UNDP - United Nations Development Programme

UNDP Yemen

Job Identification : 5822

Locations : Sana’a, Yemen

Posting Date : 09/12/2022, 01:34 PM

Apply Before : 09/26/2022, 01:34 PM

Job Schedule : Full time

Agency : UNDP

Grade : NB4

Vacancy Type : National Personnel Service Agreement

Practice Area : Disaster Risk Reduction and Recovery

Bureau : Regional Bureau for Arab States

Contract Duration : 1 Year

Education & Work Experience : Master’s Degree

Desired Languages : Fluency in English and Arabic, both written and oral

Vacancy Timeline

2 Weeks

Job Description

Background

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

Consistent with the United Nations Development Programme (UNDP) strategy for assistance to the mine action sector in Yemen, one of the primary goals of the UN is to ensure the most efficient and effective response to the impact of landmines, unexploded ordnance (UXO) and other explosive remnants of war (ERW, including cluster- munitions). According to the UN Policy on Mine Action and Effective Coordination, the primary responsibility for addressing the threats faced by the population from contamination remains with the affected state. To promote national ownership, responsibility, leadership and effective coordination, the UNDP is mandated by the General Assembly to assist the national authorities in their efforts to review and strengthen existing coordination mechanisms and further develop a national mine action programme. Yemen has suffered numerous conflicts since the Second World War, each conflict leaving its own ERW legacy. The current conflict since 2015 in Yemen has become a forgotten war along with the forgotten crises in its wake. Current belligerents are the Government and the Revolutionary Council and in the voids of governance while the fighting continues, numerous insurgents have increased their footprint. The population are caught in the middle and the human suffering across the country is staggering with widespread hunger, lack of medical support, spread of disease and a general collapse of the economy. As a result, UNDP has developed the multi-faceted Yemen Resilience Programme of which national support to the mine action sector is one pillar. The major counter-parts for UNDP are the NMAC (National Mine Action Centre) and YEMAC (Yemeni Executive Mine Action Centre). The former is responsible for policy and direction and the latter for the implementation and co-ordination of mine action activities in country. UNDP Yemen is looking to recruit a dynamic individual to join its “Emergency Mine Action” project team. Under the direct supervision of the project CTA, the project’s Administrative Analyst will assist the project team in connection with project’s financial and administrative implementation to achieve set project targets. The Project Administrative Analyst will have the responsibility for ensuring the highest efficiency in the delivery of functions in the areas of budget management, procurement, administration and finance related functions. S/he will provide guidance and oversight role to ensure compliance with UNDP rules and regulations.

Duties and Responsibilities

Scope of Work

Under the direct supervision of the National Project Operations Officer, the Administrative Analyst will provide support and services ensuring high quality, accuracy and consistency of work. He/She will work in close collaboration with the project staff, finance, operation and programme as required to exchange information and supporting project delivery. She/he will provide administrative, financial and programmatic support as guided by the National Operations Officer and the Project Planning and Monitoring Specialist.

Provides full-fledged administrative support to the project focusing on achievement of the following tasks:

  • Support to the Project administrative business processes mapping and elaboration of the internal standard operating procedures (SOPs);
  • Provide general office assistance and handle routine administrative tasks for the project.
  • Provide project management support to the Unit, such as prepare PO and non-PO vouchers for Project financial transactions, and process Direct Payment Request;
  • Ensure all payments are accompanied with original and legal documentation that support this request for payment, and liaise with the country office and project staff to ensure timely submission and processing of all Payment requests.
  • Assist on the day-to-day administrative activities through managing unit travel arrangements, Atlas E-requisitions and Receipts, venders’ invoices, information dissemination and correspondence;
  • Advise and guide team members and beneficiaries on matters regarding incentives, running costs and other administrative requests received
  • Ensure control of the supporting documents for payments, prepare document for vendors in Atlas; assistance in managing the project management and payments;
  • Maintain the internal expenditure control system, which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in Atlas and that travel claims and other entitlements are duly processed;
  • Process official Unit Mission Travel Requests, including timely follow-up action on security clearance, claims, signatures as appropriate and ensuring preparation of the necessary documents in ATLAS,
  • Liaise with procurement the purchase of office supplies & equipment as well as the service request for communication materials & services;
  • Manage procurement processes, including but not limited to drawing up specifications for the equipment as per project requirements; maintain and update an inventory and ensure proper operation, maintenance;
  • Follow up with finance, procurement and Human Resources Units and ensure timely delivery of services;
  • Take timely corrective actions on un-posted vouchers, including vouchers with budget check errors.
  • Organize meetings for the project management, as well as recording meetings by taking notes, preparing minutes and recording decision points generated;
  • Participate in organizing in-country workshops and other related training activities and participate in field visits for support of workshops and events.
  • Liaise with the project team to ensure timely submission of progress reports, plans and relevant documents

