Purpose of consultancy:
The position will be positioned in the Programme Division to provide administrative and financial support to the Branches in the division as needed.
Scope of work:
The incumbent will be responsible for the following tasks:
A. Procurement and Administration:
● Complete requisitions for branch activities and review relevant supporting documents.
● Create receipts and prepare payment requests for vendors and consultants, and other
● procurement transactions needed by the branches. Prepare relevant documentation entailed in payment requests as per requirements set by DMS.
● Support the organisation and delivery of workshops, technical meetings, and other capacity development and collaborative activities. Organise audio, video conferences and webinars for these activities. Provide building access for meeting participants for events and meetings held in HQ premises.
● Undertake relevant procurement process in selection of vendors for provision of catering and other logistical requirements for meetings and events organized by PD branches.
● Support with compiling background documentation, agenda and participants; list for meetings organized by the branches.
● Prepare approval of event forms for meetings that will require catering needs.
● Maintain digital filing and archiving systems as per the branches requirements.
B. Travel and Human Resources
● Assist in the preparation of travel authorizations for the branch to be approved by the Director and follow-up with travelers to organize their travels. Support in other travel related requests of the branches.
● Prepare documentation for the recruitment of consultants, interns and other human resources related requests. Prepare Certification of Payments and other documentation required for processing of consultants’ payments.
C. Finance
● Undertake registration of suppliers/vendors and review relevant registration documents.
● Support the preparation of procurement requisitions for approval and coordinate timely issuance of Purchase Orders.
● Support in the processing of payments to vendors and consultants.
Duration and working schedule: up to 11 months (working days) from the start date
Supervisory arrangements: The incumbent will work under the supervision of the Program Analyst, Operations and Projects
Expected Travel: No travel is expected
Required Expertise and Qualifications
● Undergraduate degree in a relevant field
● 2 years of previous demonstrated work experience in supporting projects
● Demonstrable experience in finance, administration and event management
● Previous experience in the UN an advantage;
● Strong interpersonal and organizational skills;
● Computer literacy - Word, Excel, Power-point, and the googlesuite
● Excellent writing and communication skills;
Required Competencies
Values:
• Exemplifying integrity,
• Demonstrating commitment to UNFPA and the UN system,
• Embracing cultural diversity,
• Embracing change
Core Competencies:
• Achieving results,
• Being accountable,
• Developing and applying professional expertise/business acumen,
• Thinking analytically and strategically,
• Working in teams/managing ourselves and our relationships
How to apply
Please send your resume and a short letter of motivation with "Administrative and Finance Consultant (PD)" in the subject to dufay@unfpa.org by 10 October, 2024
Note: Please note that applicants applying for this consultancy should have US work authorization, US permanent Residency or US citizenship.
