Administration Specialist
Job Description
Background Information – Job-specific
The current conflict in Yemen has resulted in wide-spread humanitarian crisis, and has left 80 per cent of the population (21.1 million people) in need of assistance. The impediments on commercial imports to Yemen have led to severe lack of basic items. Should this situation continue to the point that basic commodities are not imported and therefore not available in the market, the current humanitarian crisis will deteriorate even further.
In order to address the dire humanitarian situation in Yemen, the restoration of regular commercial cargo flows into the country is essential. UN Security Council resolution 2216 (2015) decided that Member States shall take necessary measures to prevent the direct or indirect supply, sale or transfer from or through their territories or by their nationals, or using their flag vessels or aircraft, of arms and related materiel of all types, including weapons and ammunition, military vehicles and equipment, paramilitary equipment, and spare parts for the aforementioned. In order to facilitate the unimpeded flow of essential commercial items to Yemen, the UN has been requested by the Government of Yemen to provide a monitoring and inspection service that ensures that commercial cargo entering Yemen’s territorial waters is compliant with UNSCR 2216 (2015).
The United Nations Office for Project Services (UNOPS) has been requested to operationalize and manage a mechanism to oversee the monitoring and inspection services.
Functional Responsibilities
Under the direct supervision of the Project Manager, the Administration Specialist will be responsible for the operational management of the United Nations Verification and Inspection Mechanism for Yemen (UNVIM) and Office of the Special Envoy for Yemen Projects.
Functions / Key Results Expected
Implementation of operational and financial management strategies
Budget management and organization of the cost-recovery system
Administration Support
Knowledge building and knowledge sharing
1. Implementation of operational and financial management strategies
Ensures the implementation of operational and financial management strategies, focusing on the achievement of the following results:
Plan, guide and manage finance operations including Accounts Payable, Budget and Quality assurance processes.
Advises Project Manager on strategic financial resources management, Continuous analysis and monitoring of the financial situation, presentation of forecasts for projects.
Implement and review periodically effective internal controls, proper design and functioning of the financial resources management system.
Ensure compliance with financial activities, financial recording/reporting system and audit follow up with UN/UNOPS rules, regulations, policies and strategies and IPSAS standards.
2. Budget management and organization of the cost-recovery system
Manages the budgets and organizes an optimal cost-recovery system focusing on achievement of the following results:
Prepares and reviews monitoring systems for budgetary controls versus authorized spending limits (ASL) and budget delivery levels.
Elaborates proposals for planning of financial resources of the project operations, continuously analyses and monitors the financial situation and presents financial forecasts vs. actuals and analysis of variances across the projects’ budgets.
Monitors budget implementation, expenditure levels against allotments and recommends reallocation of funds when necessary.
Prepares timely financial reports for submission to the donors and funding agencies in accordance with UNOPS rules within established procedures.
Ensures financial resources management through planning, guiding, controlling the resources in accordance with UNOPS rules and regulations.
3. Administration Support
Coordinates relevant project procurement and human resource processes to ensure viable solutions that meet operational project needs.
Manages the timely and efficient delivery of all administrative services, (e.g. premises, asset management, organizational, travel and IT).
Supervises administration team.
4. Knowledge building and knowledge sharing
Organizes, facilitates delivery of training and learning initiatives for project team on relevant topics
Leads, approves and conducts initiatives on capacity development and knowledge building for Finance and Admin personnel, including network development, learning plans and activities and best practice benchmarking.
Guides project team’s collection of feedback, ideas, and internal knowledge about processes and best practices.
Skills and Qualifications
Competencies
Develops and implements sustainable business strategies, thinks long term and externally in order to positively shape the organization. Anticipates and perceives the impact and implications of future decisions and activities on other parts of the organization.(for levels IICA-2, IICA-3, LICA Specialist- 10, LICA Specialist-11, NOC, NOD, P3, P4 and above)Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.
Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles.Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role).Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries.Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements.Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving.Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground. Education/Experience/Language requirements
Education:
Advanced university degree or equivalent preferably in Business Administration, Public Administration, and Finance, Economics or related field.
A first level university degree, preferably in Business Administration, Public Administration, and Finance, Economics or related field with additional two (2) years of experience may be accepted in lieu of the advanced university degree.
Certification as a Certified Public Accountant (CPA), Chartered Accountant (CA) or equivalent added advantage.
Experience:
A minimum of 5 years relevant experience in operational management (Finance, HR, Support Services, Operations) at a national/international level is required.
Demonstrated experience providing management advisory services and/or managing staff and operational systems is required.
Demonstrated experience establishing inter-relationships among International Organisations/Governments/Partners is desired.
Experience in UN field operations in the area of administration and/or operations is an advantage.
Language Requirement:
Fluency in English is required.
Fluency in French is desirable.
How to apply
Contract type, level and duration
Contract type: International Individual Contractor Agreement (IICA)
Contract level: IICA-2
Contract duration: Open-ended, subject to organizational requirements, availability of funds and satisfactory performance. Contract duration for this positon is valid until 31 December 2024 (with the possibility of an extension)
For more details about the ICA contractual modality, please follow this link:
https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx
Additional Information
Please note that UNOPS does not accept unsolicited resumes.
Applications received after the closing date will not be considered.
Please note that only shortlisted candidates will be contacted and advance to the next stage of the selection process, which involves various assessments.
UNOPS embraces diversity and is committed to equal employment opportunity. Our workforce consists of many diverse nationalities, cultures, languages, races, gender identities, sexual orientations, and abilities. UNOPS seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce.
Qualified women and candidates from groups which are underrepresented in the UNOPS workforce are encouraged to apply. These include in particular candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities.
We would like to ensure all candidates perform at their best during the assessment process. If you are shortlisted and require additional assistance to complete any assessment, including reasonable accommodation, please inform our human resources team when you receive an invitation.
Terms and Conditions
For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post.
For retainer contracts, you must complete a few Mandatory Courses (they take around 4 hours to complete) in your own time, before providing services to UNOPS. For more information on a retainer contract here.
All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter and UNOPS Policies and Instructions, as well as other relevant accountability frameworks. In addition, all personnel must demonstrate an understanding of the Sustainable Development Goals (SDGs) in a manner consistent with UN core values and the UN Common Agenda.
It is the policy of UNOPS to conduct background checks on all potential personnel. Recruitment in UNOPS is contingent on the results of such checks.
