Fawzi albaity

Specific responsibilities include the following:

General Administration, Office Services Tasks
- Draft correspondence to respond to inquiries in respect to relevant administrative matters
- Assist in assessing and maintaining necessary internal controls pertaining to various areas of administration, assist in implementing the recommendations
- Evaluate and monitor administrative services and recommend changes in policies, systems and procedures to ensure services are aligned with changing business needs and objectives.

Specific responsibilities include the following:
 Finance related matters:

• Handle the day-to-day petty cash administration.
• Assisting the preparation of annual and quarterly work plans by the CTA according to UNDP policies and procedures.
• Maintain detailed and comprehensive record of income and expenditures;
• Maintain and update the project budget (assist in the preparation of budget revisions).
• Maintaining an updated financial record in UNDP’s ATLAS management system and ensuring that the CTA and other members of the Project Team are briefed about the financial status of the project regularly.
• Monitor project expenditures, prepare and maintain necessary financial control reports;
• Prepare and follow-up on payments and other expenses;
• Check Expenditure Reports submitted by the implementing partners;
• Prepare necessary requests with required supporting documents.

 Personnel related matters:

• Process entitlements (daily subsistence allowance, remuneration) and follow-up on contracts of the project staff and national/international consultants (extensions, renewals etc), and maintain various personnel records and files;
• Brief personnel on administrative matters, advise and ensure administrative support as required;
• Follow-up on administrative matters between the project and UNDP Country Office.


 Logistical/Clerical support:

• Perform office task e.g., office supplies requisition, preparation of equipment specifications, collection of bids and preparation of purchase orders;
• Assist the project team in ensuring timely procurement of goods or materials as needed for the post training activities for women and youth;
• Maintain appropriate inventory records of office material and equipment and prepare the corresponding reports;
• Make necessary arrangements to meet security requirements;
• Assist in the logistics and implementation of training, workshops, meetings and other awareness activities pertaining to the project;
• Assist the Project Manager in drafting financial, progress and other reports;
• Maintain general office files and keep information and reference in a manner that allows easy retrieval;
• Prepare correspondence and offer documents as required and maintain a log on incoming/outgoing correspondence
• Provide translation and interpretation when necessary (Arabic/English);
• Undertake other office duties which may be requested by the Project Manager and the project support team UNDP.

 Administrative support:
• Provide general office assistance and handle routine administrative tasks, such as attendance records, mailing record, hotel reservations, flight booking, vehicle booking for staff travel, allocation of duty to drivers and cleaners, maintain office supplies and equipment orders, and the preparation and processing of administrative requests and documents (i.e. travel requests, security clearance, expense claims, vouchers);
• Provide administrative and secretarial support during training courses and workshop

Handle the entire UNDP FO’s Operation and Act on Behalf of Head of office in his absence.

Provides general office support and handles routine administrative tasks.
Provides financial and procurement aspects of running the Pro ject including managing and organizing
Accounts, petty cash, follow up of procurement, field visits, travel arrangements and correspondence.
Ensure that documents of finance and procurement are appropriately recorded and stored.
Maintain and prepare budget revisions.
Ensure timely submission of reports, plans and relevant documents to UNDP CO.
Following-up for Finance, procurement and human resource requirements and ensuring proper reporting to
the UNDP CO.
Liaise with the Country Office to ensure timely submission of requests of advances and direct payment.
Follow up on contracts of the project staff and national / international consultants (extension, renewals, etc).
Brief other personnel on administrative matters, advise and ensure administrative support as required;
Follow-up on administrative matters between the project and UNDP office.
Support to Co-ordination of Early Recovery and Resilience building initiatives in the Sa’ada.

Facilitation of meetings in the absence of International staff.
Data collection and consolidation.
Written and verbal translation from English to Arabic and visa versa.
Minute taking.
Document filing, etc.

Supports formulation of programmer strategies and the Country Programmer Action Plan focusing on achievement of the following results:
Collection, analysis and presentation of information for identification of areas for support and program formulation/ implementation.

