Finance and Administrative Associate at UNODC - The United Nations Office on Drugs and Crime

This position is located in the United Nations Office on Drugs and Crime (UNODC), Country Office in Nigeria (CONIG). Under the general supervision of the Programme Coordinator of the project “Support to ECOWAS Regional Action Plan on illicit drug trafficking, organized crime related to it and drug abuse in West Africa”., the incumbent will administrative tasks under the direct supervision of the Programme Coordinator.

The Finance and Administrative Associate will be responsible for administrative, finance, procurement, HR and logistical support, focusing on achievement of the following results:

• Interpretation and implementation of procedures and rules related to administrative, procurement, financial and personnel matters and ensure their compliance;
• Administrative support to organization of trainings, conferences, workshops, retreats, study tours, etc.;
• Arrangement of travel and hotel reservations, preparation of travel authorizations;
• Timely preparation and updating of procurement plans for the Programme;
• Preparation of requests with all supporting documents for issuance of purchase orders, contracts, subcontracts and other documents related to procurement of goods and services;
• Serving as a focal point in procurement processing for the Programme/Project;
• Undertaking joint procurement activities under combined Purchase Orders for stationery, computer hardware, photocopiers; joint contracts for computer maintenance, air-conditioning maintenance, shipping services, etc.;
• Provision of information for reports on financial status, procedures, exchange rates, costs and expenditures and potential funding problems;
• Assistance in proper control of the supporting documents for payments and financial reports for the Programme/Project; payment execution and monitoring payment status;
• Processing of financial documentation (vouchers, supporting documents, etc.) and maintaining internal expenditures control system by ensuring that vouchers processed are matched and completed, transactions are correctly recorded and posted in Atlas; travel claims, monthly payment orders (MPOs) and other entitlements are duly processed;
• Maintenance of Petty Cash;
• Preparation and handling the routine correspondence related to general administration, procurement, financial and personnel matters; faxes; memoranda and reports in accordance with UNODC rules and procedures;
• Maintenance of files related to personnel, finance, procurement, administrative, logistical, programme/project matters;
• Assistance to the Audit and prepare necessary documents;
• Monitoring the Inventory Records, maintain the records and files on assets management, distribute the  stationery to personnel and provide advice on procurement of goods to avoid unnecessary purchase;
• Maintenance of files and records relevant to office maintenance;
• Perform other related tasks, as required

• Professionalism: Sound knowledge and understanding of concepts and approaches relevant to budgetary and financial management; demonstrable knowledge of database administration; extensive knowledge of the financial rules and regulations of the United Nations as well as familiarity with UN policies and procedures as they relate to programme budgeting and financial administration; demonstrable commitment to the values of the United Nations, particularly integrity in daily activities and behaviors; demonstrated professional competence and mastery of administrative processes; ability to perform a range of administrative functions, including event planning and organizing and human resources administration; ability to map out potential risks and make contingencies, as required. Shows pride in work and achievements; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges.
• Accountability: Takes ownership of responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost, and quality standards; operates in compliance with organizational regulations and rules; takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.
• Teamwork:  Proven interpersonal skills and the ability to establish and maintain effective working relations with people in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity. Works collaboratively with colleagues within and outside UNODC; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
• Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from the clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.
• Planning & Organizing: Able to establish priorities and to plan, coordinate and monitor work while prioritizing competing demands; able to work on tight deadlines; knowledge on how to develop clear goals that are consistent with agreed strategies; foresees risks and allows for contingencies when planning; monitors and adjusts plans and projects as necessary; uses time efficiently.

Education:

• Secondary Education, with specialized certification in Accounting and Finance. University Degree in Finance, Business or Public Administration desirable, but it is not a requirement

Experience:

• A minimum of 6years of progressive experience in finance, administration, budget preparation, budget monitoring and analysis are required. Experience in UN/UNDP financial procedures is an asset. Experience in the usage of computers and office software packages (MS Word, Excel, Access, Power Point, MS Publisher, etc) is also required. Experience in ATLAS, FOML and ProFi systems will be considered a plus. Experience of IPSAS and/or IFRS an asset.

Other Skills:

• Up-to-date knowledge and practical experience of auditing approaches and practices, especially of public or international institutions is desirable.

Languages:

• English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Knowledge of another official United Nations language, particularly French, is an advantage.