|In January 2016, the two OCHA Regional Offices for Eastern (which covers 10 countries in East Africa) and Southern (covering 15 countries in southern Africa) Africa were merged under unified leadership and administrative support from Nairobi. The National Administrative and Finance Officer position is required as additional capacity to facilitate a smooth and effective functioning of the newly merged office which in total administers OCHA support to 25 countries.
Under the guidance and direct supervision of the Administrative & Finance Officer, the National Administrative and Finance Officer analyzes and interprets the administrative and financial rules and regulations of OCHA and provides solutions to a wide spectrum of complex human resources, administrative and financial issues. The incumbent will work in support of and in close collaboration with all OCHA staff, including staff based in South Africa, to support effective and efficient functioning of the Office.
The Administrative and Finance Officer works closely together with the administrative and financial units of UNDP COs in the region, the OCHA Administrative Service Branch (ASB) and the OCHA Field Support Section in Geneva.
|Summary of key functions:
- Implementation of operational strategies
- Management of Regional Office financial resources
- Management of office’s human resources and administrative requirements
- Management of office property and supplies
- Management of office and transport maintenance
- Ensure collaborative work with OCHA office in Johannesburg and the region
1. Ensures the management of the office’s budget focusing on achievement of the following results:
- Advise and assist the Head of Office in the preparation and coordination of financial activities; assuring the conformity of financial operations; verify and monitor the budget and oversee all financial transactions.
- Participate in the preparation and co-ordination of work and cost planning documents. Control budgetary implementation ensuring expenditure is in accordance with approved workplans; prepare, computerize and follow-up allotment requests, allotment transfers and work-plan amendments. Prepare cost plan revisions as required.
- Preparation and monitoring of budgets; regular analysis and reporting on the budget approvals and the delivery situation.
- Prepare quarterly requests for funds (financial authorizations) in line with approved cost plans if needed. Monitor expenditures against financial authorizations.
- Coordinate the production of financial reports for headquarters if needed.
- Prepare and process payments and liaises with UNDP/Kenya Finance Office or ASB on all finance related issues. Make necessary follow-up on payments, claim settlements, DSA and other staff entitlements.
- Overseas the petty cash execution and reviews supporting documents, records and receipts, ensuring that replenishment are done in a timely manner. Submit expenditure report for replenishment.
- Monitor salary payment to national staff liaising with UNDP to ensure timely payments.
- Submit monthly reports of field expenditures.
- Drafts letters and other correspondence relating to administrative, financial and personnel activities and prepares related reports as necessary for internal use and for submission to Headquarters.
2. Ensures the effective management of the office’s human resources and administrative requirements, focusing on achievement of the following results:
- Liaise with the OCHA ASB on financial, human resources and procurement procedures
- In collaboration with the Department of Safety and Security (DSS) and the Head of offices assist in ensuring Minimum Operation Security Standards (MOSS) compliance for vehicle, office and residential compliance.
- Support procurement of goods through UNDP or Headquarters as indicated, ensuring appropriate processes are followed.
- Verify receipt of goods and services, ensuring specification, condition and quantities of goods are correct and paperwork is complete and properly filed.
- Review all travel requests for budgetary provision, undertake travel arrangements, raise TRs on behalf of staff and coordinate with the travel agency for the issuance of the tickets. Support in hotel reservations and advice on visa requirements and/or other travel document. Brief staff on policies and procedures relating to official travel.
- Monitor and provide support for the submission of travel claims submitted for settlement and track outstanding payments.
- Provide administrative support for conference, meetings and retreats.
- Coordinate the recruitment of national staff in collaboration with UNDP.
- Participates in the identification of training needs, preparation of training proposals.
- Advise on administrative requirement of performance appraisal system; maintain system to track compliance.
- Monitors the correct maintenance of personnel files, ensuring that information is complete and updated.
- Ensure separating staff have completed in-country formalities prior to departure.
- Ensure that staff time and attendance is properly maintained, verified and submitted in a timely manner to UNDP for national staff and for international staff in collaboration with ASB.
- Represents the office in meetings on administration and finance with various agencies, briefs the Head Office and initiates necessary action(s).
3. Provides support to proper supply and assets management, focusing on achievement of the following result:
- Coordination of assets management in the CO, timely preparation and submission of periodic inventory reports, ensuring that all OCHA property is properly labeled, assigned and tracked. Perform a physical inventory twice yearly, and inform the Head of Office and the OCHA ASB of any discrepancies. Advise on disposal of obsolete or damaged good in line with OCHA / UNDP regulations.
- Coordination of the provision of reliable and quality office supplies
- Maintain a recovery system for private use of OCHA assets, in particular vehicle usage
4. Provides support to office maintenance, focusing on achievement of the following results:
- Oversees maintenance of official vehicles, insurance, daily transport schedules.
- Provision of support to maintenance of common premises and common services.
- Effective management of the office filing system.
- Supervises timely and organized delivery, collection, reproduction and transmittal of correspondence, documents, pouch services and administrative supplies
5. Liaise with OCHA office in Johannesburg and the region and ensure collaborative work is undertaken, focusing on achievement of the following results:
- Monitor compliance of UN rules and regulations and related procedures.
- Provides administrative support to Johannesburg if needed or to any other country from the region upon request – HR, travel, processing payments for procurement done on behalf of various country offices in the region.
- Undertakes surge capacity missions to field office in the region when called upon to do so.
Impact of Results:
Sound contributions to knowledge networks and communities of practice.The key results have an impact on the overall office efficiency in financial and human resource management and success in introduction and implementation of operational strategies. Accurate, thoroughly researched and documented financial information, timely and appropriate delivery of services ensure efficiency of operations and enhance OCHA credibility. Administrative support provided to office in Johannesburg.
- Demonstrates integrity by modeling the UN’s values and ethical standards
- Promotes the vision, mission, and strategic goals of OCHA
- Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
Development and Operational Effectiveness
- Ability to provide analytical inputs to strategic planning, results-based management and reporting
- Ability to make the analysis of requirements and parameters provided in support of financial processes in the office
- Ability to formulate and manage budgets, contributions and investments, and transactions; conduct financial analysis, reporting and cost recovery
- Good knowledge of accounting
- Ability to implement new systems and affect staff behavioral/ attitudinal change
Management and Leadership
- Builds strong relationships with clients, focuses on impact and result for the client and responds positively to feedback
- Consistently approaches work with energy and a positive, constructive attitude
- Demonstrates good oral and written communication skills
- Demonstrates openness to change and ability to manage complexities
A university degree preferably in Administration or related fields, and relevant demonstrated work experience.
- Minimum 2 years of practical work experience in administration or related fields. Experience in the usage of computers and office software packages (MS Word, Excel, etc).
- Knowledge of web based management systems considered an asset.
- Knowledge of Umoja ERP is considered an advantage,
- Good knowledge of UN administrative and personnel rules and regulations.
- Working experience in OCHA and in the Eastern/Southern Africa region OR any UN Regional Office would be an advantage.
Fluency in English required, including solid drafting skills. Knowledge of any other UN language would be an added advantage.