administrative and Finance OfficerExternal

Job Description
Agency
UN Office on Drugs & Crime
Title
Administrative and Finance Officer
Job ID
38816
Management
Vacancy End Date
(Midnight New York, USA)
03/08/2021
Time Left
7d 14h 45m
Manila, Philippines
Education & Work Experience
G-Bachelor's Level Degree - 5 year(s) experience, I-Master's Level Degree - 3 year(s) experience
Required:
Desired:
Grade
SB4
Vacancy Type
Service Contract (SC)
Posting Type
External
Bureau
Asia & the Pacific
Contract Duration
One year with possible extension
Background
The United Nations Office on Drugs and Crime (UNODC) provides technical assistance related to combating transnational organized crime, including on trafficking in persons and smuggling of migrants, to requesting Member States. This assistance also supports States strengthening criminal justice systems and to ratify and successfully implement international conventions and protocols, in compliance with the rule of law and human rights.
The UNODC Regional Office for Southeast Asia and the Pacific's (ROSEAP) Regional Programme outlines the proposed scope and focus of UNODC work in the region for the years to come. It provides a framework for delivering a coherent programme of work to: (i) give clear focus to supporting Member States and regional partners in achieving priority crime and drug outcomes; and (ii) increase the responsiveness, efficiency and effectiveness of UNODC support to the region.
The Regional Programme focuses primarily on crime and drug challenges that are best addressed through coordinated cross-border and intra-regional cooperation. There are five Sub-Programmes under the Regional Programme:
• Transnational organized crime
• Anti-Corruption
• Terrorism Prevention
• Criminal Justice Systems
• Drugs and Health, and Alternative Development
Under the direct supervision of the Senior Policy Advisor, the Administrative and Finance Officer will be responsible for providing a range of administrative, logistical, and substantive support to the implementation of UNODC activities in the Philippines office. The activities to be supported may cover the full spectrum of UNODC mandate areas: counter-terrorism, organized crime, cybercrime, drug production and trafficking, criminal justice and prison reform, drug demand reduction and HIV/AIDS prevention and treatment, anti-corruption, anti-money laundering, etc.
Duties and Responsibilities
Ensures implementation of operational strategies, focusing on achievements of the following results:
Conduct ongoing compliance with the prevailing rules, regulations and policies of administrative and financial activities, financial recording/reporting system and follow-up on audit recommendations; implementation of effective internal controls, proper functioning of a client oriented financial resources management system;
Undertake continuous analysis and monitoring of the financial profile of the office, presentation of programmes forecast, monitoring of financial exception reports for unused activities;
Advise programme coordinators on the administrative and financial management of their respective programmes;
Provide advice and solution to the Senior Policy Advisor and the Senior National Programme Officer on the day-to-day administrative and financial issues;
Maintenance of common services/office space management to ensure integrated activities on common services and implementation of the UN reform; and
Participate as a member in UN Operations Management meetings, UN Visa and Protocol Working Groups, common premises/services tasks team, HR tasks team, security team.
Provides budget management, focusing on achievement of the following results:
Prepare the office budget submission plan and budget submission plans for all programmes and their revisions;
Monitor the integrity of various financial database, especially in the Umoja and Atlas
Provide Senior Policy Advisor and Senior National Programme Officer with the elaboration of
resource requirements for budget submission;
Provide input into the preparation of allotments, ensuring appropriate expenditures
Monitor budget implementation/expenditure for field office budget and all programme budgets;
Review requisitions for goods and services to ensure (a) correct objects of expenditure have been charged, and (b) availability of funds;
Monitor extra-budgetary resources, including review of agreements and cost plans, ensuring compliance with regulation and rules; and
Prepare budget performance report to counterpart, donor and HQ including annual financial report for submission to donor in coordination and certification of HQ.
3. Provides support to Regional Office treasury/accounts managementg
including claim management focusing on achievement of the following
results:
Review and reconcile various clearing accounts to ensure appropriate balances;
Investigate erroneous/invalid entries and take appropriate corrective accounting action, timely response to resolve financial data issues;
Review incoming payment instructions with regards to banking details and sources of funds;
Prepare period reports; cash flow, contribution;
Prepare for audit, follow up and take action on audit findings and recommendations;
Review, analyze and process payment to third parties, commercial entities;
Maintain financial records (principally records of budgets and expenditures), monitor and report programme activities which have to be recorded in the Umoja system;
Review cash receipt including petty cash settlement; and
Establish and maintain a coherent financial filling system for programmes.
Ensures proper control of programme accounts focusing on achievement of the following results:
Analyze and elaborate proposals for internal expenditure control system (ensure that payments (invoices) processed are matched and completed, transactions are correctly recorded and posted in Umoja as programme wise).
5. Ensures co-supervision /oversight of the Programme Assistants, focusing
on achievement of the following results:
Supervise and manage all POPHL finance, procurement, logistic and assets activities compliance with UN, UNDP, UNODC rules and regulations.
Ensure the proper process of registration of POPHL Project following the Government regulations.
