G6 FTA

Administrative and Finance Associate

10 April 2019

Homs, Syria

JOB DESCRIPTION

Official Job Title:

Administrative and Finance Associate              

Duty Station: Homs, Syria

Grade (Classified)

GS-6 Fixed Term Appointment    Funding: Other Resources

Post Number:

 

Post Type:

☐   Rotational     ☒ Non-Rotational

Classification Authority:

 

Date: February 2019

 

1. Organizational Location

 

The Administrative and Finance Associate is located in UNFPA Homs sub-office, Syria and reports to the Head of Aleppo Office and Operations Manager.

 

 

2. Job Purpose

 

The Administrative and Finance Associate delivers quality services in administration and support Programme financial aspects to internal and external clients mastering all relevant rules, guidelines, processes and procedures. S/he takes a client-oriented results-focused approach to interpreting the rules, procedures and guidelines, providing support and guidance to the CO and UNFPA-supported projects.

 

 

3. Major Activities/Expected Results

 

Adapts processes and procedures, anticipates and manages operational requirements of Programme/ project inputs under national execution in terms of personnel, sub-contracts, equipment, fellowships, study tours, and other Programme and project-related events to facilitate Programme/ project delivery.

Prepares and monitors the Field Office administrative budget and ensures financial transactions are in accordance with UNFPA financial rules and procedures.

Implements corporate systems and applications in support of finance and country office operations, creates systems and mechanisms for effective management of UNFPA resources, and advises and trains project staff.

 

Reviews procurement requests and initiates procurement procedures for office and project equipment, supplies and services in a transparent and cost-effective manner; recommends procurement decisions. Contributes to the smooth running of the office by ensuring provision and maintenance of services and supplies following-up processes and maintaining up-to-date inventory and records.

 

Provides guidance to functional units on financial accountability within Programme responsibilities and on the effective use of Programme resources.

Verifies receipt of goods and services, ensuring specification, condition and quantities of goods are correct and paperwork is complete and properly filed.

Provide support and coaching to IPs for the preparation and timely submission of Fund Authorization and Certificate of Expenditures (FACE).

Participate in monitoring and spot checks of the IPs expenditures to ensure the compliance with approved budgets and the reliability of the supporting documentation;

In close coordination with the Programme Operations Support (POS) unit, contributes to the follow-up of the IP’s compliance with audits and evaluation recommendations;

Ensures that corporate procurement management policies and strategies are adequately applied by IPs in project implementation;

Provides information needed to respond to audit observations/findings.

Maintains a central filing system; ensuring consistent use and appropriate archiving of official administrative documents.

Participates in the identification and formulation of the project work plans with emergency technical team and various partners, revise work plans and prepare tables and statistical data.

Contributes to the creation and sharing of knowledge by synthesizing and documenting findings and lessons learned, success stories and best practices, strategies and approaches of the Country Office and drafting relevant materials for dissemination.

Provides logistical support to projects by coordinating review meetings and other project related workshops and events. To provide logistical, administrative assistance with regards to the planning and implementation of programme office events, meeting and workshops and perform other tasks as required.

Contribute to verification, certification, reconciliations and year-end processes as required,

Perform any other duty as required.

 

 

4. Work Relations

 

The Administrative and Finance Associate maintains collaborative relationships with operations and Programme teams at the CO. Internal contacts include the Assistant Representative, the Operations Manager, the CO’s operations team, and the CO’s Programme/ technical team.

 

5. Job Requirements

 

Education and Experience:  

Bachelor Degree in Business Administration, Economics or any related field with 3 years of relevant experience in administration, finance or office management or Completed High school with 6 years of relevant experience in administration, finance or office management.

 

Knowledge:

Proficiency in current office software applications and corporate IT systems.

Good writing and communication skills.

 

Required Competencies:

 

Values: Integrity, commitment, embracing diversity, embracing change

 

ii) Core Competencies: Achieving results, accountability, developing professional expertise, analytical thinking, working in teams, communicating for impact

 

iii) Required Skillset: 

 

• Providing logistical support

• Managing data

• Managing documents, correspondence and reports

• Managing information and work flow

• Planning, organizing and multitasking

• Supporting financial data analysis

 

Languages:

Fluency in English Arabic is required.