UNMAS Admin Finance Logistics Associate

The United Nations Development Programme (UNDP) is the UN’s global development network, advocating for change and connecting countries to knowledge, experience and resources to help people build a better life. We are on the ground in 166 countries, working with them on their own solutions to global and national development challenges. As they develop local capacity, they draw on the people of UNDP and our wide range of partners.

Job ID/Title :UNMAS Admin Finance Logistics Associate
Brand :UNOPS
Application Deadline :29-Feb-12
Duty Station :Jerusalem
Languages Required :Arabic, English,
Duration of Initial Contract : One year

Background:
The United Nations Mine Action Service (UNMAS) is implementing its Mine Action program in both Gaza and the West Bank.  To this end, UNMAS is looking to expand its staff base and seeks to recruit an Admin Finance Logistics Associate in support of its program.
Description of Responsibilities:
Under the direct supervision of the Program Officer and/or Support Services Officer the incumbent will be responsible for the following duties:

Admin
-Ensure full compliance of records and documentation to meet UN rules and regulations, requirements, UNOPS policies, procedures and internal strategies
-Maintain personnel files of all UNMAS staff, Gaza, West Bank and Jerusalem
-Administer Attendance, payments and leave plans
-Assist in administrative preparation of mission visits, donor visits etc.
-Maintain program files to include Finance, Procurement, Logistics, Fleet, and Projects Management Files
-Administer all non-payroll entitlements of personnel including, but not limited to: F10 claims, DSA, actual/lump sum travel costs, etc, and provide advice thereto.
-Ensure that disbursements of funds are undertaken according to financial rules and regulations
-Prepare periodical administrative status update reports
-Register, update and maintain program contacts list
-Translate invoices and other documents from Arabic to English, English to Arabic
-Any other administrative tasks as required

Finance:
-Prepare quarterly cash flow reports
-Assist in the administration of the UNMAS Petty Cash to ensure compliance per UNOPS PC Guidelines, Rules and Regulations.
-Prepare periodical PC reports and replenishment requests to NAO Finance Department
-Follow up of value added taxes submission to UNDP/PAPP and make sure the refund is posted against the relevant projects budget.
-Prepare, follow up and maintain a record of payment requests
-Maintain Payment Log with Payment reference for all AP vouchers and non PO vouchers raised in Atlas.
-Maintain and track GLJEs logs
-Record and maintain all finance related documents
-Prepare requisitions in accordance with UNOPS guidelines, rules and regulations ensuring accurate allocation of requested good and/or services to the correct CoA of program budget
-Monitor that expenditure remains within program/projects budgetary parameters and assist in the preparation of expenditure reports
-Any other financial/budgetary task as required

Logistics:
-Register and update inventory/asset database (WASP) in line with UNOPS guidelines and inventory management best practice under guidance of the Operations Officer
-Perform audit of existing inventory and assets and update as required
-Produce inventory and asset reports as required
-Assess current and future warehousing requirements and develop storage solutions
-Register and maintain handover of program equipment to staff
-Ensure that a handover procedure of inventory and assets is in place and carefully adhered to at all times
-Record all handovers with appropriate signatory approvals
-Manage collection of assets when staff members leave the mission
-Advise if and when write-offs of assets are required
-Prepare and submit required documentation for write-off process and obtain required approvals and ensure write-off of equipments is undertaken in accordance with UNOPS rules and regulations
-Keep UNMAS staff advised of asset management guidelines and procedures
-Any other related tasks as required
 
 
Impact of Results

-Accurate and organized administration of the UNMAS oPt Program in accordance with UNOPS Rules and Regulations and best practice.

 
Competencies :
Professionalism – Advanced knowledge of the use of information management to improve the business processes; proven and demonstrable experience in analysis of information and capacity to articulate the information management requirements of complex situations requiring a coordinated response between disparate actors; demonstrated problem-solving skills and ability to use sound judgment to ensure the effective and timely completion of complex tasks; ability to work under extreme pressure, on occasion in a highly stressful environment (e.g. civil strife, natural disasters).
Communication – Excellent communication (spoken and written) skills including the ability to convey complex information management concepts and recommendations to staff at all levels, both orally and in writing, in a clear, concise style that can be readily understood by non-information management practitioners.
Teamwork – Works collaboratively with colleagues to achieve organisational goals; places team agenda before personal agenda; supports and acts in accordance with final group decision.
Planning and Organising – Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; 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; operates in compliance with organisational regulations and rules; supports subordinates and peers, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.
Client Orientation – Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; designs solutions and basis recommendations on the principles of usability; establishes and maintains productive partnerships with clients by gaining their trust and respect; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients’ informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.
Judgment/Decision-making – Identifies the key issues in a complex situation, gathers relevant information before making a decision; considers positive and negative impacts of decisions prior to making them; proposes a course of action or makes a recommendation based on all available information; checks assumptions against facts; determines that the actions proposed will satisfy the expressed and underlying needs for the decision.
Commitment to Continuous Learning – Demonstrated history of keeping abreast of new developments in the field plus a commitment to continuous learning.
Technology Awareness – Keeps abreast of available technology; understands applicability and limitations of technology to the work of the Office; actively seeks to apply technology to appropriate tasks; shows willingness to learn new technology

Qualifications :
Education:
-Masters Degree or equivalent (BA Degree with 8-10 years of experience) in relevant field

Experience:
-At least 5 years of progressive relevant experience, ideally with the UN or INGOs in the oPt.
-Experience using Atlas would be a distinct advantage
-Experience with UN administrative procedures is a distinct advantage
-Experience with UN financial rules and regulations is a distinct advantage
-IPSAS experience/knowledge would be an advantage
-Experience in field work is desirable
-Knowledge of asset administration / WASP desirable

Language Requirements:
-Fluent in English and Arabic both oral and written is a requirement.  Knowledge of an additional language is desirable.  Basic knowledge of Hebrew is an asset.


“UNDP/PAPP is an equal opportunity employer: applications from both internal and external men and women will be considered equally”

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.

UNDP/PAPP is an equal opportunity employer-
Applications from men and women will be considered equally