UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.
UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.
Under the guidance and supervision of the Programme Management Officer, Procurement and Finance Officer is responsible for effective delivery of financial services, transparent utilization of financial resources and effective delivery of procurement services. He/she analyses and interprets the financial, administrative and procurement rules and regulations and provides solutions to a wide spectrum of complex financial, administrative and procurement issues. Procurement and Finance Officer promotes a collaborative, client-oriented approach consistent with UN rules and regulations.
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.
- Implementation of operational strategies
- Management of procurement processes and implementation of sourcing strategy.
- Implementation of operational and financial management strategies
- Management of project budgets and optimal cost-recovery system, control of accounts, cash management
- Management of HRMMU assets and logistics
- Facilitation of knowledge building and knowledge sharing
- 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.
- 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.
- 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.
- 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.
- 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.
- 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.
- Promoting Organizational Learning and Knowledge Sharing
- Job Knowledge/Technical Expertise
- Promoting Organizational Change and Development
- Design and Implementation of Management Systems
- Promoting Accountability and Results-Based Management
- 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 University degree (Master's or equivalent) in Finance/Accounting/Banking, Economics, Business Administration, Public Administration or relevant field, or Bachelor's degree in the above fields in combination with two additional years of qualifying experience may be accepted in lieu of the advanced university degree.
- 2 years of relevant experience (with Master's degree) 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.
- Procurement and/or UMOJA certification will serve a distinct advantage.
- Professional accounting qualification from an internationally recognized institute of accountancy is desired.
- Experience of IPSAS and/or IFRS is required for external candidates.
- Fluency in English, Ukrainian and Russian is required.
Important applicant information
All posts in the NO 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.
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Contract Duration: 1 year with possibility for extension