Administrative and Financial Assistant

UNIDO , Kampala, Uganda

Skill Required:, Finance and Accounts
Preferred Experience: 
5 years
Closing Date for Applications: 
18th June, 2020


Job Description

Organizational Context

The United Nations Industrial Development Organization (UNIDO) is the specialized agency of the United Nations that promotes industrial development for poverty reduction, inclusive globalization and environmental sustainability. The mission of UNIDO, as described in the Lima Declaration adopted at the fifteenth session of the UNIDO General Conference in 2013, is to promote and accelerate inclusive and sustainable industrial development (ISID) in Member States. The relevance of ISID as an integrated approach to all three pillars of sustainable development is recognized by the 2030 Agenda for Sustainable Development and the related Sustainable Development Goals (SDGs), which will frame United Nations and country efforts towards sustainable development in the next fifteen years. UNIDO’s mandate is fully recognized in SDG-9, which calls to “Build resilient infrastructure, promote inclusive and sustainable industrialization and foster innovation”. The relevance of ISID, however, applies in greater or lesser extent to all SDGs. Accordingly, the Organization’s programmatic focus is structured in four strategic priorities: Creating shared prosperity; Advancing economic competitiveness; Safeguarding the environment; and Strengthening knowledge and institutions.

Each of these programmatic fields of activity contains a number of individual programmes, which are implemented in a holistic manner to achieve effective outcomes and impacts through UNIDO’s four enabling functions: (i) technical cooperation; (ii) analytical and research functions and policy advisory services; (iii) normative functions and standards and quality-related activities; and (iv) convening and partnerships for knowledge transfer, networking and industrial cooperation. Such core functions are carried out in Departments/Offices in its Headquarters, Regional Offices and Hubs and Country Offices.

The Directorate of Programme Development and Technical Cooperation (PTC) is responsible and accountable for providing technical cooperation services to enhance the capabilities of developing countries and economies in transition to promote ISID in the areas covered by five departments: Department of Programmes, Partnerships and Field Integration; Department of Agri- Business; Department of Trade, Investment and Innovation; Department of Environment; and Department of Energy.

The Department of Agri-Business (PTC/AGR) provides a variety of technical cooperation services to assist developing countries add value to the output of their agricultural sector and generate increased employment opportunities in off farm activities for rural communities, thereby contributing to increased food security and a sustainable reduction of poverty.

The Agro-Industries Technology Division (PTC/AGR/AIT) provides a range of specialized services and knowhow to address the specific needs of Member States in the industrial processing of non-food agricultural produce and provide their populations with sustainable livelihoods.

PROJECT CONTEXT

UNIDO has received funding from the Government of Japan to implement a project to establish a training center for construction equipment operator training. The project also aims to conduct Training of Trainers (ToT) for instructional staff and assist them in conducting operational trainings for construction equipment operators. In short, the project focuses on the importance of qualified human resources for inclusive and sustainable industrial development and serves as a clear indication that there is a positive correlation between the sustainability/longevity of machines and the training of their operators. The involvement of the GoU/MoWT as well as private sector partners demonstrates the proposal’s inclusiveness and intends to serve as a catalyst for policy-making reform. The project outputs and activities include the following:

Output one. Fully-operational and functional training center for the safe and effective operation of construction equipment established

  • Conduct assessment of required facility and equipment for a training center for the operation of construction equipment including a dormitory for students
  •  Identify and develop training materials on financial and administrative management of the training center
  •  Provide training on financial and administrative management of the training center

Output two. MoWT instructional staff capable to effectively manage and deliver safe training for construction equipment operators

  •  Develop a teacher training framework that provides standardized curricula and pedagogical tools to instructors
  •  Organize workshops for training content development for both instructors and operators of construction equipment
  •  Develop a teacher education curriculum and learning materials
  •  Institutionalize the certification
  •  Conduct training of instructors
  •  Conduct construction equipment operator training

