Admin and Finance Assistant

Background

Organizational Context

UNDSS 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.

UNDSS 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.

The Department of Safety and Security (UNDSS) is responsible for providing leadership, operational support and oversight of the United Nations security management system (UNSMS) globally. As a global leader in security risk management principles, UNDSS enables the safe and effective delivery of United Nations programmes and activities in the most complex and challenging environments, while maximizing precious resources. To this end, the work of the Department is aligned under a clear mission, to enable United Nations system programme activities through trusted security leadership and solutions. UNDSS Sudan is supporting the UN Agencies and International Non-Governmental organizations (INGOs) and International Organisations (IOs) so as to enable them to conduct their operations in the safest way possible. The position is locally administered by UNDP but financed by the United Nations Department of Safety and Security (UNDSS) from USAID Grant 2023/24 for Saving Lives Together (SLT) Project. The duration of the position is through June 2024. The contracts may be extended subject to the availability of funds, satisfactory performance and a continuing need for the post.

Under the guidance and supervision of the Admin & Logistics Officer, the HSST Admin and Finance Assistant ensures effective execution of both admin and financial services in the SLT Project budget. The Admin /Finance Assistant promotes a client-oriented approach consistent with UNDP rules and regulations. The Admin/Finance Assistant will work in close collaboration with AFP operation managers, programme and projects’ staff in the field in order to resolve Admin and finance-related issues and information exchange related to the SLT Project Budget.

Duties and Responsibilities

Summary of Key Functions: 

The incumbent will be based in Port Sudan, with regular travel to the field offices country wide. He/she will be responsible for the following duties:

• Proper control of the supporting documents for payments and financial reports for the SLT Project budget including preparation of all types of vouchers for overtime, payments execution.
• Maintenance of internal expenditures control system which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in Quantum; payrolls are duly prepared and processed; travel claims, MPOs, overtime and other entitlements are duly processed.
• Timely accounts closure.
• Coordination of assets management under the SLT Project, timely preparation, and submission of periodic inventory reports.
• Maintenance of administrative control records such as commitments and expenditures.
• Confirmation of availability of funds prior to review by the CSA / DSA and FSCO Team Leader.
• Maintenance of data integrity in the database, control programme; analysis of results and initiation of corrective actions when necessary.
• Timely preparation of cost-recovery bills in Quantum for the services provided to UN Entities, implementation of the income tracking system and follow up on recovery.
• Performs other duties as assigned.

Competencies

Competencies

Corporate Competencies:

Commitment to the ideals of the United Nations Charter and the Organization’s core values – Professionalism, Integrity and Respect for Diversity.

Planning and Organizing: Demonstrated ability to establish priorities and to plan, coordinate and monitor his/her own work plan with minimum supervision. Ability to work under pressure or in crisis situations. Availability to travel within the area of responsibility.

Creativity: Ability to actively seek to improve services, offer new and different options to solve problems/meet client needs, and promote and persuade others to consider new ideas.

Teamwork: Proven interpersonal skills and the ability to listen and work in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity.

Communication: Proven and sustained communication (verbal and written) skills.

Functional Competencies:

Knowledge Management and Learning

• Shares knowledge and experience.
• Encourages office staff to share knowledge and contribute to UNDSS Practice Areas.
• Actively works towards continuing personal learning and development in one or more Practice Areas, acts on learning plan and applies newly acquired skills.

Development and Operational Effectiveness

• Ability to perform a variety of specialized activities related to financial resources management, including formulating budgets, maintaining Accounts Receivables and Accounts Payables, making transactions, reporting.
• Sound knowledge of accounting, admin, financial rules and regulations.
• Strong IT skills.

Leadership and Self-Management

• Focuses on result for the client.
• Consistently approaches work with energy and a positive, constructive attitude.
• Remains calm, in control and good humoured even under pressure.
• Demonstrates openness to change.
• Responds positively to feedback and differing points of view.

Required Skills and Experience

Education:

Secondary Education with specialized certification in Administration Accounting and Finance. University Degree in Economics, Business or Public Administration would be desirable.

Experience:

5 years (holders of secondary education) and 2 years (for University degree holders) of progressively responsible in admin/ finance experience is required at the national or international level. Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and advance knowledge of spreadsheet and database packages, experience in handling of web-based management systems.

Language Requirements:

Fluency in the English and Arabic is required.