Programme & Finance Associate with UNODC Office for the GCC Region (OGCCR)-SC-7/UAE

Abu Dhabi

Organization: UNDP - United Nations Development Programme
Location: Abu Dhabi
Grade: Consultancy - SB-3 (SC6/SC7), Service Contract, Local Contractors Agreement
Occupational Groups:
- Operations and Administrations
- Administrative support
- Banking and Finance
- Project and Programme Management
- Drugs, Anti-Money Laundering, Terrorism and Human Trafficking
Closing Date: Closed

Background

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

Under the guidance and direct supervision of the Programme Management Officer and the overall supervision of the Representative, the Programme & Finance Associate ensures effective delivery of services in the UNODC Office for the GCC Region (OGCCR) to support the implementation of the UNODC’s Strategic Partnership with the GCC Countries and related programme framework, under the umbrella project “Establishment of the UNODC Office for the GCC Region” (AREU51). The Programme & Finance Associate promotes a client, quality and results-oriented approach consistent with UNODC rules and regulations.

The Programme & Finance Associate works in close collaboration with the Operations, Programme and Projects staff in UNODC OGCCR as well as UNODC HQ and UNDP staff as required for resolving complex finance-related issues and exchange of information

Duties and Responsibilities

Summary of Key Functions:

Support to formulation of programme strategies and implementation of UNODC’s Strategic Partnership with the GCC Countries and related programme portfolio

Support to management of UNODC OGCCR

Administrative and financial support to UNODC OGCCR

Support to resource mobilization

Facilitation of knowledge building and knowledge sharing

Any other task assigned by the Supervisor

1.Supports formulation of programme strategies and implementation of UNODC’s Strategic Partnership with the GCC Countries and related programme portfolio, focusing on achievement of the following results:

Collection, analysis and presentation of background information for the preparation of regional and national programmes, draft project documents, work plans, budgets, proposals on implementation arrangements (including in the context of the UN Sustainable Development Cooperation Frameworks developed at country level, if any), as well as for the effective application of RBM tools and the establishment of management targets.

Collection of information against M&E indicators; analysis of programme implementation rates, including identification of operational and financial issues and development of solutions; presentation of programme results.

Provision of support in the implementation and coordination of programme/project activities and outcomes to ensure timely execution and compliance with project documents.

Provision of inputs to the preparation of UNODC OGCCR regular and ad hoc reporting exercises.

2.Supports management of the UNODC Office for the GCC Region, focusing on the achievement of the following results:

Creation and revision of projects in ProFi and Umoja, including development/review/update of master staffing and budget tables.

Determination of grant consumption; preparation and submission of required budget projections, as well as unreleased and released budgets in Umoja; financial close of grants and operational close of projects.

Provision of guidance to the executing agencies on routine implementation of projects.

Presentation of information for audit of projects; support for the implementation of audit recommendations.

Provision and coordination of inputs to the elaboration of internal Standard Operating Procedures (SOPs) for administration and finance.

Translation of correspondence and documents, when needed.

Contacts with visitors and staff, arrangement of appointments and meetings, acting as an interpreter when required and/or taking minutes.

3.Provides administrative and financial support to the UNODC Office for the GCC Region, focusing on achievement of the following results:

Preparation/review of project financial reports.

Conduct of budget check for requisitions, POs and vouchers.

Performance of a Buyer role in Umoja, creation/revision of POs for goods and services and creation of funds commitments for consultancies, cost recovery and other charges.

Submission of payment requests in Umoja upon confirmation that service entry sheets or good receipts are approved; review of inter-office memoranda for payment processes.

Performance of a Travel and Shipment Administrator role in Umoja, submission of travel authorizations and expense reports for non-staff and follow up on their approval.

Maintenance and regular review of the internal expenditures control system which ensures that UNDP vouchers are verified and matched in the dedicated portal; transactions are correctly recorded and posted in Umoja; travel claims are settled; VAT refund claims of the office are duly processed.

Timely corrective actions to resolve/settle/liquidate outstanding commitments; coordination of inputs to accrual exercises.

Preparation of budget information for the submission of HRARs and RoAs in ProFi relating to international staff contracts.

Provision of inputs to the development of job descriptions for new project staff positions, consultancies and internships.

