ADMINISTRATIVE/FINANCE ASSOCIATE

Position Title:	Administrative/Finance Associate
Programme Title:	HIV/STI Prevention among Uniformed Services in Ukraine
Duty Station:	Kyiv, Ukraine
Contractual Status:	Special Service Agreement (SSA) initially
Duration of Assignment:	initially till 31 December 2006 with further extension upon successful performance
Post Type	Full time
Starting Date:	asap

I. Background

This position relates to the new programme to be implemented in Ukraine, aimed at the prevention of HIV infection and other sexually transmitted infections (STI), as well as formation of safe behavior among the uniformed services in Ukraine (armed forces, police, security service, border guards). The new programme "HIV/STI Prevention among Uniformed Services in Ukraine" (hereinafter referred to as "the Programme") will be implemented jointly by the United Nations Population Fund (UNFPA) and the United Nations Development Programme (UNDP) with technical assistance from the UN Theme Group on HIV/AIDS, UNAIDS, and experts of the European Commission, the Programme's donor.

II. Duties and Responsibilities

Under the overall guidance of the UNDP Business Center and UNFPA Administrative and Finance Associate, and direct supervision of the UNDP and UNFPA Programme Managers, the Administrative/Finance Associate provides functional leadership in management of human resources (HR), administrative and financial systems required for the successful implementation of the Programme.

In the framework of the Programme, the incumbent delivers quality services in HR, administration and finance to internal and external clients mastering and fully applying all relevant rules, guidelines, processes and procedures of the European Commission, UNDP and UNFPA. He/she takes a client-oriented, results-focused approach to interpreting the rules, procedures and guidelines in service of the Programme, providing required support and guidance to the Programme, and reporting to the UNDP and UNFPA Country Offices on the financial implementation of the Programme.

Results-Oriented Functional Statement

• Adapts processes and procedures, anticipates and manages operational requirements of programme inputs in terms of personnel, sub-contracts, equipment, fellowships, study tours and other programme related events to facilitate programme delivery.
• Plans and monitors the Programme budget and ensures financial transactions are in full accordance with the terms and conditions of the Financial and Administrative Framework Agreement between the United Nations and the European Commission, Contribution Agreement between the European Commission and UNDP as the Administrative Agent of the joint UNDP/UNFPA Programme, including Special Conditions, as well as UNDP and UNFPA financial rules, regulations and procedures. Proposes procedures to improve internal controls and efficiency and responds to audit issues.
• Manages the recruitment and selection process in the framework of the Programme applying best practice HR tools and mechanisms, advises and briefs Programme personnel on different types of contracting modalities, HR policies and benefits, coordinates the performance assessment process and advises on performance issues.
• Utilizes corporate systems and applications in support of finance and human resource management and Programme operations; creates mechanisms for effective management of Programme resources, and advises and trains Programme staff in applicable administrative and financial procedures, including UNDP and UNFPA financial rules and regulations. Maintains continuous and accurate/up-dated flow of administrative/finance information between the Programme office and UNDP and UNFPA Country Offices.
• Reviews procurement requests and initiates procurement procedures for Programme related equipment, supplies and services in a transparent and cost-effective manner; recommends procurement decisions. Contributes to the smooth operations of the Programme office by ensuring the provision and maintenance of services and supplies following-up processes and maintaining up-to-date inventory and records.
• Supports the monitoring of Programme financial performance for all types of resources by providing necessary financial information and analysis, including implementation rate against indicators/results. Detects potential over/under expenditure problems and suggests remedial action.
• Develops tools and mechanisms for effective and efficient monitoring of the Programme budget, coordinates compilation of financial data and provides accurate and up-dated financial information to management on a continuous basis.
• Assists in the management of the Programme budget by analyzing the Programme's budgetary demands and preparing revisions according to the needs of the Programme.
• Ensures the effective financial recording and reporting system, internal control and audit follow-up and processes financial transactions in an accurate and timely way. Prepares and maintains Programme's administrative and financial transactions in UNDP/UNFPA's Atlas ERP system.
• Reviews and monitors charges for common services and cost recovery taking into account maximum cost efficiency.
• Assumes responsibility for maintenance and verification of the Programme's inventory, including custodial responsibilities, monitors and certifies the Programme vehicle usage logs.
• Maintains the Programme staff records, registers personnel attendance, keeps annual and sick leave balances.

III. Job Requirements

Academic Requirements:

Master's degree in business administration, public administration, finance/accounting, information technology, economics or related field is preferable.

Experience:

Minimum 5 years of relevant experience in the public or private sector or minimum 3 years experience of managing international technical assistance programmes or projects at the national level. Knowledge of UNDP and UNFPA administrative and financial policies and procedures a strong asset. Experience in using PeopleSoft-based ERP systems an asset. Ability to work harmoniously in an international and multicultural environment. Excellent analytical and communication skills required.

Languages:

Fluency in oral and written English, Ukrainian and Russian.

Computer skills:

Proficiency in current office software applications. Full proficiency in MS Excel required.

Ukrainian nationals are invited to apply. Applications from qualified women are very encouraged. Deadline for application submission is 17 September 2006. Applicants meeting the above requirements are requested to submit their detailed curriculum vitae and accompanying cover letter in English specifying the position of interest, to the address vyacheslav.egorov@undp.org . The message subject line must be formatted as follows: "Admin/Fin Asociate, HIV/STI ".

UNFPA will only contact those applicants in whom there is further interest.

For additional information on the organization and its activities please visit unfpa.org.ua.