In coordination with the Human Resource Associate, facilitates with the UNDP PHL the process of recruitment, screening and hiring of staff and ensures facilitation of knowledge building and knowledge sharing focusing on achievement of the following results:
Prepare and inspect the necessary documents for HR requests for staffing
Coordinating with UNDP regarding the recruitment, screening, selection and on-boarding of staff;
Organize and conduct training and briefings to staff members on finance management, HR and general administrative matters, and provision of advice;
Synthesize lessons learned and best practices in administrative and finance; and
Contribute to knowledge networks and communities of practice.
Provide administrative and operational support to selected Drugs and Health Programme activities particularly the INL-supported project "Mitigating COVID-19's Negative Impact on At-risk Communities." This includes assisting on related procurement, organizing logistics requirements for events, travel planning and arrangements, project budget planning and monitoring, etc.
Competencies
Core
Innovation
Ability to make new and useful ideas work
Level 4: Adept with complex concepts and challenges convention purposefully
Leadership
Ability to persuade others to follow
Level 4: Generates commitment, excitement and excellence in others
People Management
Ability to improve performance and satisfaction
Level 4: Models independent thinking and action
Communication
Ability to listen, adapt, persuade and transform
Level 4: Synthesizes information to communicate independent analysis
Delivery
Ability to get things done while exercising good judgement
Level 4: Meets goals and quality criteria for delivery of products or services
Technical/Functional
Office Administration
Ability to manage day-to-day office activities (including but not limited to travel management, facilities and asset management, policy and procedures maintenance) to meet operational needs
Level 4: Apply & Adapt: Contributes skills and knowledge with demonstrated ability to advance innovation and continuous improvement, in professional area of expertise
Operational Efficiency
Ability to identify and execute opportunities to improve operational efficiency
Level 4: Apply & Adapt: Contributes skills and knowledge with demonstrated ability to advance innovation and continuous improvement, in professional area of expertise
Financial Management
Ability to create a process to achieve financial goals
Level 4: Apply & Adapt: Contributes skills and knowledge with demonstrated ability to advance innovation and continuous improvement, in professional area of expertise
Required Skills and Experience
Education:
Master's degree in Accounting, Finance, Business, Public Administration, Economics, Political Science, Social Sciences, or other relevant fields of study.
A first-level university degree in similar fields in combination with five (5) additional years of qualifying experience may be accepted in lieu of the advanced university degree.
Experience:
A minimum of five years (5) years of progressively responsible relevant experience for candidate with Bachelor's degree or three (3) years for candidate with Master's Degree;
Past experiences in implementing projects having a focus on security, crime prevention, organized crime and/or terrorism is required. Direct, hands-on experience with project beneficiaries and local government authorities is required, as is experience in programme monitoring and reporting is also required;
Work experience with the United Nations or similar international organization is highly desirable. Good knowledge about rules, procedures of UN/UNODC and UNDP is highly desirable.
Experience in the usage of computers and office software, particularly MS Office package is required; Advanced knowledge of spreadsheet and database packages, and handling of web-based management systems (particularly Umoja) will be a distinct advantage.
Language Requirements:
Fluency in written and spoken English and Filipino is required
Other:
Demonstrated strong knowledge of UNODC development programmes in the Philippines;
Solid experience in leading a team to support programme administration;
Strong knowledge and solid experience in programme management support are essential as well as ability to draft correspondence on budget-related issues, briefing notes, graphic and statistical summaries, accounting spreadsheets, etc;
Good inter-personal and team building skills;
Full time availability for programme management support duties is essential; and
Solid knowledge on Government and UN/UNDP/UNODC procedures.
Disclaimer
UNDP is committed to gender equality in its mandate and its staffs and encourages. Further, UNDP is a United Nations organization whose staff are expected to uphold the highest standards of integrity, neutrality and impartiality. This includes respect for and commitment to human rights, diversity, and non-violent means of dealing with all kinds of conflict. UNDP staff are expected to uphold these values at all times, both at work and outside.
UNDP has zero tolerance of harassment, discrimination, sexual abuse, abuse of authority and exploitation.
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To start the application process, applicants are required to register at http://jobs.undp.org by creating a personal profile and completing UNDP Personal History Form. Please note that UNDP only accepts degrees from accredited educational institutions. Only applications received through http://jobs.undp.org will be considered and applications received after closing date will not be considered. Due to the large number of applications received for UNDP Philippines vacancies, only applicants short-listed for written test and interview will be contacted.
General Information
UNDP is committed to gender equality in its mandate and its staffs and encourages applications from qualified candidates and persons with disabilities.
UNDP is a United Nations organization whose staff are expected to uphold the highest standards of integrity, neutrality and impartiality. This includes respect for and commitment to human rights, diversity, and non-violent means of dealing with all kinds of conflict. UNDP staff are expected to uphold these values at all times, both at work and outside. Only persons who fully and unconditionally commit to these values should consider applying for UNDP jobs.
UNDP has zero tolerance of sexual abuse, abuse of authority and exploitation.
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.
Workforce diversity
UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.
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