Business Support Assistant (Admin Unit)
WFP
Total years of experience :8 years, 7 Months
• Extract and input data from various sources in the human resource database;
• Respond to human resources queries from staff in the unit and elsewhere in the Programme;
• Ensure that salary, overtime, hours of work, leave policy, entitlement, health insurance and detailed Terms of Reference are comprehensively included within the body of all Letters of Employment offers;
• Review supporting documentation for processing various actions; answer a variety of enquires and supply readily available information from office files, databases, liaising with other offices as appropriate;
• Verify benefit and other human resources related claims for accuracy and conformance with personnel rules and regulations;
• Draft routine correspondence and initiate process for the preparation of all staff support documentation (visas, identification cards, UN Laissez Passer, bank accounts, etc); organise relevant Customs, immigration and UN documentation process, as required;
• Assist supervisor(s) in monitoring the contractual status of all staff on various appointments based in immediate location or within the office’s mandate; monitor within grade service increment schedules and ensure the timely preparation and issuance of contract renewals and personnel action forms;
• Check and maintain attendance registers, leave reports, DSA forms and other forms and reports;
• Check and maintain personnel files for all staff at location, ensuring all documentation is complete; maintain and update confidential personnel information and documents, and ensure relevant documents are kept in their respective files;
• Search for, retrieve, compile, assemble and archive a variety of human resources statistical data from computer files, records, reports or from other sources for external use;
• Collect and maintain information on commercial, private and inter agency training schedules and institutions (course schedules, curricula, and cost);
• Assist in the preparation of administrative reports; draft routine correspondence; arrange for briefings and debriefings and take notes at meetings;
• Ensure that UNDP and WFP issued human resource and personnel policy manuals, rules, regulations, guidelines, and circulars, are updated and filed regularly;
• Perform other related duties as required.
Duties and Responsibilities:
• Produce and maintain relevant information products, including Sector/Sub-sector information reports, databases, basic and thematic maps; and support the preparation of periodic reports on sector activities at national and state level as required;
• Timely monitor and measure changes at the state, locality, and household level, with the participation of relevant partners; and provide data to the Sector and national partners to facilitate planning; assess the impact of the programmes and policies; and report on the progress being made;
• Support the Sector/Sub-Sector and other coordination meetings in aspects related to information management; and contribute to strengthen management of sector information databases and systems;
• Ensure that Sector Performance is systematically monitored and data for key Programme and management indicators reports are collected, analysed and made available to the field office management;
• Support the Monitoring Officer to ensure the technical leadership for UNICEF information management needs of affected populations by emergency and disasters, with specific focus on routine and administrative data collection for better preparedness, targeting and coordination of effective humanitarian responses.
• Results/Expected Output:
• Accomplishment of the stated key end-results by providing professional expertise and assistance in information/data collection, statistics and data analysis, monitoring;
• Ensure products movement from suppliers to retail outlets Take inventory and analyse all documentation such as invoices, bills and other supply documents.
•Prepare shipping documentation.
•Analyse items and check the quality of materials before preparing them for dispatch.
•Solve customers’ complaints and problems
•Make sure all supplies are sent on due time
•Make sure goods reach the correct destination
•Monitor the stock levels
•Register all documents and handle customers and suppliers databases
•Ensure compliance with supply chain activities standards and regulations
•Establish and maintain collaborating relationships with customers, suppliers and supply chain staff
•Keep maintenance within the warehouse
•Perform research activities in order to identify new solutions for logistical challenges
•Perform several clerical duties for management
•Prepare reports concerning supply chain operations
•Assist the supply chain manager in planning and organizing the distribution of goods.
Duties and Responsibilities:
Finance:
• Maintain petty cash receipts and prepare petty cash reports, prepare OPC advance liquidation reports.
• Follow up in close collaboration with project Office in Khartoum on all issues relating to administrative and financial matters.
• Establish and maintain efficient databases on projects deliveries of supplies to the field by project and monitor and maintain relevant databases on various project activities including training, workshops, missions and seminars. This information should be made readily available for project report writing.
• Preparation of UN security clearances, requests and all other administrative, security and travel forms and documents;
• Supervise drivers and maintain the vehicle movement records and follow up on driver log sheets, fuel requests, contracts, upkeep of cars and communicate with Project Office in Khartoum on these matters;
• Office and warehouse maintenance: ensure that office grounds are functioning in terms of electricity, maintenance of appliances, water supply, operationally of generator, availability of basic office stocks, filing of documents and correspondence; ensure that warehouse is in suitable condition to receive goods. Implementation of MOSS compliance.
