Офіс ООН з Координації Гуманітарних Справ шукає Спеціаліста/ку з адміністративних питань

Офіс ООН з Координації Гуманітарних Справ шукає Спеціаліста/ку з адміністративних питань.

Posting Title:  Administrative Officer, NO-A, FTA 

Deadline: 22/06/2023

This position is open to Ukrainian nationals ONLY

BACKGROUND 

Office for the Coordination of Humanitarian Affairs (OCHA) is the part of the United Nations Secretariat responsible for bringing together humanitarian actors to ensure a coherent response to emergencies. OCHA’s mission is to mobilize and coordinate effective and principled humanitarian action in partnership with national and international actors in order to alleviate human suffering in disasters and emergencies; advocate the rights of people in need; promote preparedness and prevention and facilitate sustainable solutions.

Under the overall guidance and supervision of Head of Administration and Finance Unit, the Administrative Officer assists in the overall management of administrative services, administers and executes processes and transactions ensuring high quality and accuracy of work. Administrative Officer promotes a client, quality, and results-oriented approach.

Duties and Responsibilities

Summary of key functions participating in:

• Implementation of operational strategies
• Management of OCHA Ukraine financial resources 
• Management of office’s procurement and contracts functions, including shipment and custom clearance activities
• Management of office property, fleet, and transport requirements
• Management of office facilities, provision of supplies and other operational requirements
• Facilitation of knowledge building and knowledge sharing, and supervision of staff      

Under the direct supervision of International Administrative Officer, the incumbent will perform the following duties:

• Provide support to ensure delivery of operational support in an efficient and cost-effective manner.
• Liaise with OCHA Head Quarter (hereinafter HQ) respective Units and other OCHA Offices, UN common System organizations in Ukraine, UNDP Country Office operation units (Procurement and Contracts, Finance and Budget, Travel and Administration, Logistics, and other Administration Units) to ensure that the provision of all OCHA related administrative support services are implemented/delivered in an efficient and timely manner.
• Management of up-to-date resource management system/records to ensure timely, accurate and reliable monthly financial reporting.
• Participate in OCHA’s representation for common financial, administrative, and logistical functions within the UN System and OCHA regional and global system.
• Participate in day-to-day support and coordination for all procurement arrangements with local international service providers and ensure that lease and service agreements (cleaning, security, health, vehicle maintenance etc) are properly implemented and services provided as per required standards.
• Closely follow up on all issues related to staff travel (domestic and international) and office/staff compliance with security procedures and other office operational requirements.
• Manage and supervise the office transport services and fleets and ensure that all vehicles are all Minimum Operating Security Standards (MOSS) compliant and are in road worthy condition and properly maintained and operational from the standard fleet and transport management perspective for effective, safe, and efficient provision of transport services to all OCHA Ukraine operation.
• Ensure that vehicle inventory records are maintained and updated regularly and that both the financial and physical status of all office is reported to OCHA Executive office in HQ.
• Participate in provision of timely coordination and logistical support of OCHA operations in Ukraine both in Kyiv and in the field/regions. 
• Participate in coordinating and verifying of all payment requests, all financial transactions prior approval.
• Participate in yearly and quarterly office international and local procurement plans, ensure accordance of procurement plans with approved office budget  with guidance of the Administrative and Finance Officer, Heads of Units and Management team. 
• Maintain tracking sheets for all types of transaction activities for ease of reference and information gathering as well as reconciling with monthly charges and Umoja records.

Participate in annual budget preparation in consultation with Head of the Administration Unit.

Organize and provide administrative and logistical support to all units/staff on all matters related to office operations.

Participate in organizing events (meeting, workshops, retreats etc.) and ensure effectiveness in support of the events including procurement process of venues and other facilities, appropriate and efficient logistics and administration support provided.

Supervise work and manage performance of the administrative staff. 

Take different roles in the OCHA Enterprise resource planning system (Umoja) depending on the delegation of roles and responsibilities.     

Performing other duties as required by the office/supervisor.

Qualifications 

Education:

• Master’s Degree or equivalent in Finance, Business Administration, Public Administration, Social Science, Economics or related field. Bachelor’s degree in combination with an additional two (2) years of qualifying experience may be accepted in lieu of the Master’s degree.

Experience:

• Up to 2 years of relevant experience in administration, finance and other programme support services or related field is required. 
• Good knowledge on Administration/Operations is required. Good computer skills (Windows, MS Word, Excel/Spread sheets, the internet/Web) is required. 
• Experience working in the UN common system or international organization would be an asset. 
• Knowledge of OCHA and UNDP rules and procedures will be an asset. 
• Experience in use of Umoja ERP System or other related  Accounting/Finance computer applications soft wares is desirable. 

 Language Requirements:

• Fluency in English, Ukrainian is required. Good knowledge of  Russian is desirable. 

To apply please follow the link: Administrative Officer – UNDP Careers (oraclecloud.com)