Responsibilities

Under the direct supervision of the Support Services Manager the Support Services  Senior Assistant will provide financial and administrative assistance, ensuring high quality, accuracy, and effective execution of financial and administrative services and processes, as well as transparent utilization of financial resources. They will promote a client-oriented approach consistent with UNOPS financial rules and regulations.

The functional responsibilities include: A. Financial Management:

• Review of payment requests for completeness prior to processing to ensure that documentation is complete and all information concerning the payment has been supplied;
• Ensure proper accounting codes used; certification of services rendered/goods delivered is written on the payment document and duly signed by authorized officials;
• Ensure payment to subcontractors are in compliance with terms and conditions of the agreement;
• Review and confirm appropriateness of operational transactions before processing them through the oneUNOPS ERP, in line with the UNOPS policies, regulations, and rules;
• Gather supporting documents for payments and financial reports for projects; preparation of vouchers for projects; Purchase Order vouchers; Pay Cycle and payment execution;
• Issue receipt of goods and services and establishment of accruals.
• Maintenance of the internal expenditures control system which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in Enterprize system.
• Maintenance and control of petty cash funds and preparation of reports for replenishment.
• Review cash position for local accounts to ensure sufficient funds for disbursements. Timely identification and recording of receipts for income application.

B. Administration and Human Resources:

• Assist the Support Services Manager with monthly and quarterly travel planning, and help facilitate flight bookings through the travel agents in accordance with Standard Operating Procedures (SOPs).
• Process requests for visas and liaise with Ministry of Foreign Affairs (MoFA) on the visa status regularly.
• Keep the visa tracker updated and liaise with the staff when any visa is due for renewal allowing sufficient time for the renewal process.
• Provide HR support related to absence management, monthly payroll and non-payroll processing, Identity cards processing, letters of introductions, induction and separation processing among others.
• Assist the Support Services Manager with the recruitment process for local and international recruitments.
• Ensure HR database, personnel files, leave planner, quarterly travel plan, organizational chart and the UN mandatory training records are always up-to-date.
• Advise and keep the Support Service Manager updated on the status of pending requests and work deadlines.

Requirements

Education and Minimum Years of Experience: 

• First level university degree (bachelor or equivalent) with a minimum of 1 years relevant experience, OR
• Secondary school diploma with a minimum of 5 years relevant experience.

Experience

• Relevant experience is defined as progressive experience in Finance, Accounting, Business Administration, Public Administration, or related fields at the national or international level
• Proficiency in computer literacy is required, including experience with Microsoft Office and Google Suite products, particularly Google Sheets, Google Docs, and Slides.
• Experience working with UN/UNOPS financial rules and regulations is desired,
• Experience in UN system organisations is desired.

Language:

• Fluency in English (reading, writing, speaking) is required
• Fluency in Arabic (reading, writing, speaking) is required
• Fluency in another UN official language is desired

How to apply

Simply click on the apply button, fill out of the form, upload your documents

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