Administrative and Finance Assistant

Minimum required experience: 3 years Source requirement Minimum required experience: 3 years About the host organization (UNDP, South Sudan) Who we are (Mission) UNDP has been working in South Sudan for over 30 years. With the formation of the independent Republic of South Sudan in July 2011, UNDP established a Country Office and has staff working all over the country to help build government institutions. UNDP has maintained its presence in South Sudan despite significant challenges in the operating environment by adopting a flexible approach to its work with the Government of South Sudan. Since the conclusion of the Agreement on the Resolution of Conflict in August 2015, UNDP aims to work in partnership with the Transitional Government of National Unity, non-governmental organizations, civil society organizations, community-based organizations, multilateral aid agencies, bilateral donors, academia, media and the private sector. The overarching aim of UNDP is to support the progress towards peace and reconciliation, early recovery and governance, and towards the new Sustainable Development Goals (SDGs). What we do UNDP’s goal is to help creating more resilient communities and reinvigorated local economies; strengthening peace and governance; and empowering women and girls. UNDP South Sudan aims to do this by supporting the Government to manage public finances in an environment of respect for the rule of law, with an accountable government to deliver inclusive economic growth. Context UNDP South Sudan works towards supporting the country to accomplish substantive progress in the area of poverty reduction adopting a comprehensive approach to the reduction of human and income poverty, in line with the Sustainable Development Goals. UNDP South Sudan primarily promotes inclusive and sustainable human development and works to reduce poverty in all its dimensions. It aims at building the national capacities to mobilize all levels of national government and civil society for a coordinated, effective, equitable and inclusive progress towards SDGs and poverty reduction. UNDP South Sudan recognizes that achieving the Sustainable Development Goals depends on vibrant economic growth, driven by the government and supplemented by the private enterprises to create jobs and provide goods and services for the poor. DEPARTMENTAL CONTEXT: Under the overall guidance and supervision of the Deputy Country Director (Operations) Manager, the Administrative/Finance Assistant provides the overall administration and execution of varied and inter-related operational and logistical activities, ensuring high quality and accuracy of work at the UN Clinic. The Administrative/Finance Assistant promotes a client- focused, quality and results oriented approach. The Administrative/Finance Assistant works in close collaboration with the Operations, Programme and projects staff in the Country Office (CO) and other UN agencies staff to exchange information and ensure consistent service delivery. Task description Within the terms of the UN's delegated authority, and under the direct supervision of the Health Manager, the volunteer Administrative/Finance Assistant will undertake the following tasks: 1. Ensures implementation of operational strategies, focusing on achievement of the following results: Full compliance of administrative and finance activities with UN and United Nations Development Programme (UNDP) rules, regulations, policies, and strategies. Supports the Country Office (CO) administrative business processes mapping and the elaboration of internal standard operating procedures (SOPs). Prepares administrative and finance team results-oriented workplans. Develops proposals and implements cost-saving and reduction strategies in consultation with office management. 2. Ensures effective and efficient provision of administrative and finance support services, focusing on achievement of the following results: Operation and management of the front desk coverage, reception of clients, and telephone in accordance with appropriate protocol ensuring confidentiality. Weekly checks of Information and Communication Technology (ICT) and printer connectivity and reporting any concerns to the head of unit for action. Monitoring all visitors to the UN clinic by providing directions and accurate information related to the clinic. Recording and maintaining information in the system, providing solutions for minor technical problems. Coordination and supervision of shipments, customs clearance, travel, events management, administrative surveys, transportation services, insurance, space management, and procurement of supplies. Presentation of thoroughly researched information for financial resource planning for administrative services. Support with protocol matters, registration of staff, coordination with local authorities on space and other administrative matters. Submission of information on administrative and finance services provided for cost-recovery bills. Collection and updating of UN staff information on a monthly basis, ensuring all data is correct and accurate. 3. Any other duties considered necessary by the Health Manager. Required skills and experience At least 3 years of relevant experience in administration and finance or program support service. Experience in the usage of computers and office software packages (MS Word, Excel, etc.) including EarthMed use is an added advantage. Experience in handling of web-based management systems such as Quantum is added advantage. Flexibility and adoptability to the hardship setting including field locations is desirable. Competencies • Accountability • Adaptability and flexibility • Creativity • Judgement and decision-making • Planning and organizing • Professionalism • Self-management Living conditions This is a national assignment the Volunteer is responsible for their accommodation.