Announced in October 2007, the Darfur Community Peace and Stability Fund (DCPSF) is a pooled funding initiative aimed at promoting peace, stability, security, justice and social equity across diverse communities. The DCPSF is seeking to promote peace at the grassroots level by addressing conflict triggered by competition over scarce resources and a weak governance system. DCPSF is planning to commission discrete pieces of work that complement programming approaches, whilst serving to deepen contextual understanding of what drives conflict in Darfur. In this the DCPSF will work in partnership with civil society, UNAMID, UN agencies, INGOs and specialists to support Darfur Dialogue and Consultation process. Through civil society, UN and INGO partners the DCPSF continues to reach across communities (Arab/non-Arab, nomadic, farming and IDP, rural/urban), strengthening community dispute resolution and processes of reconciliation. A Small Grants Mechanism has been established to systematically strengthen the capacity of CSOs/NGOs and improve operational service delivery. 

The DCPSF is overseen by a Steering Committee (SC), chaired by voting members of SC on a rotational basis. A Technical Secretariat (TS) has been established to facilitate the workings of the DCPSF and shape policy and programming approaches.

Under the guidance and supervision of the Head of TS for Darfur Community and Stability Fund (DCPSF), the Administrative& Finance Associate provides support to office operations performing a variety of standard administrative processes ensuring high quality and accuracy of work. The Admin.& Finance Associate promotes a client, quality and results-oriented approach. The Admin.& Finance Associate works in close collaboration with Head of TS and other TS staff to exchange information, provide support and ensure consistent service delivery.

Summary of Key Functions: 

• Implementation of operational strategies;
• Support to effective and efficient functioning of TS;
• Support to administrative and logistical services;
• Support to office maintenance and assets management;
• Support to knowledge building and knowledge sharing;
• Perform clerical tasks such as taking minutes of the meetings, organizing TS information system (filing);
• Organizes meetings and related events;
• Support to administrative and financial control.

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

• Full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies.
• Provision of inputs to the CO administrative business processes mapping and implementation of the internal standard operating procedures (SOPs).
• Provision of inputs to preparation of administrative team results-oriented work plans.

2. Ensures effective and efficient functioning of TS, focusing on achievement of the following results:

• Contacts with visitors and staff, arrangement of appointments and meetings, acting as an interpreter when required and/or taking minutes.
• Compilation and preparation of briefing and presentation materials, speeches, background information and documentation for meetings and missions.
• Translation of simple correspondences, when needed.

3. Ensures effective administrative and logistical support, focusing on achievement of the following results:

• Organization of shipments, customs clearance arrangements, preparation of documents for UNDP shipments (received/sent), Preparation of all necessary documentation, implementation of follow-up actions;
• Performance of a Buyer role in Atlas and preparation of POs for travel activities;
• Support to organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation. Preparation of POs;
• Arrangements of travel and hotel reservations, preparation of travel authorizations, processing requests for visas, identity cards and other documents;
• Undertake all related travel arrangements (reservations, travel authorizations, requests for visas and other related documents), ensuring that all concerned are informed of the section staff's visits and scheduled activities;
• Administrative support to conferences, workshops, retreats;
• Collection of information for DSA, travel agencies and other administrative surveys;
• Arrangement of vehicle transportation;
• Custodian for management of office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution;
• Maintenance of the filing system ensuring safekeeping of confidential materials;
• Extraction of data from various sources;
• Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports;
• Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to head of TS;
• Assistance in the preparation of budget, provision of information for audit.

4. Support to administrative and financial control

• Follow up on travel claims and payment;
• Provide inputs to the banking operations of the Project, Cost-sharing fund. Calculate accounts and process financial transactions. Serve as the petty cash custodian and make payments as per UNDP Financial Rules and Procedures. Prepare requests for the replenishment of working advances;
• Initiate payment requests and other financial and procurement orders using ATLAS. Obtain necessary clearance and ensure payments are effected promptly;
• Maintain detailed records of all financial accounts and transactions related to the Project Cost-sharing fund;
• Using Atlas, analyze expenditures and provide the TS with regular annotated statements of expenditures;
• Provide input for project budget revisions, financial reports and auditing as per UNDP financial rules and procedures;
• Undertake various tasks in connection with accounts and logistics and prepare periodic and special financial reports on time;
• Prepare procurement plan, process requests in a timely manner and follow up;
• Safeguard all inventory lists, financial documents and reports and keep them in secured archives/files;
• Maintain regular contact with UNDP’s financial administration and be informed as regards financial regulations and appropriate purchase procedures.

5.  Provides support to office maintenance and assets management, focusing on achievement of the following results:

• Maintenance of records on assets management, preparation of reports;
• Maintenance of files and records relevant to office maintenance;
• Provision of support to maintenance of common premises and common services.

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

• Participation in the training for the operations/projects staff on administration;
• Sound contributions to knowledge networks and communities of practice.

Impact of Results

The key results have an impact on the efficiency of the Technical Secretariat of DCPSF. Accurate presentation of information strengthens the capacity of the office and promotes the image of UN/UNDP as an effective contributor to the development of the country.

Competencies and Critical Success Factors

Corporate Competencies:

• Demonstrates commitment to UNDP’s mission, vision and values;
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.

Functional Competencies

Knowledge Management and Learning

• Shares knowledge and experience;
• Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan and applies newly acquired skills.

Development and Operational Effectiveness

• Ability to perform a variety of standard specialized and non-specialized tasks and work processes that are fully documented, researched, recorded and reported;
• Ability to review a variety of data, identify and adjust discrepancies, identify and resolve operational problems;
• Ability to perform work of confidential nature and handle a large volume of work;
• Good knowledge of administrative rules and regulations;
• Strong IT skills, knowledge of Atlas;
• Ability to provide input to business processes re-engineering, implementation of new systems.

Leadership and Self-Management

• Focuses on result for the client and responds positively to feedback;
• Consistently approaches work with energy and a positive, constructive attitude;
• Remains calm, in control and good humored even under pressure.

Education:

• Secondary Education. Certification in administration or office management is desirable. University degree in business or Public administration desirable.

Work Experience:

• 7 years of relevant experience in administration or programme support service.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.).
• Experience in handling of web-based management systems.
• Working experience in admin and finance in UN agencies.
• UNDP Procurement Certification is desirable.
• Previous experience with ATLAS system would be an asset.
• Specialized training in office management and administration is highly desirable.

Languages:

Fluency in both English and Arabic.

Only short-listed candidates will be contacted.
Women Candidates are highly encouraged to apply.
Notice
UNDP, as a matter of practice, does not charge any application, processing fee at any stage of the recruitment.