Офіцер/ка із закупівель та фінансів

Procurement and Finance Officer supervises Driver Clerk in coordination with Programme Management Officer with regard to logistical, procurement, fleet management and finance related activities, such as UMOJA actions, administration of budgets and cost-recovery system, accounting, finance and administrative support, and provision of logistical services. Procurement and Finance Officer works in close collaboration with the operations, programme and core staff of HRMMU and UNDP for resolving complex procurement and finance related issues and information exchange.

The key results have an impact on the overall HRMMU efficiency in procurement, administration and financial resources management and success in introduction and implementation of operational strategies. Accurate, thoroughly researched and documented financial and administrative information, timely and appropriate delivery of services ensure client satisfaction and enhance HRMMU credibility in use of financial resources.

Ensures elaboration and implementation of operational strategies focusing on achievement of the following results:

• Ensuring full compliance of procurement activities with UN/UNDP/OHCHR rules, regulations, policies and strategies, implementation of the effective internal control, proper functioning of a client-oriented procurement management system.
• HRMMU Procurement business processes mapping and elaboration/establishment of internal Standard Operating Procedures (SOPs) in Procurement, control of the workflows in the Procurement Unit.
• Analysis of requirements and synthesis of proposals for cost saving and reduction strategies.
• Synthesis of proposals and implementation of contract strategy in the HRMMU including tendering processes and evaluation, contractor appraisal, managing the contract and contractor, legal considerations and payment conditions, risk assessment.
• Implementation of the strategic procurement in the HRMMU including sourcing strategy,  supplier selection and evaluation, quality management, customer relationship management, e-procurement introduction and promotion, performance measurement.

Manages and guides procurement processes for HRMMU and ensures implementation of sourcing strategy, focusing on achievement of the following results:

• Timely and duly preparation of procurement plans for the office and monitoring of their implementation.
• Implementation of proper monitoring and control of procurement processes including organization of RFQ, ITB or RFP, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UN/UNDP/OHCHR rules and regulation.
• Review and certification of submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP).
• Management of procurement contracts and, upon delegation of responsibility, performing the functions of Certifying Officer in UMOJA for Purchase orders certification.
• Implementation of the internal control system, which ensures that Purchase orders are duly prepared and dispatched. Timely corrective actions on POs with budget check errors and other problems.
• Review and certification of cost-recovery bills for procurement services provided by UNDP to HRMMU/OHCHR.Implementation of harmonized procurement services, analysis of requirements and elaboration of proposals on common services expansion, in line with the UN reform.
• Development and management of the rosters of suppliers, elaboration of supplier selection and evaluation, quality and performance measurement mechanisms

Ensures implementation of operational and financial management strategies, and adapts processes and procedures, focusing on the achievement of the following results:

• Full compliance of financial activities, financial recording/reporting system and audit follow up with UN/UNDP/OHCHR rules, regulations, policies and strategies; implementation of the effective internal control, proper design and functioning of the financial resources management system, including through UMOJA
• HRMMU Finance business processes mapping and elaboration/establishment of internal Standard Operating Procedures in Finance, control of the workflows in the Finance Unit.
• Continuous analysis and monitoring of the financial situation, presentation of forecasts for development and management projects.
• Elaboration of the internal expenditures’ control system, which ensures that vouchers processed are matched and completed, transactions, are correctly recorded and posted; payrolls are duly prepared; travel claims and other entitlements are duly processed, including in UMOJA.
• Elaboration and implementation of cost saving and reduction strategies.
• Routinely monitors financial exception reports for unusual activities, transactions, and investigates anomalies or unusual transactions. Informs supervisors and other OHCHR staff at Headquarters of the results of the investigation when satisfactory answers are not obtained.
• Timely corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers. Timely response to HQ requests to resolve financial data issues.

Manages the project budgets and organizes an optimal cost-recovery system, ensures proper control of HRMMU accounts, manages HRMMU cash, focusing on achievement of the following results:

• Financial resources management through planning, guiding, controlling of the resources in accordance with UN/OHCHR rules and regulations.
• Preparation and monitoring of budgets of HRMMU.
• Establishment of the HRMMU budgets preparation/modification monitoring system, control of budgetary status versus authorized spending limits (ASL) and budgets delivery levels.
• Elaboration of proper mechanisms to eliminate deficiencies in budget management.
• Preparation of cost-recovery bills for the services provided by HRMMU
• Elaboration of the internal expenditures’ control system which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted; payrolls are duly prepared; travel claims and other entitlements are duly processed, receipting of goods and services and establishment of accruals are properly done in compliance with IPSAS and UN/UNDP/OHCHR policies and procedures.
• Control of accounts closure
• Request approval of vendors
• Timely corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers. Timely response to HQ requests to resolve financial data issues.
• Control of the Accounts Receivables for HRMMU.
• Support timely review of cash position for local accounts to ensure sufficient funds on hand for disbursements. Timely identification and recording of receipts for income application.
• Timely preparation of monthly cash flow forecast for use by Programme Management Officer.
• Ensuring that cost-sharing contributions are properly transferred on a timely basis.

