Avis de recrutement : PNUD recrute un(e) Assistant(e) administratif(fe) et financier(ère), Allemagne.

 

 

 

 

Position Purpose:

Under the guidance and direct supervision of the Deputy Director, the Administrative and Finance Assistant plays a key role in helping to support the sound and efficient operational management of the office, with focus on finance, procurement, and administration.

Duties and Responsibilities

Administrative support

  • Manage the daily schedule of the Deputy Director.
  • Maintain travel plans of the office and coordinate travel arrangements liaising with travel unit for travel schedule/itineraries and related documents
  • Organize, compile, and prepare documentation and materials for meetings and missions.
  • Provide logistical and operational support for organization of meetings, workshops.
  • Provide human resources management support, including the recruitment of consultants and experts through preparation and posting of TORs, preparations of contracts, both in and out of Quantum, and setting up vendors.
  • Ensure effective filing, including through automated filing systems, and ensuring safekeeping of documents and other materials required; regular updates to Google Drive operations documents to keep a live tracking of outstanding or upcoming tasks.
  • Coordinate information flow and dissemination of communication to staff as required; follow-up on deadlines.

Financial support

  • Effective budget management, including revisions, monitoring and reconciliation; support to project budget/Quantum monitoring and reporting.
  • Generate expenditure reports from computerized information system databases; assist in preliminary analyses of the extracted information and the reports generated.
  • Support the preparation of budget performance reports, performing preliminary analysis of variances between approved budgets and actual expenditures.
  • Assist with implementing budget and project award revisions, providing COA authorizations, creating requisitions, receipts.
  • Assist with the preparation of pre-encumbrances and obligations and review them to ensure that funds are available, and the correct account has been used.
  • Provide regular monthly updates on project expenditure status, and project resource balances etc, maintaining the internal expenditures control system
  • Prepare payment invoices, follow-up on status of payments.
  • Assist in monitoring the availability of funds for financial commitments.
  • Assist in the preparation of supporting documents (narrative and supporting tables) with respect to finalization of cost estimates and budget proposals, in terms of staff and non-staff requirements.
  • Monitor and track all donor agreements and contributions received and expected and supports preparation of financial and donor reports; prepares DMS forms as needed, working with Finance colleagues to ensure submission to GSSC.
  • Assist with year-end deadlines from BMS and in preparation of closing projects financially and operationally.
  • Support the transfer of residual balances of the various projects as well as donor refunds.
Required Skills and Experience
Education:
  • Minimum 5 years with Secondary education or 2 years with University degree of progressively responsible administrative experience is required at the national level.
Experience:
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc.), advance knowledge of automated procurement systems;
  • Advanced knowledge of spreadsheet and database packages is required;
  • The ability to use good judgment and experience working in a multi-cultural setting is critical;
  • Experience in project management, procurement, finance is required;
  • UN/UNDP work experience is a strong asset;
  • Familiarity with Quantum is an asset.

Language Requirement:

  • Fluency in English and German (oral and written) required.
Please note that continuance of appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.
Closing on: 31 Jan 2023