OQR Finance and Procurement Project Coordinator

Job ID/Title :OQR Finance and Procurement Project Coordinator
Category :Administration/Operations
Brand :UNDP
Application Deadline:16-Mar-15
Duty Station :East Jerusalem
Languages Required :Arabic, English,    
Duration of Initial Contract :     Six Months
Expected Duration of Assignment :One Year

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Background:

UNDP/PAPP, in support of the Office of the Quartet Representative (OQR) and its team, seeks a competent Finance and Procurement Project Coordinator Under the supervision of the Deputy Special Representative for Operations - DSR(O), the Finance and Procurement Project Coordinator will work on various aspects of OQR project management and operations so as to enable effective and speedy implementation of OQR objectives. All financial, human resources management, procurement, logistical, administrative, project management, reporting, asset management, ICT, and other services are to be performed in compliance with UNDP rules and regulations.
The Finance and Procurement Project Coordinator will act as the main focal person between UNDP/PAPP and the designated OQR Focal Person / Director of Finance and Operations as assigned by the OQR. S/He will report to the UNDP Deputy Special Representative (Operations). The key deliverable is to ensure, as the main focal point, management coordination, guidance, advice and support of the project to ensure the smooth functioning of OQR operations, consistent service delivery as well as evaluation and readjustment of operations as required to account for changes in the operating environment.
UNDP/PAPP is seeking qualified candidates for the position of Finance and Procurement Project Coordinator Jerusalem. A summary of key functions is below.
Description of Responsibilities:
 
Summary of Key Functions:
- Efficient financial resources management.
- Human resources management.
- Procurement coordination and management.
- Annual and ad hoc financial and administrative reporting to external parties especially donors.
- Daily administrative support and other logistical services as needed.

1-Finance:
1-Support the DFO on proper budget planning for the OQR Office, as well as separate donor budgets.
2-Periodic (quarterly) and timely expenditures and cash flow reports for the OQR office. Additional specific reports upon request on specific matters, which could require data elaboration.
3-Tracking expenditures and auditing of financial resources.
4-Organizing cost-recovery mechanisms for UNDP and other agencies’ services provided to OQR
5-Overseeing and checking anomalies and advising on best payment practices.
6-Arranging for vendor forms creation in ATLAS for new vendors.

2-HR:

1-In coordination with the DSR (O) and OQR DFO to oversee recruitment processes in accordance with UNDP rules and regulations including:
-Preparing all needed and supporting documents to undergo recruitment processes including request forms, Terms of Reference (TOR), and interoffice memoranda.
-Advising on the appropriate use of different contractual modalities and contracts management.

2-In coordination with the DSR (O) and OQR DFO renewing current HR contracts for OQR staff under SC contracts and preparation of documents needed for CAP and ACP if needed.

3-Procurement:
1-Coordinating between OQR and UNDP procurement focal points for required goods/services including raising electronic requisitions, assisting in the preparation of supporting documents, and following up with suppliers when needed.
2-Coordinating between OQR and UNDP for the issuance of IC contracts including contacting potential advisors to provide all supporting documents.
3-Renewing IC contracts according to UNDP rules and regulations.
4-Presenting cases in front of the CAP Committee.

4-General, and as needed:
1-In coordination with the DSR (O) and OQR DFO to provide project administration and management support to the UNDP Programming Team in their daily tasks. This will include preparing purchase orders, vouchers and vendors, preparing letters and faxes in English and, if possible, Arabic, copying, filing, editing, and formatting computer documents, central record keeping, data input and UNDP/PAPP systems follow-up and processing, etc.
2-Following up on day-to-day requests and activities with different UNDP departments – Finance, HR, Administration, Procurement and Senior Management, and counterparts.
3-Setting up and maintaining project files for both hardcopy and softcopy archives and establishing document control procedures.
4-Compiling, copying, uploading on ATLAS and distributing all project reports to concerned parties.
5-In coordination with the DSR (O) and OQR DFO to liaise with project staff for any requirements regarding projects (especially for arranging meetings, request documents, etc) and preparing reports in English when needed. For this reason an excellent knowledge of English (oral and writing skills), as well as computer skills (word and excel) are indispensable.
6-In coordination with the DSR (O) and OQR DFO to assist in the monitoring of schedules and timetables and updating plans in cooperation with the programme analyst and requesting data for timely reporting.
7-Maintaining and updating UNDP reporting schemes and matrices.
8-Drafting Project Executive Group and Project Team meeting minutes.
9-In coordination with the DSR (O) and OQR DFO to liaise with the counterparts administrative managers on all issues related to the project, including:

a-Renewal of contracts and Memorandum of Understanding.
b-Explanation of UNDP and donor requirements
c-Timely reporting.
10-Assisting in any other required programme support activity related to projects.

5-Reporting:
1-In coordination with the DSR (O) and OQR DFO to review incoming operational and financial reports in terms of completeness and formal correctness.
2-In coordination with the DSR (O) and OQR DFO to prepare narrative and financial reports to donors at scheduled times, including preparation of any interim reports as needed.
 
 Impact of Results
The key results have an impact on the overall economy, efficiency, and effectiveness of OQR operations as it relates to the use of corporate resources in the following areas:
-Financial services
-Human Resources
-Procurement and logistical services
-Common Services and the implementation of the UN agenda in common services and joint procurement.

 
Competencies :
 
-Demonstrates commitment to UNDP’s mission, vision and values.
-Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.
-Shares knowledge and experience.
-Demonstrates competence with automated management systems.
-Knowledge of appropriate protocol and correspondence guidelines when dealing with government and other external partners.
-Actively works towards continuing personal learning, and applies newly acquired skills.
-Ability to perform a broad range of activities aimed at effective and efficient functioning of OQR’s office, including data/ schedule management, maintenance of protocol, information flow, teamwork and flexibility.
-Confidentiality.
-Consistently approaches work with energy and a positive, constructive attitude.
-Able to remain calm, controlled and good-humored under pressure.
-Demonstrates openness to change and ability to manage complexities.

Qualifications :
Education:
-Minimum Degree Requirement: Bachelor’s Degree in Business Administration, Financial Management, Economics, Project Management or a relevant field from a recognized university. Masters degree would be an asset.
Experience:
-4 years of administrative and project experience within a team environment, including strong organizational and administrative skills.
-Experience in the use of computers and office software packages (MS Word, Excel, etc), experience in handling of web based management systems.
-Work experience with an international organization and/or UN agencies is an asset.

Language Requirements:
-Excellent English language skills, both written and oral.
-Knowledge of Arabic and/or Hebrew highly desirable.
 
 

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“UNDP/PAPP is an equal opportunity employer: applications from both internal and external men and women will be considered equally”
 
UNDP actively supports the Convention on the Rights of Persons with Disabilities adopted by the United Nations General Assembly
 
Important message to all applicants!
-Please be aware that the UNDP/PAPP will review your application only if you have uploaded Personal History Form (P.11) to your application. Please download the form from the following link: http://jobs.undp.ps.
-You will get the opportunity to upload the P-11 at when you apply for the position.
-Incomplete applications or applications received after the closing date will not be given consideration. Please note that only applications that are under consideration will be contacted.
-For more detailed information about UNDP/PAPP please visit our website at www.undp.ps.

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