Under the direct supervision of the Project Coordinator and the overall guidance of the UNODC Representative/Deputy Representative, the Admin and Finance Associate will be responsible for the following duties and responsibilities:
General Administration
Organize and coordinate administrative arrangements for workshops, trainings and similar events.
Monitor accounts and payment to vendors and individual contractors for goods and services.
Prepare, process and follow-up on administrative arrangements related to official travel. Ensure full compliance of UN rules and regulations, policies and strategies on travel management guidelines.
Maintain project records, documents and correspondence.
Maintain the project inventory.
Draft routine correspondence and documents.
Other duties as required.
Finance
Assess the budget heads and ensure its expenditure is as per the approved work plans; Maintain expenditure statement and support in budget processes.
Maintain complete set of books of account according to the principle of accounting and update it on daily basis.
Prepare and review budget proposals for project documents/revisions, especially costed work-plans/budgets, for completeness and compliance with relevant rules and procedures.
Follow up on the activities and monitor advance balances of resource disbursed, verify availability of funds for programme activities and recommend for changes in budget line if needed. Draft budget for budget revision.
Process payment requests, record and reconcile them against yearly project funding request for all activities under the project and ensure timely closure of all open commitments for better utilisation of funds.
Prepare and review budget proposals for project documents/revisions, especially costed work-plans/budgets, for completeness and compliance with relevant rules and procedures.
Monitor status of expenditures and allotments, record variations and update budget tables as per approved annual quarterly workplans.
Prepare requisitions for goods and services to ensure (a) correct objects of expenditure have been charged and (b) availability of funds.
Prepare financial advance requests to be submitted to Donors/UN agencies on quarterly basis and maintain bank reconciliation, financial transaction and certification of expenditure reports.
Oversee and ensure efficient project procurement i.e. technical bids, financial bids, proposals and contracts following the UNODC procurement Guidelines.
Draw up specifications for the equipment required for procurement in close work with programme and ensure proper operation, maintenance and appropriate distribution of such equipment.
Provide administative/financial support to programme offices in the SA region.
Prepare statistical tables and standard financial reports.
Other duties as required.
Key Results Expected:
Accurately prepares reports and records in the areas of work programming, budget/financial management, and other administrative functions; administrative coordination of programme/project planning, preparation of activities and general office support services.
Required Skills and Experience
Educational Qualification:
A first level university degree in commerce, accounting or a related field.
Experience:
5-7 years of working experience in the area of finance and/or administration.
Experience in administration of technical assistance projects in government/ international organisation is desirable.
Work Experience with UN and knowledge of UN policies, guidelines and procedures would be an asset.
Working experience in Umoja is highly desirable
Proficient in computer skills including word, excel and power point.
Language Requirements:
Excellent command of English language (oral and written).
