Vacancies and Notices

Vacancies

Administrative/Finance Assistant

Administrative/Finance Assistant

 
Official Job Title:
Administrative/Finance  Assistant            
Duty Station:
Lebanon
Contract type
Fixed Term Appointment
Level
GS- 5    
Duration
May 2014 -April 2015 (12 months)
Vacancy Announcement number
VA-FPA-04/2014
 
 
In addition to Country Office's regular programme and in view of its engagement in humanitarian response interventions to the Syrian displaced populations and to be able to respond to its increased operations workload, UNFPA Country Office is seeking to recruit an Administrative/Finance Assistant to deliver quality services in logistics, administration and finance to internal and external clients mastering all relevant organizational rules, guidelines, processes and procedures.



1.    Organizational Location

Under the guidance of the Assistant Representative - Lebanon Office, the direct supervision of Administrative Finance Associate, and in close coordination with the UNFPA office team particularly the Operations Unit, the incumbent will be undertaking various tasks as described below.


2.    Major Activities / Expected Results   

Logistical Support

  • Assist with logistics operations including all logistics assets in order to ensure timely and cost-effective delivery of UNFPA cargoes;
  • Follow up on the movement of goods for the projects and operations in the country in close collaboration with pertinent partners;
  • Liaise and follow up with transport/clearance of UNFPA operations and ensure that all proper paperwork and documentation are in place;
  • Contribute to contingency planning and logistics preparedness reviews;
  • Assist in ensuring timely and efficient logistics support in the context of programme emergency commodities;
  • Ensure management of the warehouse inventory by:
- Conducting physical inventory count visit for ensuring inventory records match the actual quantities on hand;
- Assisting in preparing the Monthly/Year-end inventory count  sheet & Receipt form;
- Initiating regular visits to the warehouse(s) to ensure conformity with regulations and standards for storage     of goods and commodities;
- Assisting in the delivery of supplies to all areas of humanitarian response operations and make sure
   needed forms are duly prepared & certified in accordance with UNFPA inventory rules and regulations;

Administrative/Finance Support

  • Assist in initiating new procurement requests for emergency related projects and ensuring efficient and timely follow-up with suppliers;
  • Support in organizing events, meetings, workshops related to emergency related programmes;
  • Provide back up support in updating and monitoring the Asset Management Database for the Country Office as needed;
  • Provide back up support on selected ATLAS financial tasks;
  • Provide back up support in travel operations such as visa issuance, ticketing, hotel bookings as well internal security clearances;
  • Assist in ensuring a close follow up with vendors regarding checks to be collected;
  • Provide back up support in maintaining Petty Cash vouchers, by entering them into petty cash database and ensure all the receipt vouchers are singed and stamped;
  • Coordinate transportation needs for CO staff – mainly humanitarian related needs;
  • Provide back up support for maintaining files of vendor payments/project documents and correspondence; and
  • Support the monitoring of financial performance of Implementing Partners (IPs) under National Execution (NEX) by providing necessary financial information and analysis.

Other Programme Support

  • Provide back up support in disseminating documents and material to partners and counterparts; and
  • Perform any other duties that the supervisor may assign

 

3.    Competencies

Core Competencies

  • Integrity/Commitment to mandate: Acts in accordance with UN/UNFPA values and holds himself/herself accountable for actions taken. Demonstrates personal commitment to UNFPA’s mandate and to the organizational vision.

  • Knowledge sharing/continuous learning: Takes responsibility for personal learning and career development and actively seeks opportunities to learn through formal and informal means. Learns from others inside and outside the organization adopting best practices created by others. Actively produces and disseminates new knowledge.
  • Valuing diversity: Demonstrates an international outlook, appreciates differences in values and learns from cultural diversity. Takes actions appropriate to the religious and cultural context and shows respect, tact and consideration for cultural differences. Observes and inquires to understand the perspectives of others and continually examines his/her own biases and behaviors.
  • Working in teams: Works collaboratively with colleagues inside and outside of UNFPA to allow the achievement of common goals and shared objectives. Actively seeks resolution of disagreements and supports decisions of the team.
  • Communicating information and ideas: Delivers oral and written information in a timely, effective and easily understood manner. Participates in meetings and group discussions actively listening and sharing information. Frankly expresses ideas with the intent to resolve issues, considers what others have to say and responds appropriately to criticism
  • Conflict and self-management: Manages personal reactions by remaining calm, composed and patient even when under stress or during a crisis and avoids engaging in unproductive conflict. Expresses disagreement in constructive ways that focus on the issue not the person. Tolerates conditions of uncertainty or ambiguity and continues to work productively.
  • Results orientation/Commitment to excellence: Strives to achieve high personal standard of excellence. Takes action that goes beyond responding to the obvious needs of the situation and persists until successful outcomes are achieved.

Functional Competencies:

  • Business acumen: Independently gathers analyses and interprets data and information from a wide range of sources using appropriate analytical tools and professional standards. Identifies warning signs based on financial analysis, probes for clarification or points of concern and presents findings
  • Client orientation: Establishes effective relationships with internal and external clients, actively supports the interests of the client and researches potential solutions to client needs Organizes and prioritizes work schedule and addresses client needs and deadlines promptly and diplomatically
  • Innovation and marketing of new approaches: Generates new ideas and more effective ways of doing things. Adapts quickly to change.
  • Organizational awareness: Uses the formal structure or hierarchy in the organization effectively in order to get work done. Provides assistance to colleagues in dealing with other parts of the organization and in applying policies and procedures which affect the work unit. Understands when issues or problems can and should be resolved at own organizational level, when the assistance/input of other organizational units is required and when issues should be raised to a higher level
  • Job knowledge/Technical expertise: Understands and applies fundamental concepts and principles of a professional discipline or technical specialty relating 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-dated through self-directed study and other means of learning. Demonstrates basic knowledge of standard computer software applications and information technology including electronic communication and seeks to apply it in work tasks


4.    Recruitment Qualifications

Education:   

Completed Secondary Level Education is required. University Graduate in related fields is desirable (i.e. in Finance, Public Administration, Business Management,  or any other related fields)

Knowledge and Experience:

  • 4-5  years’ work experience in the related field;
  • Knowledge of the UN system and familiarity with UN procedures are desirable;
  • Good knowledge in MS office i.e. Excel, Access, word, etc
  • Ability to use office machines (fax, photocopy, telephone)
  • Preferably holder of Lebanese nationality
  • Languages: Fluency in Arabic and English

 

HOW TO APPLY

Interested candidates may apply online by providing:
(1) a P-11 Form (
click to download), and
(2) a most updated CV, and
(3) a motivational letter mentioning the reason for applying and relevance of past/current experience with the post requirements. 

The documents must be sent to the following email address:
info-lebanon@unfpa.org by April 21, 2014 latest

Candidates who fail to submit the required documents above will not be considered for review


UNFPA LEBANON WILL ONLY BE ABLE TO RESPOND TO THOSE APPLICANTS IN WHICH THERE IS FURTHER INTEREST

 

Notices

No notices available
Latest update: 5/18/2012