Administrative Specialist (National Position) Level (NOC) Jerusalem/OCHA oPt

 

The office in the occupied Palestinian territory has responsibility for inter-agency coordination in complex emergencies and in natural disasters. In the context of the current humanitarian situation in the occupied Palestinian territory, the OCHA Office has a specific responsibility for (a) disseminating information and policies to the humanitarian community, authorities and donors, as well as supporting resource mobilization efforts; (b) assisting in the identification of humanitarian priorities and needs and the coordination of resource mobilization efforts; and (c) disseminating information on the impact of natural disasters, response there to and the need for international assistance.

Under the direct supervision of the Head of Office, the Administrative Officer will be responsible for management and supervision of the Administrative Unit at the OCHA oPt office. The Administrative Officer will be responsible for the supervision and provision of direct guidance to the Finance, Human Resources and procurement sections in addition to the transportation and security sections within the Administration Unit.

Under the Direct supervision of the Head of Office, the Administrative Specialist will be responsible for the following duties and responsibilities:

Budget and Finance

• Prepare and revise cost plans in line with work plans and financial rules and regulations and ensure that costs are reasonably estimated.
• Prepare quarterly requests for funds (financial authorizations) and monitor obligations and expenditures against financial authorizations in line with approved cost plans. 
• Develop, implement, and maintain internal controls to monitor and ensure that financial resources are utilized to implement activities in accordance with work plans and cost plans.
• Provide guidance to functional units on financial accountability within programme responsibilities and on the effective use of programme resources. 
• Coordinate the production of financial reports for headquarters and donors. 
• Review and confirm that proposed obligations or disbursement for goods and services under third-party agreements, are reasonable and in conformity with UN Financial Rules and Regulations. 
• Monitor and follow up on outstanding NGO and UN Agency reports for grants and allocations provided to third parties.  
• Manage petty cash in accordance with established procedures, maintain accurate and complete petty cash records and receipts, and ensure that replenishments are done in a timely manner.  
• Follow up with UNDP on monthly payment orders for international staff to ensure timely payments. 
• Ensure verification of inter-office vouchers (IOVs) prepared by UNDP to confirm accuracy of accounts and to allow for reconciliation with OCHA’s accounting system.  
• Ensure proper management of office assets, including maintenance of inventory, physical verification of assets and disposal of assets. Provide information needed to respond to audit observations/findings. 
• Provide guidance and leadership to junior staff.

General Administration

• Supervise administrative staff on a regular basis, ensuring support and mentoring.    
• In collaboration with the local UNDP office, coordinate actions related to recruitment and administration of national staff.  
• Provide guidance on requirements of performance appraisal system and maintain a system to track compliance. 
• Maintain confidential personnel files, ensuring that information is complete and updated.
• Ensure that separating staff finalize in-country formalities prior to their departure.  
• Ensure that staff time and attendance is properly recorded, verified and submitted in a timely manner to UNDP for national staff and to the Administrative Services Branch, for international staff. 
• Support procurement of goods through UNDP or Headquarters and ensure that appropriate procedures are duly followed.  
• Verify receipt of goods and services, ensuring specification, condition and quantities of goods are correct and paperwork is complete and properly filed. Arrange for approval of Purchase Orders of Low Value Acquisitions within the delegated authority.
• Control and manage equipment (disposal, inventory, NEP/inventory reporting, and fleet management). 
• Ensure that the corporate administration of common premises & Service Agreements are done in accordance to OCHA standard templates. 
• In collaboration with the Department of Safety and Security (DSS) and Head of OCHA field office assist in ensuring Minimum Operation Security Standards (MOSS) compliance for vehicles, office and residential premises. 
• Ensure that the office premises are well maintained and provided with common services.  
• Ensure adequate level of office supplies and maintain a system for office supplies allocation and tracking.  
• Supervise travel authorizations, ensuring appropriate justification, costing and approvals are in place. Verify travel claims submitted for settlement and track outstanding payments. 
• Arrange for Certification of Travel Requests and approved of Expense Reports.
• Maintain a central filing system; ensuring consistent use and appropriate archiving of official administrative, finance, and human resource documents.
• Represent OCHA at meetings on administrative issues such as national salary scales, common services, premises, etc.
• Perform other duties and/or assignments as required.

Competencies

Core Competencies

Innovation

Ability to make new and useful ideas work

Level 5: Creates new and relevant ideas and leads others to implement them

Leadership

Ability to persuade others to follow

Level 5: Plans and acts transparently, actively works to remove barriers

People Management

Ability to improve performance and satisfaction

Level 5: Models high professional standards and motivates excellence in others

Communication

Ability to listen, adapt, persuade and transform

Level 5: Gains trust of peers, partners, clients by presenting complex concepts in practical terms to others

Delivery

Ability to get things done while exercising good judgement

Level 5: Critically assesses value and relevance of existing policy / practice and contributes to enhanced delivery of products, services, and innovative solutions

Technical/Functional Competencies

Partnerships

Ability to engage with other agencies, donors, and other development stakeholders and forge productive working relationships

Level 5: Originate: Catalyzes new ideas, methods, and applications to pave a path for innovation and continuous improvement in professional area of expertise

Learning and Development

Knowledge of enterprise learning and development issues, concepts, and principles, and ability to apply them to enhance the fulfillment and performance of employees

Level 5: Originate: Catalyzes new ideas, methods, and applications to pave a path for innovation and continuous improvement in professional area of expertise

Change Management

Ability to apply a systematic approach to adapt, control and effect change

Level 5: Originate: Catalyzes new ideas, methods, and applications to pave a path for innovation and continuous improvement in professional area of expertise

Education

Masters’ Degree in Business Administration, public Administration, Finance, accounting or another related field.

Experience

5 years of relevant experience in Administration, Finance, Accounting or other related area at the national or international level are required.

Field Experience in emergency situations is desirable.

Experience within the United Nations common system handling finance and administrative -related matters along with the knowledge of ERPS (Umoja/SAP) is desirable.

Language requirements

Fluency in English and Arabic are required. 

NOTE: This temporary position is available for a period of one year; possibility of extension subject to the availability of funds.

How to apply

To start the application process, applicants are required to apply via OCHA oPt’s vacancies website by registering their profile and completing OCHA Personal History Form (P11). Only applications received through https://www.ochaopt.org/vacancies which should include an up to-date and complete P11 will be considered. Due to the large number of applications received for OCHA vacancies, only applicants short-listed for interview will be contacted.

The United Nations does not charge fees at any stage of the recruitment process.

The United Nations does not concern itself with information related to bank accounts.

CLOSING DATE FOR APPLICATIONS:  30 August 2019

Applications received after this date will not be considered.

Women are encouraged to apply