Administrative and Finance Assistant projet RSF

Duties and Responsibilities

Under the general supervision of the Head of Stabilization Unit, the Administrative and Finance Assitant (AFA) works and collaborates closely with the project team at Maroua office, administrative, finance and procurement units, the operations, programs of the CO and assist the Head of Stabilization Unit on daily business tasks. The main functions of the candidate include the following:

1)           Support implementation of administrative and financial management strategies. 

•            Ensures compliance of project business processes with UNDP Project Operational Policies and Procedures (POPP) and UNDP Standard Operating Procedures (SOP). When necessary, provide guidance to project staff on business processes, administrative and other requirements, and procedures.

•            Provide support to the Administrative and Finance units and office management in preparing and reviewing CO business processes mapping and elaboration of the content of internal standard operating procedures.

•            Assist the finance team in cost sharing and financing agreements in following up on contributions within the CO resource mobilization efforts. 

2)           Assist in functioning the optimal cost-recovery system. 

•            Initiate payment of invoices for projects and agencies related to cost recovery 

•            Provide inputs for preparation of cost-recovery and Direct Project Costs (DPC) bills 

3)           Provide administrative support to the project. 

•            Draft all correspondence related to administration.

•            Prepare correspondence, reports, memos, circulars, faxes requested for signature, and other documents.

•            Design and update a filing system for programme files.

•            Manage the stock of supplies of the project and initiate service requests to be submitted to the UNDP office and proceed with local purchases and initiate payment requests in accordance with the rules and procedures

•            Provides administrative and logistical support in organising seminars, workshops, and meetings to ensure successful project delivery that includes organizing/ coordinating project events and selecting appropriate venues, maintaining project records and files and supporting contracting activities. 

•            Initiate and/or arrange official mission travel requests, ensuring timely follow-up on medical and security clearance, claims, and approvals as necessary, and monitors selected travel-related payments, collaborating with relevant operation divisions and field staff, as needed.

•            Participate in the preparation of the annual report on durable goods (inventory of goods and equipment), monthly fuel consumption report.

•            Ensure the proper maintenance of the vehicle fleet, the proper management of fuel and other equipment and supervise the work of drivers.

4)           Provide financial support to the project.

•            Provide support in ensuring proper control of the supporting documents for payment invoices and proper document management, including systematic archiving and draft all correspondence related to finances.

•            Assist in processing all types of invoices and payment requests and handling payment inquiries with the finance unit

•            Drafts formal authorization letters for financial commitments, creates requisitions and receipts.

•            Prepare and transmit financial reporting elements to the supervisor and help acquire any financial and accounting information required

•            Provide information on the status of financial resources as required.

•            Prepare information for project audits and supports the implementation of audit recommendations.

•            Maintain a proper filing system and keep all accounting and financial documents up to date.

•            Maintain follow-up by ensuring that invoices processed are matched and completed; travel requests and claims and other entitlements are duly arranged. 

•            Liaising with the finance unit B2B on reconciliation work and handling inquiries with administrative and finance teams

•            Effectuate payments  via petty cash in accordance with the rules and procedures that prevail.

5)           Support knowledge building and knowledge sharing in the CO. 

•            Participate in training for the operations/projects staff on finance. 

•            Provide contributions to knowledge networks and communities of practice

•            Performs other functions and duties as the supervisor may assign.

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

Required Skills and Experience

Education:

Secondary education is required. 

Or 

A university degree (bachelor´s degree) in Business Administration, Economics, Finance, Accounting, Audit, or other relevant field will be given due consideration, but it is not a requirement.

Experience:

Minimum of 4 years (with secondary education) or 1 year (with bachelor’s degree) of relevant experience in administrative and financial work is required.

Required skills             

Experience in the use of computers and office software packages (MS Word, Excel, etc) is required.

 Desired skills in addition to the competencies covered in the Competencies section 

Langue(s) requise(s)    Fluency in French and working knowledge of English is required OR Fluency in English and working knowledge of French is required.