Admin/Finance Associate

United Nations Development Programme, Bujumbura, Burundi

Skill Required:, Finance and AccountsHR and Admin
Preferred Experience: 
7 to 10 Year
Closing Date for Applications: 
22nd September, 2021

Job Description

Duties and Responsibilities

The Administrative and Finance Associate works in close collaboration with HQ in Geneva as well as the UNDP Operations and programme staff. He/she works in collaboration with other UN agencies staff to exchange information and ensure consistent service delivery.

The incumbent will perform the following tasks:

  • Contribute to the work of the administrative and finance cluster as well as the implementation of office activities, as appropriate;
  • Report on status of project expenditures, and alert Programme Officers on shortfalls and over expenditures on a regular basis;
  • Prepare cost plans for activities and operations as per elaborated annual work plan;
  • Draft specific budgets for various activities; ensure procurement and logistic requirement per activity;
  • Ensure timely evaluation of services provided and payment of suppliers related to specific activities and operational services;
  • Elaborate financial reports of activities and close activity’s budget;
  • As security focal point for the office, liaise with United Nations department of Safety and security (UNDSS) on specific security measures and recommendations;
  • Attend the United Nations Department of Safety and Security meetings,  provide UNDSS with updated staff lists for the weekly radio check;
  • Make sure staffs’ VHF radios are operational, and always send reminders for the weekly radio check;
  • Follow on the implementations of office survey recommendations made by the security advisor to make the office MOSS compliant;
  • In collaboration with UNDSS draft and finalize the office Business Continuity Plan (BCP) and organize practising exercises, always keep the plan updated;
  • Organize international staff’s residences security survey to be carried out by UNDSS;
  • Ensure constant availability of office consumables;
  • Plan personnel needs, and supply by priority as approved and instructed by the Senior Human Rights Adviser;
  • Provide staffs with operational office equipment and liaise with IT to advice management on solutions to non-operational equipment considering United Nations procurement rules;
  • Make sure office telephone and internet are always operational, liaise with providers for billings and on time submission of invoices, inform them immediately of technical problems and follow up repairs;
  • Identify the organisation’s procurement needs and potential suppliers;
  • Proceed with weekly inventory of office consumables and replenish constantly;
  • Attend the Operations Management Team’s meetings as Operations focal point for the office;
  • Ensure a good suppliers relationship and contract management and provide amiable solutions to conflicts;
  • Proceed with the items physical verification inventory, identify all assets with bar codes, register them into the e-asset system, and keep the inventory always updated;
  • Initiate and finalize the write off process of obsolete assets;
  • Issue travel authorization and proceed with formalities of daily subsistence allowance payment, liaise with headquarters for local staffs’ international missions;
  • Make sure vehicles are in good state and immediately operational; ensure constant fuel availability;
  • Ensure verification and payment of all local travel claims;
  • Process relevant operations through Umoja and other platforms, as appropriate;Supervise support staffs;
  • Perform other tasks as requested by the Senior Human Rights Adviser and direct supervisor

Required Skills and Experience


Minimum Academic Education

  • Completion of secondary education (Baccalaureat or GC-A)

Minimum. years of relevant Work experience 

  • Minimum six years professional experience in administration, finance, general office management and/or logistics,Experience with United Nations/UNDP rules and procedures, Experience in handling of web-based management systems (Umoja) is desirable,
  • Good working knowledge of Microsoft Office (outlook, word , excel, power point, internet, etc.)
  • Ability to work in a multi-cultural environment.

Required Language(s):

  • Fluency in written and spoken French is required,
  • Working knowledge in English is desirable.


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