Admin and Finance Assistant

BACKGROUND

Under the overall guidance of the Head of the Office and direct supervision of the designated supervisor(s), the Administration Finance Assistant provides programme support services, ensuring high quality, accuracy, and consistency of work.

The Administration Finance Assistant works in close collaboration with the operations, programme and project staff in Yemen, the Country Office (CO) and OHCHR HQ, as required, to exchange information and support programme delivery.

DUTIES & RESPONSIBILITES

Summary of key functions:

Collection, analysis and presentation of information for identification of areas for support and programme formulation/ implementation.
Preparation of budget revisions, revision of project award and project status, determination of unutilized funds, operational and financial closure of a project Presentation of information for audit.
Preparation of non-PO vouchers for the office.
Maintenance of the internal expenditures control system including timely corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers.
Creation of requisitions in UMOJA for assets, register of goods receipt in OHCHR Assets System.
Making budget check for requisitions, POs and vouchers.
Drafting high-quality correspondence for the team and ensuring timely follow-up.
Providing administrative support to the team, including arranging appointments and meetings, acting as an interpreter when required and/or taking minutes.
Maintaining and updating financial records and ensuring that the team is briefed about the financial status of the projects regularly.
Ensuring a proper electronic and physical filing of critical project and portfolio documents.
Undertaking other tasks as assigned by the Team.
Review of contributions agreement, managing contributions.
Participation in the trainings for the operations/ projects staff on programme;
Contributions to knowledge networks and communities of practice.

COMPETENCIES

Innovation - Ability to make new and useful ideas work-Level 2: Analyzes complex technical materials (including data) and makes concise, relevant recommendations
Leadership -Ability to persuade others to follow Level 2: Analyzes complex technical materials (including data) and makes concise, relevant recommendations
People Management-Ability to improve performance and satisfaction-Level 2: Analyzes complex technical materials (including data) and makes concise, relevant recommendations
Communication -Ability to listen, adapt, persuade and transform -Level 2: Understands, explains and shares information on assigned tasks with accuracy and clarity
Delivery -Ability to get things done while exercising good judgement Level 2: Meets goals and timelines for delivery of products or services

Technical/Functional Competencies:

Professionalism -Knowledge of general office and administrative support including administrative policies, processes, and procedures-Level 2: Execute & Learn: Execute & Learn: Perform defined tasks
Planning and Organizing -Identifies priority activities and assignments; adjusts priorities as required, and allocates appropriate amount of time and resources for completing work - Level 2: Execute & Learn: Performs defined tasks efficiently and deepens knowledge of area of work
Teamwork -Works collaboratively with colleagues to achieve organizational goals Level 2:Execute & Learn: Performs defined tasks efficiently and deepens knowledge of the area of work.

QUALIFICATIONS:

Education:

Secondary education is required.
University degree in Finance, Admin, and Commerce is desirable but not a requirement

Experience, Knowledge, and Skills

Minimum 4 years of experience in information systems analysis and programming, systems administration and maintenance with secondary education is required; Or one year of relevant experience associated with a first university degree is required.
Prior experience with the UN system or an international NGO is desirable. Knowledge of UN rules and regulations is a significant advantage
Proficiency in MS Office (MS Excel and MS PowerPoint, in particular)

Language Requirements:

Proficiency in English and Arabic Languages (Writing and speaking) is required.