Fuel Assistant

Eligibility criteria

Minimum age: 25 years old. Nationals of the country of assignment are not eligible, except the assignments in Headquarters duty stations.

Description of task

Under the overall supervision of the Chief Fuel Unit, The Fuel Assistant will perform the following functions covering Contracts, invoicing and database Management.

• Raise Funds Pre commitment, commitments and Service Entry Sheets (SES), ensuring timely approval in UMOJA;
• Generate reports on the allocated funds and use as a basis in budget forecasting;
• Monitoring the consumption and expenditure under different budget codes;
• Prepare and maintain monthly expenditure reports in terms of budgetary situation;
• Assist the Chief of Fuel Unit with budget forecasting and monitoring of usage of allocated funds;
• Maintain and accurately record all fuel accounting data on electronic files, databases and on regular files as required;
• Review and analyze database records on a weekly basis for discrepancies;
• Manage and identify improvements of the Fuel Invoicing database;
• Ensuring that the received and accepted quantities from the database match the R&I reports;
• Supervise collation and data entry of information into required databases;
• Review and analyze database records on a weekly basis for discrepancies;
• Liaise directly with the R&I representatives and the contractor to ensure the format agrees with the Contract and rectify minor discrepancies;
• Manage all aspects of fuel accounting and record keeping;
• Review and maintain all Fuel Unit accounting forms and formats;
• Placing orders to vendors and coordinate receipt/issue of fuel from vendors to delivery points;
• Receive and process original requests for the purchase of required fuel products;
• Prepare and maintain periodic fuel consumption reports both in terms of quantity and budgetary situation;
• Monitoring the consumption and expenditure under different budget codes;
• Advise and familiarize clients on data and information requirements;
• Visit field regional Officers as required to ensure correct record keeping;
• Act as point of contact for fuel unit audit records;
• Attend the Contract and Performance Evaluation Meetings and act as note taker;
• Collection of Invoices at the end of each cycle, ensuring receipt requirements are met in accordance with the Contract;
• Verify original invoices submitted by the fuel contractor for payment;
• Review and maintain all Invoice and accounts records;
• Liaise with Procurement Section, R&I, and Finance Section to ensure timely settlement of invoices and recovery of funds where required;
• Ensure the Chief of the Fuel Unit and the Contractor are aware of the progress of each invoice in each period via weekly updates;
• Ensure that all financial and procurement rules and regulations are adhered to when processing payments;
• Produce reports on the status of outstanding requisitions, paid and/or outstanding invoices, payments and related details;
• Draft covering letters to permit the passage of invoices for payment;
• Ensure the timely passage of invoices for timely payment;
• Provide queries as required by the process of verification and ad hoc report;
• Generate and provide reports from the database to support the performance evaluation reporting on a monthly basis;
• Improve and develop required functionality to automate reports generated from the Fuel Invoicing database;
• Initiate reports on database anomalies;
• Ensure that all reports, are included in the reconciliation of invoices;
• Perform any other duties or responsibilities that may be assigned by the Chief General Supply and Fuel Unit.

Qualifications/Requirements Required degree level: Bachelor degree or equivalent Education - Additional Comments:

University degree in Geology, Accounting, Statistics or relevant studies and equivalent.

Required experience: 36 Months Experience remark:

• At least 3 years of progressively responsible experience in Petroleum, Oils and Lubricants with experience in accounting for fuel, invoicing and contract administration.
• Working knowledge of UN specific software of UMOJA is preferable.
• Ability to generate fuel reports in spreadsheet and database programs.
• Sound working knowledge of the international procurement and accounting methodologies and system is highly desirable Computer literate: good knowledge of Microsoft office package (Word, Excel, Power point, etc.)

Language skills:

• English(Mandatory), Level - Fluent
• Dari(Optional), Level - Working Knowledge

Area of expertise: Logistics and supply management Driving license: Yes Competencies values:

Accountability, Adaptability and Flexibility, Building Trust, Client Orientation, Commitment and Motivation, Commitment to Continuous Learning, Communication, Creativity, Empowering Others, Ethics and Values, Integrity, Judgement and Decision-making, Knowledge Sharing, Leadership, Managing Performance, Planning and Organizing, Professionalism, Respect for Diversity, Self-Management, Technological Awareness, Vision, Working in Teams

Application procedure:

* Not yet registered in the UNV Talent Pool?

First register your profile at https://vmam.unv.org/candidate/signup.

Important: After creating your account, complete all sections of your profile and submit it. Then go to ‘My Page’ at https://vmam.unv.org/candidate/mypage and click on the ‘Special Calls’ hyperlink. Lastly, select the special call to which you would like to apply.

* Already registered in the UNV Talent Pool?

First update your profile at https://vmam.unv.org/candidate/profile.

Then go to ‘My Page’ at https://vmam.unv.org/candidate/mypage and click on the ‘Special Calls’ hyperlink to select the special call to which you would like to apply.

Application deadline: 1 March 2020