  • Prepare notes, letters, background information and hand-outs;
  • Assist to undertake all tasks related to ensure proper documentation for timely audit of the project, support project audit and facilitate access by auditors to project documentation, personnel and intuitions involved in the project.
  • Manage document/ filing control procedures (both hard copy and electronic filing) for all reports, project narrative and financial documents, knowledge products;
  • Provide support to the Mine Action Operation Officer, and Planning and Monirtoring Specialist .
  • Participate in the organization of training for the office staff on programme/operations related issues;
  • Provide sound contributions to knowledge networks and communities of practice
  • Perform other duties related to personnel, administrative and financial issues of project as required.

Institutional Arrangement

Under the guidance and direct supervision of the project Operations Officer, the incumbent contributes to an effective and efficient implementation of the project through a range of actions contributing to the design, planning, management and monitoring of project activities. The Administrative Analyst applies and promotes the principles of results-based management (RBM), as well as a client-oriented approach consistent with UNDP rules and regulations.

The incumbent works in close collaboration with the Project team as well as the team in the Country Office (CO) for effective achievement of results, anticipating and contributing to resolving complex project-related issues and information delivery. The incumbent is expected to exercise full compliance with UNDP programming, financial, procurement and administrative rules, regulations, policies and strategies, as well as implementation of the effective internal control systems. The incumbent will also guide the junior members of the operations/admin team of the Project.

Competencies

Core

Achieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline Think Innovatively: LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements Learn Continuously: LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback Adapt with Agility: LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible Act with Determination: LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident Engage and Partner: LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships Enable Diversity and Inclusion: LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination

Cross-Functional & Technical competencies

Documents and records management: Overall document (hard or electronic) management; registry and retention policy including storing and archiving UN travel documents: Knowledge of regulatory frameworks and processes related to UN travel documents; ability to facilitate the insurance of UN travel documents for UNDP and UN agencies; processing of visas, and ensure oversight and endorsement Vehicle management: Knowledge of policy & procedures on fleet management Events management: Ability to manage events, including retreats, trainings and meetings as well as venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc. Communication: Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience.

Required Skills and Experience

Education:

  • Master’s Degree or equivalent in Business or Public Administration, Accounting, English or relevant field
  • or bachelor’s degree with (2) years of experience as indicated in the section below could be accepted in lieu of the master’s degree.

Experience:

  • Minimum of two years (with Bachelor’s) of relevant work experience in administrative work, accounting/ finance, economics, or other substantive area is required.

Required skills:

  • Experience in the use of computers and office software packages (MS Word, Excel), and knowledge of spreadsheet
  • Working experience in the United Nations system
  • Working experience with development projects

Desired skills:

  • Working with UNDP in emergency and recovery programme/project is a strong asset
  • Experience with PeopleSoft/Resource Management System is a strong asset
  • Knowledge of IPSAS, is an asset;
  • Knowledge of UNDP programme management procedures and policies, including experience with Atlas is a strong asset.

Required Language(s):

  • Fluency in English and Arabic, both written and oral

Disclaimer

Important information for US Permanent Residents (‘Green Card’ holders)

Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment.

UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.

Applicant information about UNDP rosters

Note: UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

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