Support Monitoring of Early Recovery and Resilience interventions:
Support UNDP partners to adhere to project plans in their implementation of Early Recovery and Resilience interventions.
Plans and supervises the development, coordination, implementation and monitoring of ‎office interventions per the project’s work plan;‎
Undertake frequent monitoring of Early Recovery and Resilience interventions in Sa’dah area, and report concerns or deviations from the plans to the UNDP office in Sana’a.
Identify potential area of needs (with respect to Early Recovery and Resilience) and recommend actions/intervention to relevant section in UNDP office
Closely liaise with and timely report to Program in Sana’a and the Head of the Field Office if urgent actions or correctional measures are required.
Ensure that Early Recovery and Resilience programmatic approach and principles are adhered to by partners, and provide technical advice to partners (in consultation with Sana'a) when needed.
Monitor warehousing, delivery and distribution of supplies to beneficiaries and assess effectiveness of response and supply needs.
Collect necessary data and information on Early Recovery and Resilience

Support coordination and communication with relevant stakeholders:
‎Develops and maintains strong working relationships with national and local government officials، De-factor authority (Ansarullah ) and Executive Council (EC), ‎‎leading community leaders, local partners, ‎and ‎other stakeholders.
Develop partnership with actors and communities in the governorate to expand UNDP’s interventions in all Sa’ada districts.
Work towards integrating UNDP interventions with other agencies and programmers, including Education, Health, nutrition, etc.

Provides effective support to management of the Sa’ada Office programme focusing on the achievement of the following results:
Monitoring project progress including in the field.
Report writing.
Project improvement action planning.
Close coordination with the programme unit in Sana’a and provision of all relevant programs tracking
information.

Provides administrative support to Sa’ada Office focusing on achievement of the following results:
Ensure smooth running of the office re: rent, supplies, equipment etc.
Preparation of non-PO vouchers for development projects.

Maintenance of the internal expenditures control system including timely corrective actions on unspotted vouchers, including the vouchers with budget check errors, match exceptions,
unapproved vouchers.
Creation of requisitions in Atlas for development projects, register of goods receipt in Atlas.
Making budget check for requisitions, POs and vouchers


Supports resource mobilization focusing on achievement of the following results:
Review of contributions agreement.
Preparation of advocacy materials.
Planning and supporting donor field trips.

Supports knowledge building and knowledge sharing in the CO focusing on achievement of the following results:
Contributions to knowledge networks and communities of practice.
Undertake other office duties which may be requested by the project manager or

Keep updated staff attendance record; prepare request for travel authorization and security clearance for local and international travel. Ensure completion of travel claims upon completion of travel.
Make travel arrangement and hotel reservation
Process request for visas and entry visas
Prepare payment request to UNDP
Responsible for the administrative work related to international staff contracts - conduct induction for new staff; process visa/residency permits
process services contract salary
process DSA (Daily Subsistence Allowances) For The Employees
Act as custodian for management of office stationary supplies including maintenance of stoke list of stationary, distribution of stationary as required by staff and keeping a log of distribution
Liaise with UNDP Yemen to ensure accreditation of international staff.
Arrangement of vehicle transportation
Assist the OA to process requests for national staff contract to UNDP
Maintain personal files for all OCHA YEMEN staff; handle the leave recodes requirement for OCHA YEMEN.
Perform receipt and inspection function for all OCHA YEMEN assets
Maintain the office official inventory
Assist the AO with procurement matters
Maintain the office budget monitoring
Manage the office transportation system
Oversee the office premises management with

Use oracle (

Nominated to manage Hajjah branch
Dealing with customers
Bill issue and bill payment
Sim-Cards change
Selling and activating new lines
Services Activation
After sale services
Solving mobile problems

Recorded the daily transactions in the General journal
Balanced the ledger account
Prepared the monthly trial balance
Recording in the subsidiary books
Prepared Bank Reconciliation Statement
Did adjustment entries
Prepared the Budget Sheet (financial Position & income statement)
Prepared and maintained all accounting Related matters
Responsible to arrange all kind of invoices from other Agencies
Responsible for full accounts payable cycle including data entry, matching, review accounts code for accuracy, check runs report and month end accruals and reconciliation
Receiving of statement of account from suppliers
Coordinating with the supplier if any problem appears in reconciliation and solve it

Maintaining good contact with media, government agencies, international organization and local organizations working on microfinance. (Previous experience with SGH Hospital and Current Experience with undp).
Monitoring and evaluation:
Monitor and evaluate the flow of the project and take the necessary actions and compare the results and progress against the plan (Current experience at undp - Sa'ada)
Marketing:
Supervise and guide the marketing & public relation officer in implementing his tasks and duties. (Previous experience at SGH hospitals ).
Financial Researches Management:
Trends and bids, TORs, analyzing data, RFPs and expression of interest based on international standards (Current experience at undp - Sa'ada).
Partnership Management:
Developing and creating strategic partnerships and relations with IDAs and government (Current experience at UNDP - Sa'ada …)
Project Management
Acts as the chief of office\Manager of the project and handle all chief\Manager tasks including supervision of staff and smooth running of the office operations and various interventions. Manages project implementing committees in up to five governorates and coordinate their ‎activities;‎ (Previous experience with SGH Hospital and Current Experience with undp)