Administration Specialist

Dutystation: Amman, Jordan

Functional responsibilities

Under the direct supervision of the Senior Project Manager, the Finance and Administration Officer will be responsible for the operational management of the 2720 UN Mechanism for Gaza.

Functions / Key Results Expected

1. Implementation of operational and financial management strategies

2. Budget management and organization of the cost-recovery system

3. Administration Support

4. Knowledge building and knowledge sharing

1. Implementation of operational and financial management strategies

• Ensures the implementation of operational and financial management strategies, focusing on the achievement of the following results:
• Plan, guide and manage finance operations including Accounts Payable, Budget and Quality assurance processes.
• Advises Project Manager on strategic financial resources management, Continuous analysis and monitoring of the financial situation, presentation of forecasts for projects.
• Implement and review periodically effective internal controls, proper design and functioning of the financial resources management system.
• Ensure compliance with financial activities, financial recording/reporting system and audit follow up with UN/UNOPS rules, regulations, policies and strategies and IPSAS standards.

2. Budget management and organization of the cost-recovery system

• Manages the budgets and organizes an optimal cost-recovery system focusing onachievement of the following results:
• Prepares and reviews monitoring systems, budgetary controls versus authorized spending limits (ASL) and budget delivery levels.
• Elaborates proposals for planning of financial resources of the project operations, continuously analyses and monitors the financial situation and presents financial forecasts vs. actuals and analysis of variances across the projects’ budgets.
• Monitors budget implementation, expenditure levels against allotments and recommends reallocation of funds when necessary.
• Prepares timely financial reports for submission to the donors and funding agencies in accordance with UNOPS rules within established procedures.
• Ensures financial resources management through planning, guiding, controlling the resources in accordance with UNOPS rules and regulations.
• Coordinate closely with the Finance Team in the Amman MCO and the Jerusalem office on all issues relevant to the financial management of the project.

3. Administration Support

• Coordinates relevant project procurement and human resource processes to ensure viable solutions that meet operational project needs.
• Manages the timely and efficient delivery of all administrative services, (e.g. premises, asset management, organizational, travel and IT).
• Supervises administration team.

4. Knowledge building and knowledge sharing

• Organizes, facilitates delivery of training and learning initiatives for project team on relevant topics
• Leads, approves and conducts initiatives on capacity development and knowledge building for Finance and Admin personnel, including network development, learning plans and activities and best practice benchmarking.
• Guides project team’s collection of feedback, ideas, and internal knowledge about processes and best practices

Education/Experience/Language requirements

Education:

• Advanced university degree or equivalent preferably in Business Administration, Public Administration, and Finance, Economics or related field.
• A first level university degree, preferably in Business Administration, Public Administration, and Finance, Economics or related field with additional two(2) years of experience may be accepted in lieu of the advanced university degree.