• Logistics: manage goods receipt and goods delivery by ensuring that there is adequate room to store goods, arrange for porters and transport, keep updated log book of goods received and goods delivered to implementing partners and warehouse movements of goods.
• Record, update and maintain project inventory and asset list for Expendable and Non-Expendable equipment.
• Maintain an information tracking system of staff movement and field missions and ensure that all necessary UN procedures (contracts, security permits, certificates, etc.) are strictly adhered to. Liaise with field offices and the FAO Administration and keep the project Management informed off breaches against UN-security rules.
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• Perform duties as the Sector IV Impress/Petty alternate cash custodian only in the absence of principal custodian and under supervision of the Sector Admin Officer.
• Responsible for the custody and control of the petty cash fund when delegated alternate custodian responsibility (However, accountability and responsibility for the proper use and care of the fund remain with Supervisor).
• Co-ordinate with Sector VI team sites Petty cash custodians for preparation and timely submission of replenishment request and follow up with Finance Section at HQ to expedite the process.
• Assist all staff in Sector IV in filling their F-10 and other entitlements claims and follow up with Finance Section after submission.
• Provide support and advice to all UNMIS Personnel in Sector IV regarding any financial queries on MSA, VLA, MPO, National staff salaries, fees payments and e-F10 claims.
• Responsible for checking whether local purchase requests supporting documents meet guidelines as specified in SOP related to local purchases; and processing requests and submission to principal custodian for disbursement.
• Prepare petty cash replenishment requests for Sector IV HQ office.
• Responsible for proper recording of itemized transactions to activity dashboard (database created locally to keep track of all disbursements and receipts of cash at Sector IV HQ).
• Responsible for organizing and safeguarding financial documents generated at Sector IV Finance unit.
• Responsible for salaries distribution to Individual Contractors in sector IV team sites and assisting in salaries distribution at Sector IV HQ.
• Responsible for performing initial checking of DDR payments activity supporting documents in accordance with DDR payments SOP then submit to finance officer for additional verification prior to submitting to SAO for approval.
• Responsible for following up with Sector Admin Office to expedite DDR payments approval process.
• Responsible for obtaining and filling (duplicate copies of) DDR approved supporting documents.
• Record and reconcile more complex accounting transactions
Duties and Responsibilities:
Administration:
• Prepare all budgets and maintain details records of all financial transactions and accounts related to the projects.
• Analyze expenditures and provide UNDP management with regular annotated statements of expenditures.
• Calculate and process payments, salaries, allowances, travel entitlements claims etc., to all projects staff, vendors and other claimants.
• Maintain financial record of UNDP South Kordofan projects as per the responsibilities assigned.
• Undertake various tasks in connection with the logistics, accounts and prepare periodic and special financial reports on time.
• Prepare routine correspondences to verify data, answers queries and obtain additional information on the project delivery, safeguards all inventory lists, financial document and reports and keeps them in secured achieve/files.
• Serve as petty cash custodian, process accounts and financial transactions as required, make payments out of the fund as per UNDP financial rules and procedures and replenishes the fund on time.
• Regular liaise with UNDP financial administration and with respect to financial regulations and appropriate purchase procedures.
• Liaise with bank regarding the status of fund etc.
• Responsible for tasks related to personnel matters, including interpretation and processing of entitlements, preparation of contracts and maintenance of various personnel records and files.
• Advice and assist in area of office management arrange for and/ or attend day-to-day administrative matters.
Program
• Support strengthening of systems, structures, and mechanisms for HIV response coordination and management among international agencies, local authorities and other partners at state and zonal levels, in collaboration with all relevant stakeholders.
• Provide on-going capacity building support to the various partners implementing Global Fund activities at State Level including support to promote utilization of prevention, care and support and treatment services established under GF and with other support, particular focus will be made to countering stigma and discrimination.
• Facilitate the establishment of improved mechanism(s) for reporting, documentation and sharing of good experience and information sharing between HIV/ coordination structures and partners within the zone, between zones and between zone and center. Provide technical assistance to partners on the ground in defining sets of interventions they can deliver given their operational relative strengths (including in mainstreaming HIV within their on-going activities
• Awarded fellow member valid for life from Institute of Professionals Managers and administrators from Jersey, Britain May 2012. Cambridge Professional Certification
