Vacancy Announcement
(Re-advertised)
Project Title: Justice Systems Programme
Post title: Administration and Finance Associate
Type of Contract: Service Contract
Duty Station: Suai District,
Duration: 6 months, with possibility of extension
Expected Start date: December 2009
Level: SB-3
Organizational Unit: UNDP, Justice System Programme
Entry Salary: 8,496 Gross/Annum
Entitlement/Benefits: Please obtain from Human Resources Unit
GENERAL DESCRIPTION OF JOB
The UNDP Justice Systems Programme is seeking an Administration and Finance Associate to work in the Suai Project Office under the direction of the Project Officer.
Supervision: Project Officer in Suai
DUTIES AND RESPONSIBILITIES
The incumbent is expected to assume the following responsibilities:
- Provide assistance to the Project Officer in the administrative matters related to office management and provision of support to judicial institutions.
- Provide assistance in recruitment, procurement, payment and reporting activities.
- Preparation of letters, memos, meeting invitations, and other correspondence.
- Maintenance of the filing system ensuring safe keeping of all records, reports, correspondence.
- Compilation and preparation of briefing and presentation materials, background information and documentation for meetings and missions.
- Contacts with visitors and staff, arrangement of appointments and meetings, acting as an interpreter when required and/or taking minutes.
- Custodian for management of office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution.
- Arrangement of vehicle transportation and supervision of vehicle maintenance.
- Manage the accounting for the project office.
- Organize day-to-day financial administration tasks.
- Organize regular budget revisions updating estimates on expenditures for the current year.
- Prepare quarterly and annual financial reports as per agreed work plan.
- Manage the petty cash.
- Ensure procedure compliance and accountable financial management.
- Perform any other tasks as may be required by the Project Officer.
KEY COMPETENCIES
- Good knowledge of administrative and financial rules and regulations.
- Strong IT skills, knowledge of office software packages and Atlas.
- Ability to perform a variety of standard specialized and non-specialized tasks and work processes that are fully documented, researched, recorded and reported.
- Ability to review a variety of data identifies and adjusts discrepancies, identify and resolve operational problems.
- Highly self motivated and able to work efficiently with little direction and supervision.
- Strong interpersonal skills and ability to handle visitors, phone calls with tact and courtesy.
QUALIFICATIONS AND PROFESSIONAL EXPERIENCE
- Completion of university degree in office management and administration or secondary education with 3 to 5 years of relevant experience in administration or programme support service is required.
- Specialized training in office management and administration is highly desirable.
- Experience with the UN organization/agency is an asset.
- Fluency in oral and written English and Tetum is essential. Knowledge of Portuguese or Bahasa Indonesia is also an advantage.
- Ability to work in a multi-cultural environment.
Interested candidates are invited to submit their applications together with curriculum vitae and relevant supporting documents to the following address:
Human Resources Unit
United Nations Development Programme
Obrigado Barracks Compound, Building 11
Caicoli Street
Dili, Timor-Leste
Fax : +670 3312408
e-mail : personnel.tp@undp.org
The deadline for submitting applications is 30 October 2009
Only short-listed candidates will be notified.
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