Roda Isak Ali

UNHCR SUB_OFFICE HARGIESA

Written Test – 04/04/2017

Position: Admin/Finance Associate, Hargeisa

Time: 2 Hours

Roda Isak Ali

Candidate’s Name:

Date: 04/04/2017

Location: Hargeisa

Instructions:

 This document is already saved on the Desktop as “Admin/Finance Associate”

 Type your name on the Top Right Corner of your Answer Sheet and ensure you indicate
your name on all your answer sheets.
 All Answers to the questions must be typed by Computer unless requested otherwise in the
Question.
 At the end of the Test, ensure that your work is printed and signed
 Only candidates who score 60 marks and above will be invited for the Oral Interview.

Question one (20 marks)

1. You have been selected as the Admin/Finance Associate

a. As the Admin/Finance Associate, what key elements of your function will you focus
on to ensure UNHCR administrative and financial rules and procedures are adhered
to.
Answer
My key responsibilities that I will focus on to ensure UNHCR administrative and financial rules
and procedures are adhered to will be:
Finance Role
1- Making sure that before payments are made, all necessary supporting documents are
available correct with their budget lines available as well.

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2- After payment is processed making sure that all documents are complete, filled and
posted into the system
3- As part of the MFT team making sure that our partners are complying with UNHCR
financial guidelines by visiting on a quarterly basis, reviewing their documents and
making necessary recommendations to improve their financial records
4- Managing petty cash of the office and making sure proper records

Administration
1- Making sure before issuing tickets or travel arrangements that the trip is approved,
security clearance is made and signed PT8 is ready
2- Fuel management, on a weekly basis checking logsheets of the car to make sure that we
closing
3- Assisting UNHCR staff on their local and international travels, PT8 preparations, travel
claims, contacting travel agencies for the ticket qoutations, arranging SPUs and drivers

Question two (15 Marks)

2. What is a procurement plan?
Answer
Procurement plan is a document indicating how the procurements will be carried out before any
procurement action is performed, like advertising, getting quotations from suppliers or even
starting to negotiate with the supplier on the prices. Actually, it is a key point for discussing and
reviewing such matters as completion or sole source and issuing of any procurement, contracting
officers must obtain approval for the procurement plan at the appropriate level. The appropriate
approval document must be used depending on the approval authority level required.

2a. Why it is important to have a procurement plan?

Answer
It is important for several reasons:
1- It will summarize UNHCR needs and items to buy in a given period
2- It will help budget holders to know what are the needs to look or money on these items
3- It will help the admin and logistics to know the approved items in advance to avoid very
short notices
4- It will help ensuring compliance with the regulatory policies
5- It will help budget holders and senior management to decide the priorities and the
importance of the items to be procured
6- It will help the admin and logistics department to get information on different suppliers
and the prices to value the money
7- It will help the admin and logistics teams during annual supplier selection to send the
items to suppliers to price and then UNHCR to choose the most economical way while not
ignoring the quality of the items
8- It will help the decision makers to evaluate the needs and available funds to prioritize

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Question three (15 Marks)

Procurement Process
3. You have been asked by your supervisor to purchase office stationery. Describe the process
you will take to ensure that the required stationery is purchased in the most prudent way
so that the organization gets value for money and the supplier is paid on time. (Mention
all the documentation related to the procurement process in your answer).

Answer
The first step that I will be taking to purchase for office stationary is
1- Need identification, for example, I will ask every team members to list down their needs
to avoid purchasing items that are in the store.
2- Compiling the needs and sending the quotation request and collect them within the day
3- Analyzing the quotations in a panel and decide the cheapest supplier
4- Sending purchase order to the selected supplier
5- Receiving the stationary and signing delivery notes as well as inspecting
6- Recording the stationary items received at the register

Question four (20 Marks)

A UNHCR senior official is visiting Hargeisa on an official mission and you have been requested to
do bookings for accommodation and arrangements for the meeting in a Hotel hall.

4. What actions will you take that all arrangements are in order?
Answer
First, I will know the following basic things to make arrangements
1- How many days the official is staying in Hargeisa
2- Purpose of the visit
3- When is he/she arriving and departing?
4- Who are the people that he/she will meet?
5- Do we have their contacts to contact them?
6- Is He/she need a visa?
Once the above five questions are answered, it will be easy for me to arrange the necessary
booking in the hotel and communicating with the people that he/she will meet during the visit

4a. How will you follow up arrangements during the entire duration of the senior official’s
mission?
Answer
I will follow up by personally visiting the hotel to confirm the booking
I will communicate through their phones the people that the official is meeting with to make
sure they got the invitation,they know they location, time and their confirmation. I will follow up
again the date that the meeting is happening to remind them the avoid any delay for the
meetings

Question five (15 Marks)

5. Inventory records have not been updated for the last 6 months and you are supposed to
update and submit to the main office by close of business day today.
a. How will you deal with this issue?
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Answer
As a matter of urgency, I will review the previous inventory record and chase if any inventory has
been purchased for the last 6 months.
I will do a quick inventory check to make sure that faulty items are removed from the register
and update if new items purchased.
After the completing this urgent task, I will make sure that updates are made on a regularly basis
not on annual or bi-annual basis but it should be updated as soon as items are purchased.

Question six (15 Marks)

6. What are the steps you will go through to check your accounting work before submitting it
for your supervisor? Give an example of this.

Answer
The first step that I will be taking is to make sure that the documents
are complete with their budget codes.
For example
If the payment is ticket I will make sure that the following documents
are attached
1- Signed PT8
2- Request for ticket quotation to minimum three suppliers
3- Quotation analysis
4- Purchase order
5- Invoice from the travel agents
6- Ticket

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