Location : Panama, PANAMA
Application Deadline : 21-Oct-13
Type of Contract : FTA Local
Post Level : NO-A
Languages Required : English Spanish
Background
Under the direct supervision of the UNODC Regional Representative for Central America and the Caribbean, the Finance, Administration and Human Resources Analyst is responsible for effective and transparent utilization of financial resources and integrity of financial services, correct implementation of UN Secretariat and UNDP rules as well as effective recruitment and administration of staff. The Finance, Administration and Human Resources Analyst promotes a client-oriented approach consistent with UN Secretariat and UNDP rules and regulations. He/she analyzes and interprets the relevant rules and regulations and provides solutions to a wide spectrum of financial, administrative and human resources issues. The Finances, Administration and Human Resources Analyst promotes a collaborative, client-oriented approach consistent with UN Secretariat and UNDP rules and regulations.
The Finance, Administration and Human Resources Analyst works in close collaboration with the the project teams in the UNODC Regional Office for Central America and the Caribbean (ROPAN) , with the UNDP Regional Centre in Panama and with UNODC HQ s staff and Government officials.
Duties and Responsibilities
Summary of key functions:
- Implementation of operational and financial management strategies;
- Projects' budget management;
- Control of account, cash management and asset management;
- Human resources management;
- Facilitation of knowledge building and knowledge sharing.
Ensures implementation of operational and financial management strategies, and adapts processes and procedures focusing on achievement of the following results:
- Full compliance with UN Secretariat/UNDP rules, regulations, and policies of financial activities, financial recording/reporting system and follow up on audit recommendations; implementation of effective internal controls, proper functioning of a client-oriented financial resources management system;
- Be the UNODC ROPAN focal point for finances, human resources, procurement and operations;
- Continuous analysis and monitoring of the financial situation, presentation of forecasts for development and management projects, monitoring of financial exception reports for unusual activities, transactions;
- Advice to UNODC staff on financial, administrative and procurement procedures (UNDP and UN Secretariat);
- Development of financial documents as necessary such as payment requests, DSA payments, calculation of extra hours;
- Preparation of audits of UNODC ROPAN by the UN Office of Internal Oversight Services (OIOS), the Board of Auditors, the Joint Inspection Unit and internal UNODC inspection missions.
Ensures the management of projects' budgets and organization and functioning of the optimal cost-recovery system focusing on achievement of the following results:
- Elaboration of proposals for planning of financial resources of the Regional Office: preparation of reports containing analysis of the financial situation;
- Preparation and monitoring of budgets; regular analysis and reporting on the budget approvals and the delivery situation;
- Establishment of projects' budgets preparation/modification monitoring system, control of budgetary status versus authorized spending limits and budgets delivery levels;
- Implementation of the control mechanism for projects through monitoring budgets preparation and modifications, ensure reconciliation of expenditures between the UNDP (ATLAS) and UNODC systems (PROFI);
- Answering requests and complying with reporting requirements from UNODC Division for Management.
Ensures proper control of accounts, cash management and asset management focusing on achievement of the following results:
- Control of the recording of UNODC assets in ROPAN (both in hard copies and in a digital form) and disposal in cooperation with project managers;
- Organization of annual physical inventory for the office and projects, in coordination with project staff.
- Control of accounts closure;
- Timely corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers;
- Timely response to HQ requests to resolve financial data issues;
- Maintenance of the Field Office Ledger;
- Management of UNODC petty cash in line with instructions from UNODC Financial Resources Management Service, strict bookkeeping of cash management.
Supervise and ensure a correct implementation of the Human Resources function in the Office focusing on achievement of the following results:
- Act as a focal point for recruitment issues with UNDP;
- Advice to UNODC staff in preparation of terms of reference for recruitment of local staff;
- Management of recruitment process of locally recruited staff in coordination with UNDP;
- Delivery of orientation and clear administrative and financial issues when new UNODC staff join ROPAN (both international and national);
- Liaison with UNODC headquarters on recruitment plans;
- Advice to staff on staff development issues.
Ensures facilitation of knowledge building and knowledge sharing and guidance to all stakeholders on financial, administrative, operations and human resources matters focusing on achievement of the following results:
- Organization/conduct of training for the operations/ programme/projects staff on financial, operations, administrative and human resources management;
- Synthesis of lessons learned and best practices in Finance, procurement and human resources;
- Sound contributions to knowledge networks and communities of practice.
Impact of Results
The key results have an impact on the overall Regional Office efficiency in financial and human resources management and success in introduction and implementation of operational strategies. Accurate, thoroughly researched and documented financial and human resources information, timely and appropriate delivery of services ensure client satisfaction and enhance UNODC credibility in use of human and financial resources.
Competencies
Functional Competencies:
Building PartnershipsMaintaining a network of contacts- Maintains an established network of contacts for general information sharing and to remain up-to-date on partnership related issues.
Basic research and analysis
- Generates new ideas and approaches, researches best practices and proposes new, more effective ways of doing things;
- Documents and analyses innovative strategies and new approaches.
Job Knowledge/Technical Expertise:
Fundamental knowledge of own discipline- Understands and applies fundamental concepts and principles of a professional discipline or technical specialty relating to the position;
- Ability to formulate and manage budgets; manage contributions and investments; manage transactions; and conduct financial analysis, reporting and cost-recovery;
- Possesses knowledge of organizational policies and procedures and applies them consistently in work tasks
- Analyzes the requirements and synthesizes proposals;
- 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:
Basic research and analysis- Researches and documents ‘best practices' in organizational change and development within and outside the UN system.
Design and Implementation of Management Systems:
Research and analysis and making recommendations on management systems- Make recommendations relative to work-processing approaches and procedures which would lead to more efficient systems design.
Client Orientation:
Establishing effective client relationships- Researches potential solutions to internal and external client needs and reports back in a timely, succinct 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;
- Anticipates client needs and addresses them promptly.
Promoting Accountability and Results-Based Management:
Promoting Organizational Change and Development
Basic research and analysis- Researches and documents ‘best practices' in organizational change and development within and outside the UN system.
Design and Implementation of Management Systems:
Research and analysis and making recommendations on management systems- Make recommendations relative to work-processing approaches and procedures which would lead to more efficient systems design.
Client Orientation:
Establishing effective client relationships- Researches potential solutions to internal and external client needs and reports back in a timely, succinct 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;
- Anticipates client needs and addresses them promptly.
Promoting Accountability and Results-Based Management
Basic monitoring
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Required Skills and Experience
Education:
- Master's Degree in Finance, Accounting, Business or Public Administration or Bachelor's degree in Finance, Accounting, Business or Public Administration, with two years of relevant experience providing financial management services, managing staff and operations systems.
Experience:
- Relevant experience in providing financial management services, managing staff and operations systems.
- Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of spreadsheet and database packages, experience in handling of web based management systems and ERP financials;
- Experience of accrual accounting, IPSAS and/or IFRS is highly desirable.
Language Requirements:
- Fluency in the UN and national language of the duty station.
- Proficiency in English to be tested trough TOEFL (500 point).
Note:
Qualified candidates who are interested in the above position are invited to submit their applications not later than 21 st October 2013. All applications must include (as an attachment) the completed UNDP Personal History Form (P.11) which can be downloaded from the job section at http://www.regionalcentrelac-undp.org.
Please note that the system will only allow one attachment. Applications without the completed P.11 form will be treated as incomplete and will not be considered for further assessment.Only short-listed qualified candidates will receive an acknowledgement.
UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.
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