The Office for the Coordination of Humanitarian Affairs (OCHA) is a department of the United Nations Secretariat. Its mission is to mobilize and coordinate humanitarian action effectively in partnership with national and international actors, to alleviate human suffering and to advocate for the rights of populations in need, to promote disaster preparedness and prevention. .
With a view to effectively supporting and strengthening the coordination of the humanitarian response to a complex set of internal and external factors, OCHA Cameroon works to strengthen partnership and emergency preparedness and response capacities, aimed at supporting Cameroon and being able to provide support to UN agencies and humanitarian partners assisting the most affected and vulnerable populations.
The National Administration and Finance Officer will work in the OCHA Cameroon office under the direct supervision of the Administration and Finance Officer. The incumbent will be primarily in charge of activities that relate to the administration and management of financial resources as described below, he / she will supervise the tasks of support staff.
He / She will promote a service ethic focused on customer satisfaction while respecting United Nations rules, regulations and procedures.
Duties and Responsibilities
The National Administration and Finance Officer will specifically have the following responsibilities:
Budget and Finance
- Work in close collaboration with the UNDP Cameroon office and the OCHA / NY / Geneva headquarters to ensure the daily monitoring of the administrative, financial, human resources, purchasing and travel needs of the OCHA Cameroon office;
- Participate in the development of the operating budget of the OCHA Office and revisions if necessary
- Perform the monthly verification of IOVs and follow up on the corrections required by the UNDP in the ATLAS system;
- Produce weekly financial reports on budget execution;
- Adapt processes and procedures, anticipate the operational needs of the office, propose procedures to improve internal controls and efficiency and answer audit questions;
- Ensure that financial transactions comply with United Nations financial rules and procedures;
- Ensure that procedures are followed for each payment;
- Ensure the payment of the mission expenses of national staff, consultants, and partners, the verification of F10s as well as their closure in UMOJA;
- Prepare requests for quarterly financial authorizations in relation to the approved budget;
- Ensure the monitoring of expenditure in relation to the approved financial authorizations;
- Ensure the implementation of planned and budgeted activities;
- Efficiently manage the financial authorizations made available;
- Provide support to Program Managers for the preparation of budget proposals meeting the standards required within the organization;
- Work for the development and maintenance of good working relationships with UNDP Financial Services to ensure a prompt response to requests from OCHA Financial Services;
- Make a weekly analysis of the budget consumption of the Office and sub-offices by identifying the salient points requiring decision-making by the Head of Office;
- Manage the Yaounde Petty cash and provide daily support to colleagues in sub-offices, for the management of their respective small funds
- Contribute to the establishment of rules and procedures aimed at ensuring efficient management of the organization's resources;
- Support the recruitment and selection process by applying the best practices of the tools and mechanisms of the Human Resources policy in force at the United Nations;
- Ensure good administrative management of local OCHA staff and provide administrative support to sub-offices
- Follow up on inventories and control of the organization's assets in Yaounde and in the sub-offices;
- Ensure the proper regular maintenance of OCHA vehicles, as well as the related documents: insurance contract technical sheet, daily report of mileage in the logbook;
- Assist OCHA staff with practical advice on the administrative and financial methods that govern the organization;
- Provide direct and regular supervision of administrative staff, and provide them with daily leadership, support and mentoring;
- In collaboration with the local UNDP office, coordinate actions related to the recruitment and administration of national staff;
- Provide advice on performance appraisal system requirements and maintain a compliance monitoring system.
- Maintain confidential personal files, ensuring that information is complete and up to date;
- Ensure that separating staff finalize formalities before their departure;
- Ensure that the monthly timecards of national staff are regularly updated and sent to UNDP in a timely manner;
- Check the receipt of goods and services, ensuring that the specifications, condition and quantities of the goods are correct, and proceed to their receipt in UMOJA through SES;
- Create purchase orders for LVAs, as well as shopping carts for purchase orders related to current contracts;
- Control and manage equipment (disposal, inventory, CIP / inventory report and fleet management);
- Ensure that the office premises are well maintained and provided with common services;
- Ensure an adequate level of office supplies and maintain a system for allocating and tracking office supplies;
- Maintain a central filing system; ensure consistent use and appropriate archiving of official administrative, financial and human resources documents.
- Provide logistics for various meetings and workshops;
- Provide support to the administration and finance manager in the coordination and execution of activities in Administration (initiate the preparation of MoUs, lease contracts, supplier contracts, LVAs etc.),
- Ensure the implementation of a travel management system (obtaining visas and other administrative documents for the staff):
- Ensure compliance and effectiveness of management tools and procedures for all logistics operations in all OCHA offices. Support colleagues in strengthening vehicle fleet and fuel management mechanisms;
- Follow up on inventories and disbursement of Office equipment;
- Ensure the follow-up of staff leave and absences;
- Perform the functions of Learning Champion within the Office;
- Acting for the unit in the event of the absence of the head of administration and finance;
- Perform other tasks assigned by the Head of Administration and Finance or the Head of Office.
Required Skills and Experience
- Hold a Master's degree in Business Administration, Accounting, Finance or Business or Project Management or other related field.
- A license or equivalent university degree plus two years of additional experience would be considered instead of the Master's;
- Have at least 5 years of professional experience in one of the following fields: Business Administration, Accounting, Finance or Business or Project Management or other similar field;
- Have a solid understanding of confidentiality
- Have at least 2 years of relevant experience at national or international level in the field of Administration and Financial Management in a United Nations agency or in an international NGO
- Strong skills in supervision and performance management of staff under his responsibility,
- Experienced in administrative support for emergency humanitarian operations,
- Have solid computer skills: advanced Word, Excel, PowerPoint, email management, Outlook, etc.)
- Having knowledge of UMOJA / SAP or other ERP software would be an asset;
- Be able to work in a pressurized environment
- Fluency in French, written and spoken.
- Fluency in English, written and spoken.