitat’s standard bidding providing correct and complete specifications, standards and TORs for procurement of goods and services financed by the donor

- Follow up, submit the bid documents and RFP’s to Senior Management for obtaining No objection and make such modifications in the said documents as Senior Management may recommend.

- Prepare Invitation for Bids (IFB) and arrange for the publications of the SPNs in newspaper of general circulations for recommended vendors.

- Arrange for Specific Procurement Notices to be sent to suppliers who responded to the General Procurement Notice.

- Attend the opening of bids at stipulated time and place. Records bids as read out.

- Assist the tender committee in the evaluation of bids and provide clarifications.

- Lead bid evaluation both preliminary, financial and post qualifications requirements and compile the evaluation report in accordance with UN-Habitat guide lines and submit the evaluation report to Senior Management for “No Objection”.

- Prepare awards and contracts in conformity with the requirements of the CTS.

- Prepare contract agreement in accordance with the CTS Standards and guidelines.

- Maintain procurement documents in proper filling system

· Tracks orders and confirms system lead times, delivery dates, and costs.

Impact of Results:

Attain and maximize the project’s development results to the targeted population, beneficiaries, participants, whether individuals, communities, and institutions.
Extent to which the objectives of the project have been achieved as intended in particular to the project planned overall objective.
Track and control any external effects to the project, such as:
Facilitated/constrained external factors
Production of any unintended or unexpected impacts, and if so, how have these affected the overall impact
Facilitated/constrained project/programme management, through their co-ordination arrangements, by the participation of relevant stakeholders
Additional contribution to economic and social development
Additional contribution to poverty reduction

Competencies and Selection Criteria:

Core

Innovation

Ability to make new and useful ideas work

Level 3: Adapts deliverables to meet client needs

Leadership

Ability to persuade others to follow

Level 3: Proactively seeks and recognizes contributions of others

People Management

Ability to improve performance and satisfaction

Level 3: Appropriately involves team in different stages of work and decision-making

Communication

Ability to listen, adapt, persuade and transform

Level 3: Expresses information and views with adaptive reasoning and appreciation for complexity and variation

Delivery

Ability to get things done while exercising good judgement

Level 3: Takes responsibility for addressing critical situations and delivering core value

Technical/Functional:

Teamwork

Ability to work in harmony with other team members and provide support where needed, and build consensus for task purpose and direction with team members.