Closing date

18 July 2022

Jobs from

OCHA

Administrative/Finance Associate, Baghdad

I. Position Information

Job code title: Administrative/Finance Associate

Pre-classified Grade: GS6

Duty Station: Baghdad, Iraq.

Supervisor: Administrative and Finance Officer

Duration: 1 year with possible extension

No of Positions: One

Date of Entry: A soon as possible.

II. Organizational Context

Under the guidance and supervision of the Administrative and Finance Officer, the Administrative /Associate provides administrative/finance services ensuring high quality, accuracy and consistency of work. The Administrative/Finance Associate promotes a client-oriented approach consistent with OCHA rules and regulations.

The Administrative/Finance Associate works in close collaboration with the Humanitarian advisory team office and OCHA HQs staff to exchange information and ensure consistent service delivery.

III. Functions / Key Results Expected

Summary of Key Functions:

Provision of effective and efficient administrative support services
Support to supply and assets management
Effective administrative and financial control in the office
Proper common services
Support to knowledge building and knowledge sharing

Ensures implementation of operational strategies focusing on achievement of the following results:

Full compliance of Administrative activities with UNOCHA rules, regulations, policies and strategies.
Input to the CO‘s Administrative business processes mapping and elaboration of the internal Standard Operating Procedures.

Elaboration of proposals and implementation of cost saving and reduction strategies in consultations with office management.

2. Ensures effective and efficient provision of administrative support services, focusing on achievement of the following results:

Coordination and supervision of support staff engaged in the fields of registry, general services, telephone operator/receptionist, etc.
Coordination and supervision of shipments and customs clearance, travel, events management, administrative surveys, transportation services and insurance, space management, procurement of supplies.
Presentation of thoroughly researched information for planning of financial resources for administrative services
Support with protocol matters, registration of staff, coordination with local authorities, on space and other administrative matters.
Submission of information on administrative services provided for cost-recovery bills

3. Provides support to proper supply and assets management, focusing on achievement of the following result:

Coordination of assets management in the CO, timely preparation and submission of periodic inventory reports, coordination of physical verification of inventory items.
Coordination of the provision of reliable and quality office supplies

4. Ensures effective administrative and financial control in the office, focusing on achievement of the following results:

Implementation of the control mechanism for administrative services, maintenance of administrative control records such as commitments and expenditures.
Review, research, verification and reconciliation of a variety of data and reports ensuring accuracy and conformance with administrative rules and regulations; creation of vendor set-up information in Atlas;
Review of data integrity in the database, control programme; analysis of results and initiation of corrective actions when necessary.
Proper inventory control; supervision of proper issuance of inventory items and supplies.
Review of travel authorizations, documentation, payments
Assistance in the preparation of budget, audit and other reports
Provision of researched information, reports for audit exercises.

5. Ensures proper common services focusing on achievement of the following results:

Maintenance of common services to ensure integrated activities on common services and implementation of the UN reform.
Proper planning and tracking of common services budget and of Agencies contributions to the common services account.

6. Support knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:

Organization of training for the operations/projects staff on administration.
Briefing to staff members on general administrative matters; provision of advice and administrative support.
Sound contributions to knowledge networks and communities of practice.

IV. Impact of Results

The key results have an impact on the efficiency of the unit. Effective and efficient of office operation, in terms of administration/financial as well as support in general affairs of office in Baghdad.

V. Competencies and Critical Success Factors

Functional Competencies:

Building Strategic Partnerships

Level 1.1: Maintaining information and databases

Analyzes general information and selects materials in support of partnership building initiatives
Maintains databases of donor information

Promoting Organizational Learning and Knowledge Sharing

Level 1.1: Basic research and analysis

Researches best practices and poses new, more effective ways of doing things
Documents innovative strategies and new approaches
Identifies and communicates opportunities to promote learning and knowledge sharing

Job Knowledge/Technical Expertise

Level 1.1: Fundamental knowledge of processes, methods and procedures

Understands the main processes and methods of work regarding to the position
Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks
Identifies new and better approaches to work processes and incorporates same in own work
Strives to keep job knowledge up-to-date through self-directed study and other means of learning
Demonstrates good knowledge of information technology and applies it in work assignments

Promoting Organizational Change and Development

Level 1.1: Presentation of information on best practices in organizational change

Documents ‘best practices’ in organizational change and development within and outside the UN system
Demonstrates ability to identify problems and proposes solutions

Design and Implementation of Management Systems

Level 1.1: Data gathering and implementation of management systems

Uses information/databases/other management systems
Provides inputs to the development of simple system components
Makes recommendations related to work procedures and implementation of management systems

Client Orientation

Level 1.1: Maintains effective client relationships

Reports to internal and external clients in a timely and appropriate fashion
Organizes and prioritizes work schedule to meet client needs and deadlines
Establishes, builds and sustains effective relationships within the work unit and with internal and external clients
Responds to client needs promptly

Promoting Accountability and Results-Based Management

Level 1.1: Gathering and disseminating information

Gathers and disseminates information on best practice in accountability and results-based management systems
Prepares timely inputs to reports
Maintains databases

Core Competencies:

Demonstrating/safeguarding ethics and integrity
Demonstrate corporate knowledge and sound judgment
Self-development, initiative-taking
Acting as a team player and facilitating team work
Facilitating and encouraging open communication in the team, communicating effectively
Creating synergies through self-control
Managing conflict
Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member.

Informed and transparent decision making

VI. Recruitment Qualifications
Education:	High school education. Bachelor’s in administration. University Degree in Business or Public Administration desirable, but it is not a requirement.
Experience:	6 years of relevant experience in administration or programme support service with high school degree 3 years’ relevant experience with bachelor’s degree. Experience in the usage of computers and office software packages (MS Word, Excel, etc.). Experience in handling of web-based management systems.is desirable.
Language Requirements:	Fluency in Arabic and English is required, Kurdish language knowledge is desirable..

How to Apply

Interested Applicants should complete the Personal History (P.11) form, (only P11 Form will be considered) which can be downloaded from the website

Kindly forward your completed P11 to the email address ochairaq.vacancies@un.org indicating the Vacancy Number and the Post Title in the e-mail's subject, before the deadline of 18 July 2022.