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Administration Specialist

UNOPS - United Nations Office for Project Services

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Job categories Administration, Finance
Vacancy code VA/2024/B5104/28463
Level ICS-10
Department/office MR, AMMMCO, Amman
Duty station Djibouti, Djibouti
Contract type International ICA
Contract level IICA-2
Duration Ongoing ICA – ‘This position is funded up to December 2024 with possibility for extension subject to organizational requirements, availability of funds and satisfactory performance.
Application period 02-Jul-2024 to 16-Jul-2024
Applications to vacancies must be received before midnight Copenhagen time (CET) on the closing date of the announcement.

Functional Responsibilities

Under the direct supervision of the Project Manager, the Administration Specialist will be responsible for the operational management of the United Nations Verification and Inspection Mechanism for Yemen (UNVIM) and Office of the Special Envoy for Yemen Projects.

Functions / Key Results Expected

  1. Implementation of operational and financial management strategies

  2. Budget management and organization of the cost-recovery system

  3. Administration Support

  4. Knowledge building and knowledge sharing

1. Implementation of operational and financial management strategies

  • Ensures the implementation of operational and financial management strategies, focusing on the achievement of the following results:
  • Plan, guide and manage finance operations including Accounts Payable, Budget and Quality assurance processes.
  • Advises  Project Manager on strategic financial resources management, Continuous analysis and monitoring of the financial situation, presentation of forecasts for projects.
  • Implement and review periodically effective internal controls, proper design and functioning of the financial resources management system. 
  • Ensure compliance with financial activities, financial recording/reporting system and audit follow up with UN/UNOPS rules, regulations, policies and strategies and IPSAS standards.
2. Budget management and organization of the cost-recovery system

  • Manages the budgets and organizes an optimal cost-recovery system focusing on achievement of the following results:
  •  Prepares and reviews monitoring systems for budgetary controls versus authorized spending limits (ASL) and budget delivery levels.
  • Elaborates proposals for planning of financial resources of the project operations, continuously analyses and monitors the financial situation and presents financial forecasts vs. actuals and analysis of variances across the projects’ budgets.
  • Monitors budget implementation, expenditure levels against allotments and recommends reallocation of funds when necessary.
  • Prepares timely financial reports for submission to the donors and funding agencies in accordance with UNOPS rules within established procedures.
  • Ensures financial resources management through planning, guiding, controlling the resources in accordance with UNOPS rules and regulations.
3. Administration Support 

  • Coordinates relevant project procurement and human resource processes to ensure viable  solutions that meet operational project needs. 
  • Manages the timely and efficient delivery of all administrative services, (e.g. premises, asset management, organizational, travel and IT).
  • Supervises administration team.
4. Knowledge building and knowledge sharing

  • Organizes, facilitates delivery of training and learning initiatives for project team on relevant topics
  • Leads, approves and conducts initiatives on capacity development and knowledge building for Finance and Admin personnel, including network development, learning plans and activities and best practice benchmarking.
  • Guides project team’s collection of feedback, ideas, and internal knowledge about processes and best practices.

Education/Experience/Language requirements

Education:

  • Advanced university degree or equivalent preferably in Business Administration, Public Administration, and Finance, Economics or related field.
  • A first level university degree, preferably in Business Administration, Public Administration, and Finance, Economics or related field with additional two (2) years of experience may be accepted in lieu of the advanced university degree.  
  • Certification as a Certified Public Accountant (CPA), Chartered Accountant (CA) or equivalent added advantage.

Experience:

  • A minimum of 5 years relevant experience in operational management (Finance, HR, Support Services, Operations) at a national/international level is required.
  • Demonstrated experience providing management advisory services and/or managing staff and operational systems is required.
  • Demonstrated experience establishing inter-relationships among International Organisations/Governments/Partners is desired.
  • Experience in UN field operations in the area of administration and/or operations is an advantage.

 Language Requirement:

  • Fluency in English is required.
  • Fluency in French is desirable.

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