Output three. Improved gender-sensitive employment opportunities for young men and women in the sector of works and transport through training on the operation of construction equipment

  •  Plan and conduct awareness raising workshops for young men and women to attract their interest in the infrastructure development and maintenance sector, with a strong focus on empowering women to join the industry to target gender equality
  •  Design and develop an apprenticeship programme in cooperation with the public and private sector
  •  Develop a training impact evaluation system to track performance of students participating in apprenticeships

Main Functions

Financial accounting and management of various financial transactions in line with UNIDO policies. Procurement
tasks, including collecting offers and follow-up with suppliers for contract signatures, delivery notes, invoices.

Follow-up on administrative issues related to project activities (engineering/design/construction works, equipment delivery and installation, payments, procurement, shipping and clearance).

Maintain network of vendors and suppliers for project-related procurement needs.

Manage the day-to-day financial and administrative operations and office support systems, including bookkeeping of the operational cash advances for the project.

Ensure all project staff payments are released in a timely manner from imprest account.

Assist with administrative duties related to travel arrangements, study tours, workshops, security clearances, and visa approvals.

Maintain a schedule of staff contracts to ensure timely notification for contract renewal to HQ.

Liaise with UNDP and imprest for clearance of released ASRs from HQ as well as logistical support resources (i.e. transport of goods to and from Mombasa port).

Ensure all receipts of financial disbursements are collected and organized in the project file.

Maintain strong performance, and high professional and ethical standards.

Perform ad-hoc project work and travel as required (travel authorization to be done separately).

Comply with all UNIDO rules, procedures and regulations.

Core Competencies:

Core Values

WE LIVE AND ACT WITH INTEGRITY: work honestly, openly and impartially.

WE SHOW PROFESSIONALISM: work hard and competently in a committed and responsible manner.

WE RESPECT DIVERSITY: work together effectively, respectfully and inclusively, regardless of our differences in culture and perspective.

Key Competencies

WE FOCUS ON PEOPLE: cooperate to fully reach our potential –and this is true for our colleagues as well as our clients. Emotional intelligence and receptiveness are vital parts of our UNIDO identity.

WE FOCUS ON RESULTS AND RESPONSIBILITIES: focus on planning, organizing and managing our work effectively and efficiently. We are responsible and accountable for achieving our results and meeting our performance standards. This accountability does not end with our colleagues and supervisors, but we also owe it to those we serve and who have trusted us to contribute to a better, safer and healthier world.

WE COMMUNICATE AND EARN TRUST: communicate effectively with one another and build an environment of trust where we can all excel in our work.

WE THINK OUTSIDE THE BOX AND INNOVATE: To stay relevant, we continuously improve, support innovation, share our knowledge and skills, and learn from one another.

Minimum Requirements

Education:
Completed secondary education. Formal secretarial/clerical training or equivalent desirable. Credit towards total working experience may be considered on a year by-year- basis, up to maximum of four years, for a first university degree or equivalent diploma, in a field relevant to the post.

UNIDO Languages:

  •  Fluency in written and spoken English is required. Fluency and/or working knowledge of another official UN language is desirable.

Computer skills:

  •  Excellent computer skills using the Microsoft Office Suite (i.e. Word, PowerPoint and Excel).
  •  Excellent computer skills using the internet (i.e. email and browsing).

Field of Expertise:

  •  A minimum of six (6) years of working experience in the related fields of the post.
  •  Work experience in financial management and accounting is a requirement
  •  Attention to detail, and high-level of accountability for the quality and timely completion of tasks.
  •  Experience with international projects or organizations will be considered an advantage.
  •  Experience creating reports and presentations.▪ Experience working with senior stakeholders is considered an advantage.
  •  Excellent written and verbal communication skills.
  •  Comfortable working on short deadlines.
  •  Strong analytic and research skills – ability to analyze and identify improvement areas.

Source: https://www.unido.org/vacancies/administrative-and-financial-assistant


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