- Center for information sharing on initiatives on climate change, energy, resource efficiency and Sustainable Development in Africa;
- UNDP-Italy Bilateral Cooperation Project.
- Full compliance of operations with UN/UNDP rules, regulations and policies, implementation of corporate operational strategies, establishment of management targets and monitoring of achievement of results.
- Support in elaboration of ACSD business processes mapping and establishment of internal Standard Operating Procedures (SOPs) in Finance, Human Resources Management, Procurement, Logistical and ICT services.
- Constant monitoring and analysis of the operating environment, timely readjustment of the operations, advice on legal considerations and risk assessment.
- Knowledge building and sharing with regards to management and operations in the office, organization of the operations staff trainings, synthesis of lessons learnt/best practices, and sound contributions to UNDP knowledge networks and communities of practice
- Effective management of the project including budget management, expenditure monitoring and donor reporting;
- Prepare project budgets and upload all supporting documents to ATLAS;
- Prepare project budget revisions. Prepare the Annual Work Plan (AWP) on a multi-year basis reflecting budget revisions. Submit AWP for signature with all supporting documents;
- Liaise with BPPS operations to ensure that all budgets are sent to commitment control;
- Prepare requests for Cash Transfers to Responsible Parties, clearance of the expenditures and follow-up with BPPS operations to ensure that cash transfers are issued, and expenditures are posted;
- Prepare ATLAS reports on project progress and delivery for work planning exercise purposes. Support to analysis of information on donors and preparation of donor profiles;
- Track and report on mobilized resources. Review contributions agreement, manage contributions in Atlas;
- Monitor and compute General Management Support (GMS) fees;
- Maintain the Accounts Receivables for the Project and follow-up with partners on contributions, follow up on deposits creation and their application to contracts in Atlas;
- Support in providing timely and accurate reporting of financial statement to external governing bodies, bilateral and donors to ensure compliance of reporting requirements.
- Maintain the internal expenditures control system which ensures that vouchers processed are matched and completed; transactions are correctly recorded and posted in Atlas;
- Timely corrective actions on un-posted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers;
- Maintain and advise staff in the correct use of budget chart-fields, monitor chart-fields provided to country offices;
- Procurement of services, office supplies and any other goods.
- Preparation of Purchase orders and contracts in and outside Atlas, preparation of Recurring Purchase orders for contracting of services, vendors’ creation in Atlas. Buyers profile in Atlas.
- 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.
- Contract management activities with vendors
- Monitor appropriate usage of corporate credit card.
- Support in identifying optimal staffing requirements for the office and projects.
- Assist in recruitment processes in accordance with UNDP rules and regulations, appropriate use of different contractual modalities, contracts management,
- Support in establishment and maintenance of the proper performance management and staff development systems.
- Support in the organization of meetings, seminars and workshops by managing logistics, drafting invitations, presentations and communication;
- Forecasts needs in the office in relation to office supplies, office equipment etc.;
- Provide logistics support, ensuring that office rent is allocated and paid on time and personal telephone charges are recovered from staff;
- Prepares travel requests in the Atlas Travel and Expense Module. Raise Travel Requests and Expense Reports in Atlas upon traveler’s submission of supporting documents. Verify that entitlements are appropriately allocated, and any payments owed by the traveler be returned to the organization. Process closure of all official business travel by creating checklists and Expense Report in the Atlas Travel and Expense Module. File all the supporting documents;
- Provide assistance with the dissemination of publications and official correspondence;
- Draft routine correspondence and communications;
- Establish a proper filing system and maintain documentation in good order.
- Proper management of UNDP assets, facilities and logistical services, including full compliance with IPSAS in the accounting for the procurement, utilization and disposal of the office’s assets.
- Assist in organization and control of the distribution of space in the office common premises, the corridor and other in-door and out-door common areas as necessary;
- Assist in development of annual budget for office premises;
- Assist in preparation of quarterly financial reports on office premises expenses;
- Liaise with landlord and office service providers for ensuring all contractual obligations are met in a timely manner;
- Establish and maintain the filing system for common premises related materials.
- Advise the Head of Office on security measures to be taken and takes part in the Security Cell meeting with other Italy-based agencies under DSS leadership
- Ability to make new and useful ideas work
- Ability to persuade others to follow
- Ability to improve performance and satisfaction
- Ability to listen, adapt, persuade and transform
- Ability to get things done
- Knowledge of the UN System and ability to apply to
- Ability to identify and execute opportunities to improve operational efficiency.
- Ability to create and manage processes to achieve UNDP's long and short-term financial goals.
- Ability to manage programmes and projects with a strategy aimed at improved performance and demonstrable results.
- Ability to efficiently handle and share information and knowledge.
- Ability to perform administrative and procedural.
- Activities to insure that quality requirements and
- 7 years of relevant experience at the national or international level.
- Experience in the usage of computers and office software packages (MS Word, Excel, etc.), and knowledge of database packages, working experience in web-based ERP financial system (i.e. SAP, PeopleSoft, ORACLE, etc.) experience in handling of web-based management systems will be asset.
- Knowledge of UNDP financial rules and regulations, accounting and IPSAS.
- Proficiency in English.
- Knowledge of Italian is highly desirable.
- Working knowledge of other UN language desirable
Important applicant information
All posts in the GS categories are subject to local recruitment.
Applicant information about UNDP rosters
Note: UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.
Workforce diversity
UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.
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Contract Duration: 1 Year with possibility for extension