Ensures proper control of HRMMU assets and logistics focusing on achievement of the following results:

• Maintenance of records on assets management, including in E-Asset, preparation of reports.
• Implementation of inventory and physical verification control in HRMMU at least once a year.
• Assist newly recruited staff upon arrival and conducts introductory training, briefs on UN rules and procedures as well as security arrangements.
• Coordination of regular vehicle maintenance and insurance, checking records of vehicle daily log and gas consumption, verification of vehicle history report.

Ensures facilitation of knowledge building and knowledge sharing in HRMMU and guidance to all stakeholders on financial matters focusing on achievement of the following results:

• Organization/conduct of training for the operations/programme/projects staff on financial management, procurement and administration.
• Synthesis of lessons learnt and best practices on issues under portfolio for HRMMU and OHCHR HQ use.
• Sound contributions to knowledge networks and communities of practice.

Impact of Results: 

The key results have an impact on the overall HRMMU efficiency in procurement, administration and financial resources management and success in introduction and implementation of operational strategies. Accurate, thoroughly researched and documented financial and administrative information, timely and appropriate delivery of services ensure client satisfaction and enhance HRMMU credibility in use of financial resources.

Functional Competencies:             

Building Partnerships

Level 1.2:  Maintaining a network of contacts

• Maintains an established network of contacts for general information sharing and to remain up-to-date on partnership related issues
• Establishes and nurtures positive communication with partners

Promoting Organizational Learning and Knowledge Sharing

Level 1.2: Basic research and analysis

• Generates new ideas and approaches, researches best practices and proposes new, more effective ways of doing things
• Documents and analyses innovative strategies and new approaches
• Identifies and communicates opportunities to promote learning and knowledge sharing
• Develops awareness of the various internal/external learning and knowledge-sharing resources

Job Knowledge/Technical Expertise

Level 1.2: Fundamental knowledge of own discipline

• Understands and applies fundamental concepts and principles of a professional discipline or technical specialty relating to the position
• Ability to formulate and manage budgets; manage contributions and investments; manage transactions; and conduct financial analysis, reporting and cost-recovery.
• Possesses  knowledge of organizational policies and procedures and applies them consistently in work tasks
• Identifies new and better approaches to work processes and incorporates the same in his/her work
• Analyzes the requirements and synthesizes proposals
• 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 tools and utilizes these regularly in work assignments

Promoting Organizational Change and Development

Level 1.2: Basic research and analysis

• Researches and documents ‘best practices’ in organizational change and development within and outside the UN system
• Demonstrates ability to diagnose problems and identifies and communicates processes to support change initiatives

Design and Implementation of Management Systems

Level 1.2: Research and analysis and making recommendations on management systems

• Make recommendations relative to work-processing approaches and procedures which would lead to more efficient systems design

Client Orientation

Level 1.2: Establishing effective client relationships

• Researches potential solutions to internal and external client needs and reports back in a timely, succinct and appropriate fashion
• Organizes and prioritizes work schedule to meet client needs and deadlines
• Establishes, builds and sustains effective relationships within the work unit and with internal and external clients
• Anticipates client needs and addresses them promptly

Promoting Accountability and Results-Based Management

Level 1.2: Basic monitoring

• Gathers, analyzes and disseminates information on best practice in accountability and results-based management systems

Core Competencies:

• Demonstrate 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 encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member.
• Informed and transparent decision making

• Advanced (Masters) University Degree in Finance/Accounting/Banking, Business, or Public Administration, or a professional accounting qualification from an internationally recognized institute of accountancy. A first-level university degree in the above fields in combination with two additional years of qualifying experience may be accepted in lieu of the advanced university degree. UNDP Procurement and UMOJA certification will serve a distinct advantage.
• UNDP Advanced Accountancy & Finance Test required.

• 2 years of relevant experience in providing financial management and accounting advisory services, managing staff, procurement management and operational systems Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of spreadsheet and database packages, experience in handling of web based management systems and ERP financials, preferably  UMOJA.

• Fluency in English, Ukrainian and Russian is required.