Job Purpose and Organizational Context
Under the overall supervision of the Head of the OCHA Riyadh Office and the direct supervision of the Associate Administrative Officer, the incumbent will be liaising directly with the Associate Administrative Officer and the Head of Administration of the OCHA Yemen Office. The Administrative Associate provides administrative and finance services ensuring high quality, accuracy and consistency of work. He/ She promotes a client-oriented approach consistent with UNOCHA rules and regulations. The Administrative Associate works in close collaboration with the operations, programme and projects' staff in the UNOCHA Riyadh Office, Yemen Country Office (CO) and HQs staff to exchange information and ensure consistent service delivery.
Summary of key functions:
- Ensure implementation of operational strategies and procedures; Provide accounting and administrative support; Support knowledge building and sharing.
- Full compliance of human resources processes and records with UNOCHA/UNDP rules, regulations, policies and strategies;
- Provision of inputs to elaboration of work plans.
- Provide administrative and accounting support, focusing on achievement of the following results:
1. Budget and Finance
- Assists in preparation of budget performance submissions and finalization of budget performance reports, analyzing variances between approved budgets and actual expenditures.
- Co-ordinates with Head of Administration and Finance unit on related issues during preparation of budget reports.
- Acting as OCHA Yemen (Riyadh hub) petty cash focal point and managing of cash receipt, maintain petty cash files, and monitor performance. Make timely replenishment requests for petty cash from OCHA HQ.
- Prepare OCHA Riyadh payment requests for submission to UNDP Riyadh Finance unit and monitor accounts and payment to vendors and individual contractors for services.
2. Contract Administration
- Assists with day-to-day administration of contracts between the UN and external contractors for outsourced services. Audits the contractor's invoices against the goods and services provided by the contractor and approved by the UN. Processes the payment of contractors' invoices and monitor payments.
- Procurements of services and goods.
3. General Administration
- Work implies frequent interaction with the following:
- Staff in related organizational units across the region Visitors and representatives from Government, UN Common System and other international organizations, NGOs, etc. Senior officials within the UN Secretariat and UN system, Permanent Representatives and Mission Staff Intergovernmental bodies, non-governmental organizations, government officials, ambassadors, representatives of the media, international organizations, etc.
- Assists with the coordination of travel for the Humanitarian Coordinator (e.g. booking flights, hotels, visas, processing travel request through UMOJA, follow up on payments, ground transportation).
- Coordinates with the various Consulates and the host government Ministries of Foreign Affairs regarding the provision of transit visas and resident visas respectively.
- Arrangements of travel and hotel reservations, preparation of travel authorizations, processing requests for visas, identity cards and other documents.
- Administrative support to conferences, workshops, retreats. Organize and coordinate seminars, conferences and translations.
- Creates, monitors and reviews travel requests and expenses reports. Review supporting documentation for completeness, accuracy, reasonableness, validity, and conformity with UN Rules and in coordination with the Associate Administrative Officer.
- Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and in the field.
- Physical space planning and identification of office technology needs and maintenance of equipment, software and systems in coordination with OCHA IT person.
- Provision of support to maintenance of common premises and common services.
- Maintenance of records on assets management, preparation of reports.
- Serves as a communications link between supervisor and senior staff; on behalf of supervisor, keeps others informed by conveying directives, reports, status updates and other relevant information; brings sensitive and urgent matters to the attention of the manager.
- Takes full responsibility for time management and scheduling on behalf of manager with appropriate consultation as required; effectively prioritizes and resolves related conflicts and competing demands. Screens and prioritizes all incoming correspondence; compiles relevant background documents and references; identifies issues requiring the manager's attention and refers others to relevant officer for appropriate disposition; monitors and follows-up on actions to be taken.
- Researches, compiles and summarizes background materials for use in preparation of reports, briefs, speeches, etc. scan reports from specialized agencies, as well as newspapers, magazine, periodicals and other information sources to identify articles of interest to the manager.
- Independently handles a wide range of complex information requests and inquiries {e.g. answer requests requiring file or other research); responds, or drafts responses, to a diverse range of correspondence and other communications.
- Supports the manager in presentations to intergovernmental bodies and other meetings, researching issues, preparing briefing notes, slides and subject files, gathering relevant documentation, etc.
- Custodian for management of office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution.
- Drafts routine correspondence to respond to enquiries in respect to relevant administrative, financial, personnel matters.
- Performs other related administrative duties, as required.
Results Expected:
- Demonstrates effective and independent handling of the administrative and office support requirements of the department/division. Establishes effective office procedures and systems.
- Provides timely tracking and monitoring of processes, deadlines and initiates quality control of key outputs and appropriate follow-up actions, etc. Demonstrates initiative in identifying and resolving problems in the context of work assignments and functions. Effectively supervises mentors and trains office support staff. Discretely handles highly confidential and sensitive matters. Appropriately applies relevant policies, guidelines, procedures and processes.
- Effectively functions as a key communication link and liaison with a broad range of internal and external contacts, many of which at senior levels,
Core
Innovation
Ability to make new and useful ideas work Level 3: Adapts deliverables to meet client needs
Leadership
Ability to persuade others to follow Level 3: Proactively seeks and recognizes contributions of others
Communication
Ability to listen, adapt, persuade and transform Level 3: Expresses information and views with adaptive reasoning and appreciation for complexity and variation
Delivery
Ability to get things done while exercising good judgement Level 3: Takes responsibility for addressing critical situations and delivering core value
Technical/Functional
Professionalism:
Ability to perform a broad range of administrative activities aimed at effective and efficient financial and human resources management, including screening and collecting documentation, financial data processing, filing, provision of information. Good knowledge of financial rules and regulations, accounting. Ability to perform a variety of standard tasks related to financial resources management, including screening and collecting documentation, financial data processing, filing, provision of information. Solid problem-solving skills. Ability to guide new /junior staff, and solid supervisory skills. Ability to work under pressure in a stressful environment and maintain deadlines.
Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work
Planning and Organizing
Excellent oral and written communication skills. Ability to draft/edit a variety of written reports and communications and to articulate ideas in a clear, concise manner
Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work
Teamwork
Excellent interpersonal skills and ability to establish and maintain effective partnerships in a multi-cultural, multi-ethnic environment and respects diversity.
Positive and constructive attitude with good communication skills. Works collaboratively with colleagues and encourages office staff to share knowledge to achieve organizational goals.
Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work
Client Orientation
Considers all those to whom services are provided to be "clients" and seeks to see things from clients' point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients' needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients' environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.
Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work
Technological Awareness
Keeps abreast of available technology; understands applicability and limitation of technology to the work of the office; actively seeks to apply technology to appropriate tasks; shows willingness to learn new technology. Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work
Cultural Awareness
Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability. Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work
Education:
Secondary education. Certification in administration desirable. University Degree in Business or Public Administration desirable, but it is not a requirement.
Experience:
6 years of administration experience at the national or international level is desirable,
or
2 years of relevant administration experience combined with University Degree in Business or Public Administration or any other academic field.
Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and knowledge of spreadsheet and database packages, experience in handling of web-based management systems.
Experience with ERP financials, preferably PeopleSoft, desirable.
Language Requirements:
Fluency in written/oral English and Arabic is required.
Knowledge of another official United Nations language is an advantage.
Other:
Working knowledge of other UN languages desirable
Knowledge of Umoja and Atlas is desirable.
Contract Duration: 1 Year with possibility for extension