UNITED NATIONS DEVELOPMENT PROGRAMME - JOB DESCRIPTION

I. Position Information
Job Title: Administration and Finance Grade Level: NOB Position Number:
Analyst Position designation:
Bureau: Head of Office with no mobility requirement
Department: OCHA
Direct Reports: Administrative & Finance
Reports to: Head of Office Officer (AFO, P3) Duty Station: Islamabad,
Pakistan

Career Track: Professional/Expert

Career Stream: Operations – General Administration

Contract Modality: FTA Local

Contract Duration: 12 months with possible extension subject to satisfactory performance and budget availability.

II. Background and Organizational Context

Heavy rains and a combination of riverine, urban, and flash flooding led to an unprecedented climate-induced disaster in Pakistan
since June 2022, causing widespread fatalities and damaging and destroying public and private infrastructure across the country.
Rain-induced landslides and floods also damaged agricultural land and forests, impacting local ecosystems. Around 33 million
people were affected by the heavy rains and floods according to Government estimates, including nearly 8 million people who were
displaced.

OCHA has been scaling up its operations since then focusing on its key functions of coordination, information management,
resource mobilization and advocacy. Accordingly, UNOCHA Administration requires increased capacity and has opened up the
position of Administration and Finance Officer NOB, to strengthen its procurement, budget & finance, physical inventory, HR
and general administrative functions.

Under the overall guidance of the OCHA Pakistan Head of Office, the Administration and Finance Officer will be responsible for
Finance and Budget, Procurement, HR, Travel, Asset inventory management and General Administration.

III. Position Purpose

Under the overall guidance and direct supervision of the Head of Office OCHA Pakistan , the Administration and Finance Officer
provides the overall administration and Finance execution of varied and inter-related operational and logistical activities in the
OCHA Pakistan office, ensuring high quality and accuracy of work. The Administration and Finance officer promotes a client,
quality, and results-oriented approach.

The Administration and Finance Officer works in close collaboration with the CO and field staff, its sub-offices and other UN
agencies staff to exchange information and ensure consistent service delivery

IV. Key Duties and Accountabilities

Summary of Key Functions:
1. Coordinate Human Resource Management
2. Managing Budget and Finance operations
3. Managing Procurment activities
4. Provide and coordinate general administrative, Inventory & Asset Management, logistical, and operational support to all
sub-offices and at the capital level.
5. Support to knowledge building and knowledge sharing
1. Coordinate Human Resource Management focusing on the achievement of the following results:

Example of  Defines conditions of service, duties and responsibilities, and privileges and
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Duties: entitlements under the Staff Rules and Regulations

 Undertakes actions related to the administration of the unit's human resource
activities, e.g., recruitment, placement, promotion, performance appraisal, job
classification reviews, separation of staff members, training etc., ensuring consistency
in the application of UN rules and procedures.
 Provides information regarding conditions of service, duties and responsibilities, and
privileges and entitlements under the Staff Rules and Regulations.
 Implement human resources policies, procedures and initiatives, provide feedback and
expertise to human resources functions in the development and deployment of policies
and procedures, and brief staff on new policies when they are introduced.
 Record and maintain the strict confidentiality of all staff personnel activities and issues
including employment documents, evaluations, exit interviews, disciplinary procedures
 Assists in staffing table management and serves as ex-officio in the recruitment and/or
selection processes, including those related to hiring of consultants, interns, and
volunteers.
2. Responsible on Budget and Finance tasks focusing on the achievement of the following results:
Example of  Takes the lead with respect to the preparation and implementation of the work
Duties:
programme, ensuring that financial resources are utilized to implement activities in
accordance with the Programme Budget and allotments issued.
 Defines requirements and work with systems units with respect to improving budget
reporting systems and cost-effective utilization of program resources.
 Develops procedures and implement same to ensure that accounting and financial
management controls are consistent with UN policy and practice.
 Supervises and/or provides guidance on financial administration and management
information issues and practices to colleagues.
 Prepare and revise cost plans in line with work plans and financial rules and regulations
and ensure that costs are reasonably estimated.
 Prepare quarterly requests for funds (financial authorizations) and monitor obligations
and expenditures against financial authorizations in line with approved cost plans.
 Develop, implement, and maintain internal controls to monitor and ensure that
financial resources are utilized to implement activities in accordance with work plans
and cost plans.
 Provide guidance to functional units on financial accountability within programme
responsibilities and on the effective use of programme resources. Coordinate the
production of financial reports for headquarters and donors.
 Develop procedures and implement same to ensure that accounting and financial
management controls are consistent with UN policy and practice.
 Monitor and follow up on outstanding NGO and UN Agency reports for grants and
allocations provided to third parties.
 Oversees petty cash processes in accordance with established procedures, ensure
accurate and complete petty cash records and receipts, and replenishments are done
in a timely manner.
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 Prepare payroll for national staff and follow up with UNDP on monthly payment orders
for international staff to ensure timely payments.
 Verify inter-office vouchers (IOVs) prepared by UNDP to confirm accuracy of accounts
and to allow for reconciliation with OCHA's accounting system.
 Supervises and/or provides guidance on financial administration and management
 Information issues and practices to colleagues.
 Provide guidance and leadership to junior staff.
 Assists in developing the unit's work program and budget; analyses input and
formulates resource allocations by work program, or business processes.
 Using UMOJA, monitors budget/work program with respect to Headquarters' budget,
trust funds and grants, on a regular basis, and reallocates resources as necessary.
 Supports the implementation of procedures and systems for implementing the
appropriate financial database.
 Follows up on pending entitlements, payments, and claims, and assists in tracking
requirements and expenditures, to ensure cost-effective utilization of operational
resources.
 Contributes to the development of budgetary guidelines and relevant standard
operating procedures.
3. Coordinate Procurement tasks focusing on the achievement of the following results:

