Background

OCHA coordinates principled humanitarian response in partnership with national and international actors in order to alleviate human suffering in disasters and emergencies, advocates the rights of people in need, supports emergency preparedness and response and facilitates sustainable solutions for venerable people adversely affected by natural disaster and conflict. OoP supports humanitarian operational readiness and response in 14 Pacific countries and territories by providing frontline surge, in-country expert support and remote support. This position is located in Suva, Fiji, within OoP’s Coordination Section.

This position is located in the United Nations Office for the Coordination of Humanitarian Affairs Office of the Pacific. Administration and Finance Associate at this level usually report to a Head of Office.

Duties and Responsibilities

Human Resources Management

  • Coordinate various actions related to the administration of the unit’s human resource activities, e.g., recruitment, placement, promotion, relocation, performance appraisal, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures. Liaises with central administration/executive services as required.
  • Oversee the maintenance of vacancy announcement files and keeps track of status of vacancy announcements.
  • Reviews and processes personnel actions through UNDP Country office.
  • Advises staff on visa matters.
  • Provides advice and answers general queries on classification procedures and processes.
  • Provides information and advice to staff/consultants with respect to conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations.
  • Monitors Umoja staffing tables for a variety of human resource activities, e.g., appointments, retirement, expiration of appointments, reassignments, transfer and movement of staff.

Budget and Finance

  • Provides expert assistance in the preparation and development of the unit’s work programme and budget.
  • Assists in monitoring budget/work programme with respect to various budgets, trust funds, grant and other funds on a regular basis, and suggests reallocations of resources and implements the reallocations as necessary.
  • Collects data from relevant databases and prepares customized financial reports.
  • Provides assistance in the review, and preparation of the medium-term plan and its revisions.
  • Reviews, analyses and assists in the finalization of cost estimates and budget proposals, in terms of staff and non-staff requirements from departments/offices at headquarters and in the field, including programmatic aspects; ensures compliance with the medium-term plan and other legislative mandates.
  • Assists managers in the elaboration of resource requirements for budget submissions.
  • Monitors budget implementation/expenditures and recommends reallocation of funds as necessary.
  • Reviews requisitions for goods and services to ensure (a) correct objects of expenditure have been charged, and (b) availability of funds.
  • Monitors extra-budgetary resources, including review of agreements and cost plans, ensuring compliance with regulations and rules and established policies and procedures.
  • Assists in the preparation of budget performance submissions.
  • Assists in finalization of budget performance reports, analyzing variances between approved budgets and actual expenditures.
  • Petty cash management.

General Administration

  • Provides guidance, training and daily supervision to other general service staff in the area of responsibility.
  • Identifies and resolves diverse issues/problems as they arise and determines appropriate actions.
  • Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and in the field.
  • Supervision of cleaning services.
  • Performs other related administrative duties, as required (e.g., operational travel programme, monitoring accounts and payment to vendors and individual contractors for services, physical space planning and the identification of office technology needs and maintenance of equipment, software and systems, organize and coordinate seminars, conferences and translations).

Contract Administration

  • Assists with day-to-day administration of contracts between the UN and external contractors for outsourced services.
  • Audits the contractors' invoices against the goods and services provided by the contractor and approved by the UN.
  • Processes the payment of contractors' invoices and monitor payments.
  • Prepares and processes all UN forms and permissions for contractual and work Unit, Section or Service UN staff, including UN grounds, property passes, UN parking permits, swipe-card access and door keys.

Procurement and Travel

  • Support procurement of goods through OCHA buyers or Headquarters as indicated, ensuring appropriate processes are followed.
  • Certify procurement POs and shopping carts.
  • Verify travel claims submitted for settlement and track outstanding payments.
  • Support and / or prepare travel authorizations, ensuring appropriate justification, costing and approvals.
  • Provision of emergency administrative and financial support to facilitate emergency deployments of office international staff within the region or to any location in the world where OCHA is required to field staff for emergency coordination purposes.
  • Perform other duties that may be required.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Competencies

Core Competencies:

  • Achieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline
  • Think Innovatively: LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements 
  • Learn Continuously: LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback
  • Adapt with Agility: LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible 
  • Act with Determination: LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident
  • Engage and Partner: LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships
  • Enable Diversity and Inclusion: LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination 

People Management (Insert below standard sentence if the position has direct reports.)

UNDP People Management Competencies can be found in the dedicated site. 

Cross-Functional & Technical competencies: 

Operations: Administration, Finance, HR, Procurement, IT and Security – Finance

  • Knowledge of accounting concepts, principles, frameworks, standards, regulations, policies and trends, and ability to apply this to strategic and/or practical situations.

Operations: Administration, Finance, HR, Procurement, IT and Security - Budget management

  • Ability to support budgetary aspects of work planning process, drawing and management of team budgets.

Operations: Administration, Finance, HR, Procurement, IT and Security – Procurement - contract management 

  • Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/or practical situations.

Operations: Administration, Finance, HR, Procurement, IT and Security – HR-recruitment

  • Knowledge of, ability to design and manage end-to-end recruitment processes.

Operations: Administration, Finance, HR, Procurement, IT and Security – Procurement sourcing

  • Ability to find, evaluate and engage suppliers of goods and services.

General (across the functions) – Event planning and execution

  • Ability to plan, manage and execute public and private events to ensure that they support and amplify individual communications and advocacy initiatives, as well as OCHA's overall brand and mandate.

Data – Data analysis

  • Ability to extract, analyze and visualize data to form meaningful insights and aid effective business decision making.

Required Skills and Experience

Education:

  • Secondary education is required.
  • A university degree (Bachelor’s degree) or other formal training in Accounting and Finance, Business Administration, Public Administration or related field will be given due consideration.
  • Specialized certification in HR is an advantage.

Experience:

  • Minimum of 7 years (with High School diploma) or 4 years (with Bachelor’s degree) of progressively responsible in Accounting and Finance, Business Administration, Public Administration, or related field is required.
  • Demonstration knowledge of data management, office administration is an asset.
  • Experience in using online ERP System financial software is desirable.
  • 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 is required.
  • Experience across a wide range of human resources, work programming/planning, budget/financial management and travel arrangement is desirable.
  • Experience in procurement of goods and services and contract management is desirable.
  • Experience in administrative and office management functions is desirable.

Language:

  • Fluency in oral and written English is required.
  • Fluency in Local-Itaukei and/or Fiji Hindi is required.

Equal opportunity

As an equal opportunity employer, UNOCHA values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination. 

UNOCHA is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.

Sexual harassment, exploitation, and abuse of authority

UNOCHA does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles. 

Probation

For all new UNOCHA fixed term appointments (FTA), including for staff members being transferred or seconded to UNOCHA under the Inter-Organization Agreement concerning Transfer, Secondment or Loan of Staff, on an appointment of more than one year, continuation of the appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.

Right to select multiple candidates

UNOCHA 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 UNOCHA at the same grade level and with similar job description, experience and educational requirements.

Scam alert

UNDP does not charge a fee at any stage of its recruitment process. For further information, please see www.undp.org/scam-alert.

At Impactpool we do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
Before applying, please make sure that you have read the requirements for the position and that you qualify. Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.