الأحد، 8 فبراير، 2015

وظيفة Finance and Administrative Associate- برنامج الامم المتحدة الإنمائي - غزة

Job ID/Title: Finance and Administrative Associate | Category :Governance and Poverty Reduction | Brand :UNDP

Application Deadline:14-Feb-15
Duty Station: Gaza
Languages Required :Arabic, English
Duration of Initial Contract :1 year

Background:
Al-Fakhoora Dynamic Futures Programme aims at effectively building a cadre of educated and trained leaders who are civic- minded, intellectually able, and professional to become community, Business, and national /global leaders of the future. The programme avails opportunities for Palestinian university-level students to actualize their professional and leadership potential by overcoming socioeconomic, political and cultural limitations and becoming enabled to productively engage in society. Started in 2009, UNDP and its partners have envisioned this long comprehensive program that links the provision of more than 1000 educational scholarships for post-secondary students to other supporting interventions such as; leadership and advocacy trainings, Students Services , economic empowerment for scholars’ families, career guidance, academic advising, civic engagement, and different personal and professional development opportunities.  The program consists of two phases: One which started  in 2009 and is expected to end by 2017, and a second phase which started in 2014 and is expected to end by 2021. The two phases are managed under the same management unit.

Under the direct supervision of the Programme Manager, and the general oversight of the Poverty Reduction Team leader and the Gaza head of office, the Finance and Administrative Associate will provide support to ensuring high quality, accuracy, and consistency of work.
The Finance and Administrative Associate will assist Al Fakhoora Dynamic Futures Programme Manager and the working team through providing Financial and Administrative services to assist the accurate and timely implementation of the different components, supports staff, and works in close collaboration with local implementing partners and the UNDP-PMSU officers. The Finance and Administrative Associate will develop procurement and financial manuals and annual and multiyear budget to ensure the best implementation of the project and achieve all of its goals and objectives.
The programme’s Finance and Administrative Associate will liaise regularly with UNDP finance and support staff to ensure smooth administration, payment, and financial support for Al Fakhoora Dynamic Futures.
UNDP/PAPP- is seeking a candidate to fill the position of the Finance and Administrative Associate under the overall guidance of the team leader , and the Gaza Head of Office , and the direct supervision of the Programme Manager.  As this position is related to Fakhoora Project  in the occupied Palestinian territory with an expected duration of 7 years , the Service Contract extension will be conditioned to satisfactory performance evaluation as well as availability of funding under the project.

Description of Responsibilities:
Summary of key functions
-Efficient and Effective implementation of Al Fakhoora Dynamic Futures Programme financial policies and processes, and all administrative tasks.
-Supporting and advising the programme Manager on all administration, budget planning and resources, financial, programme resources, and other finance and administration related issues.
-Monitoring and follow up the Financial expenditures in line with the expected outputs of the sub-components of the Programme.
-Provision of top quality financial Reporting in liaison with the stakeholders and facilitation of knowledge building and management coordination.
-Providing admin support to the programme Manager and the working team.
-Preparing the financial systems and practices, strategies and tools in line with UNDP accounting and reporting policies and procedures.

1-Function / Expected Results

Technical Assistance
-Establishing the Programme’s financial system in line with UNDP accounting and reporting policies and procedures.
-Support the Programme Manager in the development of annual budgets abased on the annual work plans AWPs, according to UNDP financial management system, and ensures accuracy of supported documents.
-Advises the programme Manager in budget preparation (documents and related budget plans) and provide all relevant information required.
-providing frequency and appropriateness of the levels of resources in relation to the needs and demands of the program.
-Follow up procedures to improve internal controls and efficiency and responds to audit issues.
-Reviews procurement requests and initiates procurement procedures office and programme equipment, supplies and services in a transparent and cost-effective manner; recommends procurement decisions.
-Provides inputs and suggestions on all project related aspects of project finances and administration, analyzes implementation approaches for soundness, feasibility, resource availability and cost implications.
-Maintains close communication with other finance/admin staff to ensure constant exchange of best practices and standardization of approaches.
-Provides analytical assessment of the options and opportunities relating to financial allocations and expenditures.
-Ensures that payments, contract management, recruitment of personnel and local consultants, procurement of services and goods, asset management and disbursements of funds are undertaken according to financial rules and regulations.
-Ensures effective financial recording and reporting system, internal control and audit follow-up and processes financial transactions in an accurate and timely way on ATLAs System.
-Re-allocation of budget in ATLAS, other atlas duties as required.
-Ensures timely submission of supporting documents for processing of staff and sub-contract payments, awarding and amending of contracts.
-Manages subcontracts and other project-related transactions, ensuring updated records.
-Monitors project financial situation and analyzes transactions to ensure conformity to the agreed project results, outputs, objectives, budget and work plan.
-Advises Project Management on budget development
-Manages and supervise administrative paperwork required for project implementation
-Ensures smooth project implementation in line with financial rules and regulations; specific focus on Audit requirements.
-Maintains close communication with other finance/admin staff to ensure constant exchange of best practices and standardization of approaches.
-Maintain legal and administrative of compliance of the Project Management Unit.
-Other relevant duties assigned by the Project Management.

Financial monitoring
-Follows-up on Al Fakhoora-related financial expenditures, disbursements, budgets and work plans and ensure compliance with agreed budgets and targets in Laision of Al Fakhoora PMU relevant officer.
-Provides financial tracking, disbursement planning, cash flow analysis and project financing requirements.
-Advises the PMU Programme Manager on future disbursements to Sub-Recipients or of any issue which will imply financial reprogramming or adjustments
-Follows up on all expense payments, contractors payments to ensure completion.

