(Offre en anglais) ONU Femme recrute un(e) Assistant(e) Administratif(ve) et Financièr(e) عودة إلى الفرص

Position Information

Job code title: Administrative and finance Assistant

Type of contract: Service Contract

Grade: SB3 / Peg 3

Position n°: 00110347

Duration of contract: 1 year renewal

Duty station: Tunis

Supervisor: National Programme Officer – Tunisia

Organizational Context

UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security.

Under the direct supervision of the National Programme Officer in Tunisia and in coordination with the Operations Team in the Multi-Country Office for Maghreb based in Rabat, Morocco, the Administrative & Finance Assistant supervises provision of general administrative services, oversees quality of service delivery related to timeliness and relevance to business needs and advises management on service process adaptation and evolution.

The Administrative & Finance Assistant works in close collaboration with the Operations, Programs and projects staff in the Multi-Country Office to exchange information and ensure consistent service delivery.

Functions and key results expected

Implements operational processes:

• Facilitate full compliance of administrative activities with UN Women rules, regulations, policies and strategies.
• Provide inputs to the CO administrative business processes mapping and implementation of the internal standard operating procedures (SOPs).
• Provide inputs to the preparation and implementation of the Operations team results-oriented work plans.

Organizes procurement processes :

• Contribute to the preparation of procurement plans for the office and their implementation and monitoring.
• Generate procurement related reports;
• Review procurement requests and initiate procurement procedures for the office and project equipment, supplies and services in a transparent and cost effective manner;
• Organize procurement activities and processes, including preparation and conduct of RFQs, ITBs or RFPs, opening and evaluation of tenders, coordinate contract negotiations (as required), prepare request for award of contract for review and approval of relevant authorities, in full compliance with UN Women regulations and rules;
• Prepare Purchase Orders and contracts outside Atlas including the preparation of recurring purchase orders for contracting of services;
• Prepare the documents to be submitted to the Procurement Review Committee (Local, regional and HQ) for review and approval;
• Facilitate the implementation of the internal control system.

Logistical, maintenance and assets management support:

• Support organization of shipments, customs clearance arrangements, preparation of documents for UN Women shipments (received/sent).
• Make travel arrangements including preparation of travel authorizations, hotel arrangement, processing requests for visas, identity cards and other documents.
• Provide administrative support to conferences, workshops, retreats.
• Support collection of information for DSA, travel agencies and other administrative surveys, support to organization of common services.
• Maintenance of records on assets management and preparation of required reports.
• Provision of support to maintenance of premises and common services.
• Maintenance of relevant files and records of premises and related maintenance.
• Custodian for management stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution.

Administration and implementation of program and operational financial services

• Monitor and implement an effective and proper functioning of the financial resources management system for office and programmatic budgets and resources;
• Manage the financial business processes mapping and elaboration of the content of internal Standard Operating Procedures in finance, in consultation with the supervisor;
• Monitor the financial status and implement control mechanisms for management of office department (core) and development projects (core programmable, non-core and trust funds) and keep stakeholders and clients informed for timely actions/decisions;
• Regularly review with Budget owners and Project managers, in line with Month-end Closure Checklist, the Project Delivery Status Reports and investigate any overspend and take immediate corrective action;
• Assist with preparation for Audit of Projects and Partners by third party audit firm. Follow-up and/or take action on audit recommendations to ensure implementation of corrective actions. Assist in reviewing the audit reports on NGO executed projects
• Support the aspects related to the management of human resources by ensuring the regularization of the administrative aspects of the staffs /interns who join the office and ensure their accompaniment in the induction phase for the Operations issues.

Support CO Management in the preparation and administration of budgets

• Collect, verify and present thoroughly researched information and data for use in the planning of financial resources and the formulation of country program work plans, budgets, proposals on implementation arrangements and execution modalities;
• Input data in Atlas for new grants in the form of Annual Work Plans (AWPs) and monitor status. Keep stakeholders and clients informed for timely action and/or decisions;
• Contribute to office budget planning and preparation by presenting thoroughly researched information for planning of financial resources of the CPO;
• Provide information/guidance to the executing agencies on routine implementation of projects. Keep track of the appropriate and timely use of financial resources;
• Assist Project Managers to ensure project Budgets are correctly and timely entered into ATLAS.
• Assist Project Managers with budget rephasal as required or when requested by Budget Section on timely basis;
• Take appropriate action to ensure accuracy of information;
• Prepare timely cost recovery documents for the services provided by UN Women to non-core programmes by core programme resources or to prepare bills to services provided to other organizations for reimbursement, as required. Elaborate and implement the income tracking system and follow-up on cost recovery.
• Ensure all supporting documents on financial transactions are secured and properly filed.

Competencies

CORE VALUES / GUIDING PRINCIPLES

• Integrity: Demonstrate consistency in upholding and promoting the values of UN Women in actions and decisions, in line with the UN Code of Conduct.
• Professionalism: Demonstrate professional competence and expert knowledge of the pertinent substantive areas of work.
• Cultural sensitivity and valuing diversity: Demonstrate an appreciation of the multicultural nature of the organization and the diversity of its staff. Demonstrate an international outlook, appreciating difference in values and learning from cultural diversity.

CORE COMPETENCIES

• Ethics and Values: Demonstrate and safeguard ethics and integrity
• Work in teams: Demonstrate ability to work in a multicultural, multi ethnic environment and to maintain effective working relations with people of different national and cultural backgrounds.
• Communicating and Information Sharing: Facilitate and encourage open communication and strive for effective communication
• Self-management and Emotional Intelligence: Stay composed and positive even in difficult moments, handle tense situations with diplomacy and tact, and have a consistent behavior towards others
• Conflict Management: Surface conflicts and address them proactively acknowledging different feelings and views and directing energy towards a mutually acceptable solution.
• Continuous Learning and Knowledge Sharing: Encourage learning and sharing of knowledge