Administrative and Financial Assistant

Background

Organizational Context 

UNODC’s mission is to contribute to global peace and security, human rights and development by making the world safer from drugs, crime, corruption and terrorism.

UNODC is the specialized organ of the UN Secretariat in charge of combating illicit drug trafficking and transnational organized crime. The main themes that UNODC deals with are the following: Drug Trafficking, Organized Crime, Corruption, Criminal Justice, Prison Reform and Crime Prevention, Drug Prevention, Treatment and Care, Human

Trafficking and Migrant Smuggling, Money Laundering, Wildlife crime and Cyber-crime, Piracy, Terrorism Prevention. As a result, it has developed unique expertise and experience and is able to design and implement large programmes, be they national, regional, or global.

UNODC has been present in West Africa for more than 25 years through its Regional Office for West and Central Africa (ROSEN), based in Dakar.

Under the overall guidance of the Representative of UNODC Regional Office in Senegal (ROSEN) and the direct supervision of the UNODC National Programme Coordinator in Cabo Verde, the Administrative and Financial Assistant based at the Programme Office in Cabo Verde will be responsible for the perform all administrative and financial activities relating to the implementation of UNODC Programme in Cabo Verde

Duties and Responsibilities

Summary of Key Functions: 

• Provide secretariat assistance, including the accurate filling of Purchase Requisition and Travel Requests Forms.
• Assist, in line with UNDP/UNODC Rules and regulations, the timely processing of all procurement requests.
• Translation of relevant documents.
• Assist in budget formulation, management, and monitoring.
• Establishing an archive system and providing regular programme updates

1. Ensures provision of support to management of ongoing project activities, focusing on achievement of the following results:

• ? Contribute to the timely implementation of planned activities as identified in the work plans and technically assist national partners to implementation of the project activities.
• ? Contribute to Develop Terms of reference for the procurement of technical services.
• ? Contribute to the implementation, monitoring, and evaluation of all UNODC

2. Ensures effective administrative and logistical services, focusing on achievement of the following results:

• Monitoring and management of office supplies, including maintenance of stationery stock as required by staff and keeping a log of materials distributed;
• Follow-up of deadlines, commitments, actions taken and coordination of the collection and submission of reports to the Head of Unit;
• Assists in the organization, execution, and coordination of logistical requirements by establishing a calendar of events, a program calendar, and a checklist of successfully held events;
• Maintenance of an appropriate filing system for financial files to ensure the security of confidential documents;
• Correct receipt of goods and services;
• Helping to ensure proper control of supporting documents for payments and financial reports;
• Transportation arrangements, vehicle maintenance and insurance;
• Support to ensure compliance with participant clearance procedures in line with donor requirements;
• Administrative support for conferences, workshops, and retreats

3.  Provides support to office maintenance and assets management, focusing on achievement of the following results:

• Serve as the focal point for monitoring asset management files;
• Support in the maintenance of the premises and common services;
• Management of files and records relating to office maintenance;

4. Support knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:

• Participation in the training for the operations/programme staff
• Sound contributions to knowledge networks and communities of practice.

Competencies

Corporate Competencies:

• Demonstrates commitment to UNODC’s mission, vision and values.
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.
• Demonstrating/safeguarding ethics and integrity  
• Demonstrate corporate knowledge and sound judgment.
• Self-development, initiative-taking
• Acting as a team player and facilitating team work
• Facilitating and encouraging open communication in the team, communicating effectively
• Creating synergies through self-control
• Managing conflict
• Learning and sharing knowledge and encourage the learning of others.
• Informed and transparent decision making

Functional Competencies:

Building Strategic Partnerships

• Analyzes general information and selects materials in support of partnership building initiatives.

Promoting Organizational Learning and Knowledge Sharing

• Research best practices and poses new, more effective ways of doing things

Job Knowledge/Technical Expertise

• Understands the main processes and methods of work regarding to the position
• Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks
• Demonstrates good knowledge of information technology and applies it in work assignments

Promoting Organizational Change and Development

• Demonstrates ability to identify problems and proposes solutions

Design and Implementation of Management Systems

• Uses information/databases/other management systems

Client Orientation

• Reports to internal and external clients in a timely and appropriate fashion
• Organizes and prioritizes work schedule to meet client needs and deadlines
• Responds to client needs promptly.

Promoting Accountability and Results-Based Management

• Gathers and disseminates information on best practice in accountability and results-based management systems

Required Skills and Experience

Education:

• Completion of Secondary Education or Bachelor’s degree, preferably with specialized certification in Management and Administrative area, Public, accounting, finance or related field;
• Minimum of 5 years with secondary education or 2 years if Bachelor’s degree, of professional experience in administration and financial support for projects or programmes

Experience:

• Minimum of 3 years of experience in Administrative and financial areas

Required skills and competencies:

• Work experience in software applications Word, Excel, PowerPoint, Outlook etc. is required

Desired additional skills and competencies:

• Knowledge of UNODC tools and financial procedures is highly desirable.
• Five (5) years of professional experience in administration and financial support for projects or programmes is desirable.
• Work experience in implementation, monitoring, and evaluation
• Experience with UN system/international organizations is an asset.

Language Requirements:

• Fluency in Portuguese and English is required.
• Knowledge of French will be an asset

• FEMALE APPLICATIONS ARE HIGHLY ENCOURAGE
• THE APPLICATION IS OPEN ONLY TO LOCAL NATIONAL PERSONNEL (CAPE VERDEAN NATIONALITY) OR FOREIGNERS WITH A RESIDENCE/WORK PERMIT IN CABO VERDE.
• ONLY APPLICATIONS SUBMITTED ONLINE WILL BE CONSIDERED (EMAIL APPLICATIONS WILL NOT BE ACCEPTED).
• ONLY SHORT-LISTED APPLICANTS WILL BE CONTACTED FOR INTERVIEW.
• FAILURE TO PROVIDE INFORMATION/DOCUMENTS REQUESTED, OR INSUFFICIENT INFORMATION TO VERIFY APPLICATION REQUIREMENTS WILL RESULT IN DISQUALIFICATION.