National Admin/Finance Associate, Port au Prince, Haiti

United Nations Population Fund

Port-au-Prince, Haiti

Full-time

Feb 17

This job is no longer accepting applications.

Role Specification

The incumbent performs senior level procurement and administrative support to the International Operations Manager in close collaboration with Programe Officers and other Operations Staff. He or ensures that all procurement at the CO is performed with the basic interest of the UNFPA as the underlining principle The incumbent also provides organizational functions of the office in terms of: providing general office administrative support to the office; ensure facilitation of knowledge building and management and logistical support.

Rotation

This is CORE and NON Rotational position.

Organizational Setting

The Procurement Associate position is located in the Haiti Country Office (CO) in Port au Prince. Under the overall guidance of the Resident Representative and direct supervision of the International Operations Manager, the Admin/Finance Associate will undertake all the CO procurement function as well as provide administrative support, maintaining full confidentiality in all aspects of assignment, maintenance of protocol procedures, information flow and follow up on deadlines and commitments made.

Main Tasks & Responsibilities

Assist in the preparation and monitoring of the administrative budget in accordance with UNFPA financial rules and procedures;

Ensure the general administration of office services and arrange for a move towards an agreed set of common services for the whole office;

Prepare the Country Office Procurement Plan in conjunction with Programme Officers and with the direction of the International Operations Manager;

Establish or extend service agreements with service providers;

Undertake CO Procurement business processes mapping and elaboration of the internal Standard Operating Procedures in Procurement and Logistics in consultation with the International Operations Manager;

Review Procurement requests and initiate procurement procedures for office and project equipment, supplies and services in a transparent and cost effective manner;

Preparation of submissions to the Country Office (CO) Local Contracts Review Committee (LCRC);

Work hand in hand with UNDP on the UNDP’s online submission to LCRC;

Follow-up actively and monitor the implementation of the CO procurement plans and take timely actions in collaboration with relevant programme staff;

Presentation of reports on procurement in the Country Office;

Ensure full compliance of procurement activities with UN/UNFPA rules, regulations, policies and strategies;

Establish and implement effective internal control system which ensures that Purchase Orders are duly prepared and dispatched;

Ensure timely corrective actions on POs with budget check errors and other problems;

Provide day to day administrative services and ensure that services are operating well;

Preparations of Request for Quotations (RFQs) and Invitation to Bid (ITB) or Request for Proposals (RFP) for the CO;

Prepare the procurement checklists in collaboration with the Logistic assistant;

 Facilitating and coordinating the formal and informal solicitation processes managed by the CO per the requirements of the procurement procedure;

Managing the contracts and LTAs established by the CO and the POs issued on behalf of the CO efficiently per the requirements of the procurement procedures;

Maintaining effective and constructive communication with PSB on continuous basis in order to take proactive actions on procurement related matters;

Timely completion of customs clearance and in-country transportation, distribution plan and Handover of commodities to IPs;

Assist in the preparatory arrangements for seminars, workshops and office retreats as well in the booking of air tickets for both internal and external travel;

Manage the inventory shipment tracker;

Prepare the inventory certification letter according to UNFPA Policies;

Ensure proper recording of assets in the Asset Module in Atlas;

Ensuring the physical locations of assets corresponds to the location of the same in the Asset Module in Atlas;

Prepare the annual asset count;

Perform any other tasks as required by the supervisor.

Qualifications and Experience

Education

Completed Bachelor degree education in finance, accounting, management, business administration, public administration, human resources, or a related field required. Recognized certificates in Procurements will be an added advantage.

Knowledge and Experience:

  • Minimum 7 years of previous experience in procurement especially in the UN setting;
  • Knowledge of and experience in preparation of formal procurement solicitation methods.
  • Previous experience in the UN an advantage,
  • Certificate in Procurement L1 and L2 is an asset
  • Strong negotiations and interpersonal skills
  • Strong interpersonal and organizational skills;
  • Computer literacy - Word, Excel, Power-point, etc., and very good knowledge of Atlas
  • Good writing and communication skills.

Languages: Excellent writing and oral skills in French, English and Creole; knowledge of another UN language is an asset.

Computer Skills

Experience in the usage of computers and office software packages (Word., Excel, PowerPoint, etc.) and experience in handling of web based management systems. Proficiency in ATLAS.

Required Competencies

Values:

  • Exemplifying integrity;
  • Demonstrating commitment to UNFPA and the UN system;
  • Embracing cultural diversity;
  • Embracing change.

Core Competencies

  • Providing strategic focus
  • Engaging internal/external partners and stakeholders
  • Leading, developing and empowering people/creating a culture of performance
  • Making decisions and exercising judgment
  • Communicating for impact

Required Skillset:

  • Facilitating quality programmatic results;
  • Facilitating the management of the census financial resources;
  • Ensuring compliance with Organization’s Policies and procedures;
  • Ensure facilities and assets management;
  • Align census human resources management with the organizations procedures;
Functional Competencies:
Knowledge Management and Learning
  • Shares knowledge and experience and contributes to UNFPA practice areas
  • Develops deep understanding in HR Management
  • Promotes a learning environment in the office
  • 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 provide analytical inputs to strategic planning, results-based management and reporting
  • Ability to lead recruitment, contracts management, performance appraisal, career development management, maintain high staff morale
  • Ability to make the analysis of requirements and parameters provided in support of HR processes in the CO
  • Strong IT skills, knowledge of Atlas is required
  • Ability to implement new systems (business side) and affect staff behavioral/ attitudinal change
Management and Leadership
  • Focuses on impact and result for the client
  • Leads teams effectively and shows conflict resolution skills
  • Consistently approaches work with energy and a positive, constructive attitude
  • Demonstrates strong oral and written communication skills
  • Remains calm, in control and good humored even under pressure
  • Demonstrates openness to change and ability to manage complexities
  • Responds positively to critical feedback
  • Solicits feedback from staff about the impact of his/her own behavior

UNFPA Work Environment

UNFPA provides a work environment that reflects the values of gender equality, teamwork, Embracing diversity in all its forms, integrity and a healthy balance of work and life. We are committed to maintaining our balanced gender distribution and therefore encourage women to apply. UNFPA promotes equal opportunities for all including persons with disabilities.

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Closing Statement

Notice: There is no application, processing or other fee at any stage of the application process. UNFPA does not solicit or screen for information in respect of HIV or AIDS and does not discriminate on the basis of HIV/AIDS status.

This is a project funded post.

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Disclaimer

WARNING TO APPLICANTS: UNFPA does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you have received a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web. Should you feel that you have received a fraudulent notice, letter or offer that makes use of the name or logo of UNFPA, you may submit a report through the UNFPA fraud hotline http://www.unfpa.org/help/hotline.cfm

Notice to applicants: In accordance with the rules of the United Nations, persons applying to posts in the international Professional category, who hold permanent resident status in a country other than their country of nationality, are required to renounce such status upon their appointment. Exceptions to this rule are very limited and can be made only for: (a) stateless persons; (b) newly appointed staff members who have applied for citizenship by naturalization, when such citizenship will be granted imminently; (c) acting staff members in the General Service and related categories with permanent residency status, on promotion to the Professional category; (d) staff members appointed under a temporary appointment. Please understand that UNFPA is not in a position to provide advice on or assistance in applying for any citizenship.

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United Nations Population Fund

Ensuring rights and choices for all since 1969