Administrative and Budget Officer (Transport)

Details

Mission and objectives

Concerned with the security, humanitarian, human rights and political crisis in the Central African Republic and its regional implications, the Security Council authorized in April 2014 the deployment of a multidimensional United Nations peacekeeping operation, MINUSCA, with the protection of civilians as its utmost priority. Its other initial tasks included support for the transition process; facilitating humanitarian assistance; promotion and protection of human rights; support for justice and the rule of law; and disarmament, demobilization, reintegration and repatriation processes. The newly established mission subsumed the UN Integrated Peace building Office in the Central African Republic (BINUCA). MINUSCA current uniformed personnel levels stand at 11,650 military personnel and 2,080 police personnel, and are tasked with the strategic objective of creating the political, security and institutional conditions conducive to sustainably reducing the presence of — and threat posed by — armed groups. See http://www.un.org/en/peacekeeping/missions/minusca/.

Context

Concerned with the security, humanitarian, human rights and political crisis in the Central African Republic and its regional implications, the Security Council authorized in April 2014 the deployment of a multidimensional United Nations peacekeeping operation, MINUSCA, with the protection of civilians as its utmost priority. Its other initial tasks included support for the transition process; facilitating humanitarian assistance; promotion and protection of human rights; support for justice and the rule of law; and disarmament, demobilization, reintegration and repatriation processes. The newly established mission subsumed the UN Integrated Peace building Office in the Central African Republic (BINUCA). MINUSCA current uniformed personnel levels stand at 11,650 military personnel and 2,080 police personnel, tasked with the strategic objective of creating the political, security and institutional conditions conducive to sustainably reducing the presence of — and threat posed by — armed groups. See http://www.un.org/en/peacekeeping/missions/minusca/. ========================= Assignment is renewable on an annual basis (1 July - 30 June) up to a maximum of 4 years. Contract renewals are granted based on Mission mandate, availability of budget, operational necessity and satisfactory performance. Duty station can change in the course of an assignment based on operational necessity; UN Volunteers may be required to work anywhere in the area of operations of the host organization, including in remote locations.

Task description

Under the direct supervision of Chief Transport Officer (CTO), the UN Volunteer will undertake the following tasks: • Maintain an accurate staffing table and contacts list for all personnel employed within the section. • Keep a contact list for key mission staff/offices, governmental offices, local and international companies • Prepare all correspondence (including administrative documents) of the Section and ensure distribution. • Coordinate and monitor all administrative issues and requirement of Transport Section (e.g. Stationeries, Office Equipment). • Process all incoming and outgoing correspondences (memo, fax, reports) and ensure the distribution to other offices/units according to importance and urgency. • Take notes and prepare minutes of meetings. • Arrange and maintain the CTO calendar. • Maintain the filing system (electronic & hard copy) of the office, reference materials and be responsible of the archive system. • Ensure the attendance of the Transport Section, e.g. sick leave; leave requests. • Distribute all relevant correspondences from the Mission Administration or the CTO to all the Units / Personnel of Transport Section. • Coordinate all official regional and international travel arrangements (MOP, PT8, F10 etc.). • Assist and give guidance on Personnel issues to national staff. • Supervise one local staff (Office Assistant). • Assist the Chief Transport Officer by providing input for the formulation of Transport operation and acquisition plans for the year. • Assist in providing input that contributes to the raising the annual budgets for the Section. • Process payment of invoices related to the Section. • Produce relevant budget reports on status of the budget and related to the establishment of the yearly budget. • Support the development and implementation of the budget. • Carry out Service Entry Sheets in UMOJA and pursue all R&I reports to ensure that payments to vendors, consultants and contractors are made on time and as per the contract. • Follow the costs recovery of the Section and raise the corresponding documents in UMOJA. • Send out monthly and annual insurance reports to the UNHQ regarding Transport Section’s assets. • Assist in the registration and insurance of vehicles in accordance with the local laws. • Provide statistical input and prepare reports by use of reporting tools available in UMOJA. • Manage the petty cash of the Transport Section. • Carry out all other tasks and responsibilities as directed by the chief of the section • When working with national personnel or (non-)governmental counterparts, the Volunteer is strongly encouraged to set aside dedicated time for training, coaching, mentoring and capacity development. Furthermore, UN Volunteers are expected to: • Strengthen their knowledge and understanding of the concept of volunteerism by reading relevant UNV and external publications and take active part in UNV activities (for instance in events that mark International Volunteer Day); • Be acquainted with and build on traditional and/or local forms of volunteerism in the host country. • Reflect on the type and quality of voluntary action that they are undertaking, including participation in ongoing reflection activities. • Contribute articles/write-ups on field experiences and submit them for UNV publications/websites, newsletters, press releases, etc. • Assist with the UNV Buddy Programme for newly arrived UN Volunteers. • Promote or advise local groups in the use of online volunteering or encourage relevant local individuals and organizations to use the UNV Online Volunteering service whenever technically possible. Results/Expected Outputs: • Main transport section’s administrative and budget processes are executed in accordance with the mission’s rules. • Mission and section’s contact list for key mission staff/offices, governmental offices, local and international companies and UN Agencies are available. • Transport section’s archive system is well maintained. • Section’s budget is well executed, and reports are accessible. • A final statement of achievements towards volunteerism for development during the assignment, such as reporting on the number of volunteers mobilized, activities participated in, and capacities developed.