Provision of support in recruitment processes including coordination of vacancy announcements with UNDP, screening of candidates, organization and participation in the interview panels, writing of interview reports, and submission of requests for recruitment to the UNDP office concerned.

Preparation and review of correspondence, faxes, memoranda and reports in accordance with UNODC OGCCR’s SOPs.

Support to the organization of programme activities such as conferences, workshops, seminars, retreats.

Maintenance and regular review of the filing systems for administrative and finance records and documents.

4.Supports effective resource mobilization, focusing on achievement of the following results:

Analysis of information relating to donors; preparation of donors’ profile for briefing materials.

Tracking of and reporting on mobilized resources.

Drafting of partnership and funding agreements in accordance with UNODC templates; coordination of clearance processes with HQ staff.

Submission of data in Umoja for approval of new grants.

Preparation of tailored materials to support advocacy and communication efforts towards programme stakeholders, partners and donors.

5.Facilitates knowledge building and knowledge sharing in the UNODC Office for the GCC Region, focusing on achievement of the following results:

Organization of training for the Operations/Projects staff on results-based management of programme and finance.

Follow up on mandatory training requirements for the Operations/Projects staff.

Synthesis of lessons learnt and best practices in programme and finance management.

Sound contributions to knowledge networks and communities of practice.

Impact of Results

The key results have an impact on the overall performance of UNODC OGCCR and successful implementation of UNODC’s Strategic Partnership with the GCC Countries and related programme framework. By performing accurate analysis, data entry and presentation of information, the Programme & Finance Associate supports management in making informed decisions, thereby enhancing ability of UNODC OGCCR to ensure proper programme implementation and strengthen its position as a strategic partner of the GCC governments towards achieving sustainable development goals and targets.

Competencies

Core Competencies:

Demonstrating/safeguarding ethics and integrity.

Demonstrating 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 encouraging the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member.

Informed and transparent decision making.

Functional Competencies:

Advocacy/Advancing A Policy-Oriented Agenda

Level 1.1: Support the preparation of information for advocacy

Identifies relevant information for advocacy for a variety of audiences

Results-Based Programme Development and Management

Level 1.1: Contributing to results through provision of information

Provides information and documentation on specific stages of projects/programme implementation

Provides background information to identify opportunities for project development and helps drafting proposals

Building Strategic Partnerships

Level 1.1: Maintaining information and databases

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

Maintains databases of donor information

Tracks and reports on mobilized resources

Innovation and Marketing New Approaches

Level 1.1: Implementing processes and uses products

Documents and tracks innovative strategies/best practices/new approaches

Responds positively to new approaches

Resource Mobilization (Field Duty Stations)

Level 1.1: Providing information for resource mobilization strategies

Maintains information/databases on potential and actual donors

Maintains database of project files

Provides data and information needed for preparation of project documents

Promoting Organizational Learning and Knowledge Sharing

Level 1.1: Basic research and analysis

Researches best practices and poses new, more effective ways of doing things

Job Knowledge/Technical Expertise

Level 1.1: Fundamental knowledge of processes, methods and procedures

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

Strives to keep job knowledge up to date through self-directed study and other means of learning

Demonstrates good knowledge of information technology and applies it in work assignments

Demonstrates in-depth understanding and knowledge of the current guidelines and project management tools, and utilizes these regularly in work assignments

Global Leadership and Advocacy for UNDP’s Goals

Level 1.1: Research and analysis

Identifies relevant information for advocacy for UNODC’s goals for a variety of audiences

Client Orientation

Level 1.1: Maintains effective client relationships

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

Required Skills and Experience

Education:

Secondary Education, preferably with specialized certification in Accounting and Finance. University Degree in Business or Public Administration, Economics, Political Sciences and Social Sciences would be desirable, but it is not a requirement.

Experience:

Six (6) years of progressively responsible administrative or programme experience is required at the national or international level.

Experience in usage of computers and office software packages (MS Word, Excel, etc) and advanced knowledge of spreadsheet and database packages.

Experience in handling of web-based management systems.

Experience in the usage of ProFi and Umoja is an asset.

Language Requirements:

Fluency in English and language of the duty station (Arabic).

Disclaimer

Important applicant information

All posts in the SC categories are subject to local recruitment.

Applicant information about UNDP rosters

Note: UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

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