Reporting
-Report expenses, financial transactions and budget comparisons for the two phases of programme.
-Prepares monthly, quarterly and annual financial reports and liaise with external auditors.
-prepares quarterly and annual variance analysis reports that show: The reported Variance Analysis reports should contain, brief information on each of the following; A comparison of actual accomplishments with the goals and objectives established for the period; Whenever appropriate, and the output of programmes or projects can be readily quantified, such quantitative data should be related to cost data for computation of unit costs; Reasons why established goals were not met ; Other pertinent information including when appropriate, analysis and explanation of cost overruns or high unit costs; Lessons learnt during the reporting period.
-Financial Reports should be focused on the following indicators Identify any past and current financial problems; Identify financial problems might be faced and any challenges in the future; Control activities that focus on financial sustainability; Verify whether activities that focused on financial sustainability have been successful

Others
-Preparation of Financial accounting routines – eg  quarter-end reconciliation
-Preparation of Reporting schedules – especially to meet with the donor reporting Requirements.
-Preparation of Budgeting process – drafting, checking and approving Annual reviews.
-Preparation of Year-end procedures – eg closing accounts and annual audit.
-Preparation of Consolidated Budget for Fakhoora I
-Preparation of Revised Budget for Fakhoora II
-Preparation of Separate Reporting mechanisms and  template for Fakhoora I and II projects hosting 1000 students.
-Preparation of Budget Amendment/Revisions and Modifications procedures
-Preparation of substantial supporting documents backing up budgeted line items.
-lining financial portal with financial management package’s procedures. 

2-Function / Expected Results
-Effective support to programme team  in identification, documentation, synthesis of lessons learned and best practices to be integrated into broader knowledge management efforts.
-Contribution to the implementation of Evaluation Knowledge Management and Learning Strategy
-Work closely with the communication coordinator to strengthen communication between the Programme and stakeholders; Partner organizations , universities, business , and all involved actors.
-Ensure efficient updating of data through regular and ad hoc visits and follow up.
 Impact of Results

The key results have an impact on the success of project within specific areas of cooperation. In particular, the key results have an impact on the design, operation and programming of activities, creation of strategic partnerships as well as reaching resource mobilization targets, and achieving the successful Project implementation in line with the objectives of the project and UNDP rules, regulations and procedures that are critical to ensure the achievement of project outcomes.

Competencies :
Corporate Competencies:
Demonstrates integrity by modeling the UN’s values and ethical standards
Promotes the vision, mission, and strategic goals of UNDP
Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
Treats all people fairly without favoritism
Functional Competencies:
Knowledge Management and Learning
Promotes a knowledge sharing and learning culture in the office
Actively works towards continuing personal learning and development in one or more Practice
Areas, acts on learning plan and applies newly acquired skills
Development and Operational Effectiveness
Ability apply conceptual models in support of formulation, implementation, monitoring and Evaluation of development programmes and projects, mobilize resources
Good knowledge of the Results Management Guide and Toolkit
Strong IT skills
Willingness to undertake regular field visits and interact with different stakeholders, especially primary stakeholder.
Ability to work in a team, creative and problem-solving disposition, willingness to take initiative, good inter-personal skills.
Accuracy at work, attention to details and sensitivity to priorities
Ability to work under pressure, to meet deadlines, and handle multiple tasks simultaneously and accurately.
Ability to carry out tasks independently.
Management and Leadership
Focuses on impact and result for the client and responds positively to feedback
Consistently approaches work with energy and a positive, constructive attitude
Demonstrates strong oral and written communication skills
Remains calm, in control and good humored even under pressure
Demonstrates openness to change and ability to manage complexities
Demonstrates in-depth understanding and knowledge of the current guidelines and project management tools and utilizes these regularly in work assignments

Core Competencies
Demonstrating/safeguarding ethics and integrity 
Demonstrate corporate knowledge and sound judgment
Self-development, initiative-taking
Acting as a team player and facilitating team work
Facilitating and encouraging open communication in the team, communicating effectively
Creating synergies through self-control
Managing conflict
Learning and sharing knowledge and encourage the learning of others.
Promoting learning and knowledge management/sharing is the responsibility of each staff member.
Informed and transparent decision making

Qualifications :
Education: 
Diploma or Bachelor degree in Accounting, Financial Management, Business Administration, or related field is a strong asset.

Experience: 
Minimum 6 years of proven work experience in accounting/finance
Proven experience in relevant positions with international donor/NGO programmes and projects.
Excellent computer literacy, including Microsoft Word, Excel and PowerPoint. Knowledge of other relevant software is an advantage
Experience with UN agencies and UNDP Atlas Financial system,  or INGOs is an asset
Knowledge of UNDP’s rules, regulations, and procedures is an asset
Language Requirements: 
Proficiency in both written and spoken English and Arabic, and the ability to present coherent and well-structured analysis and articulation in both languages.

“UNDP/PAPP is an equal opportunity employer: applications from both internal and external men and women will be considered equally”

UNDP actively supports the Convention on the Rights of Persons with Disabilities adopted by the United Nations General Assembly

Important message to all applicants!
-Please be aware that the UNDP/PAPP will review your application only if you have uploaded Personal History Form (P.11) to your application. Please download the form from the following link: http://jobs.undp.ps.
-You will get the opportunity to upload the P-11 at when you apply for the position.
-Incomplete applications or applications received after the closing date will not be given consideration. Please note that only applications that are under consideration will be contacted. 
-For more detailed information about UNDP/PAPP please visit our website at www.undp.ps.


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