Example of  Plans, develops, and manages all procurement activities within the delegation of
Duties:
Authority and contractual aspects of the OCHA regional procurements for the provision
of various Goods & Services, considering local economic and other conditions.
 Advises requisitioning offices/units and recipient entities on the full range of
procurement issues, providing support and guidance at all stage of the procurement
cycle.
 Prepares/oversees preparation and distribution of the request for quotations and
manages/conducts all aspects of quotations evaluation.
 Formulates strategies and designs innovative solutions to resolve issues/conflicts for
complex procurement projects.
 Establishes and maintains work program and schedule for ongoing contracts and newly
planned ones.
 Signs procurement orders up to the authorized limit, and, in case where the amount
exceeds authorized signature authority, prepare submissions for review and approval
by the authorized official.
 Conducts market research to keep abreast of market developments; researches and
analyzes statistical data and market reports on the world commodity situation,
production patterns and availability of good and services.
 Identifies new technologies, and products/services, evaluates and recommends
potential supply sources and participates in the incorporation of research results into
the procurement program.
 Provides technical advice on procurement activities to officials of substantive units

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during all phases of the procurement cycle.

 Timely and proper preparation of procurement plans for the office and projects,
establishment of the deadlines and monitoring of their implementation.
 Establishment and implementation of proper monitoring system and control of
procurement processes including organization of RFQ, ITB or RFP, receipt and
evaluation of quotations, bids or proposals, negotiation of certain conditions of
contracts in full compliance with rules and regulations.
 Oversees adherence to contractual agreements, recommends amendments and
extensions of contracts, and advises concerned parties on contractual rights and
obligations.
 Prepares a variety of procurement-related documents, contracts, communications,
guidelines, instructions, etc
 Assists in the procurement process for assigned activities

4. Provide and coordinate General Administration support focusing on the achievement of the
following results:

Example of  Vendor contracts/payment to vendors and individual contractors for services.

Duties:
 Reviews adequacy of departmental space requirements.
 Oversees the identification of office technology needs and maintenance of equipment,
software and systems, coordinating enhancements as necessary.
 Performs other related work as required.
 Supervises support staff as required.
 Oversees other related administrative duties, as required including but not limited to:
petty cash fund custodian functions, monitoring operational travel program and travel
requests, monitoring accounts and payment to vendors and individual contractors for
services, MOUs, Office space and the identification of office technology needs and
maintenance of equipment, software (UMOJA) and systems.
 In line with regional office priorities, provides physical and remote surge support to
OCHA Offices in Region on various aspects of administrative functions.
 Provides guidance and leadership to more junior staff.
 Performs any other duties as may be assigned.

5. Support knowledge building and knowledge sharing in the CO, focusing on achievement of the
following results:

Example of Duties  Training/ Advise staff and clients on the administrative procedures
 Briefing/debriefing of staff members on issues relating to area of work
 Sound contributions to knowledge networks and communities of practice

The Expected Result: Applies specialized expertise with respect to a range of human resources, programme
planning, budget, financial and administrative management tasks of the Department/Unit. Uses initiative to resolve

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problems/identify exceptions which may arise from time-to-time.

V. Requirements:

Education
 Masters or Bachelor degree in Business Administration, Finance, Accounting, Law, Public Administration or
related area
Experience, Knowledge, and Skills

List:
 Two years relevant working experience with Masters degree in Business Administration, Finance,
Accounting, Law, Public Administration or related area
 Four years of relevant working experience with Bachelor’s degree in Business Administration,
Finance, Accounting, Law, Public Administration or related area
 Demonstrated Knowledge of Budget & Finance, Requisitioning & Procurement, Physical inventory,
Official Travel and Human Resources Regulations in International Organization is highly desirable.
 Progressive responsible experience in budget, Finance, procurement, travel processes is desirable.
 Experience in coordination human resources activities is desirable
 Experience with UMOJA or similar Enterprise Resource Planning tools is desirable.
 Experience handling finance-related matters in humanitarian context within the UN common system
is desirable.
 Relevant experience within the UN system is desirable.
 Experience is managing the events, conferences, workshops, or trainings is desirable.
 Experience in the usage of computers and office software packages (MS Word, Excel, etc.).
Language requirements (Required / Desired)
 Fluency in written and spoken English Language is required.
 Fluency in written and spoken Local language is required
Expected Demonstration of Competencies

Core
Achieve Results: LEVEL 2: Scale up solutions and simplifies processes, balances speed
and accuracy in doing work
Think Innovatively: LEVEL 2: Offer new ideas/open to new approaches, demonstrate
systemic/integrated thinking
Learn Continuously LEVEL 2: Go outside comfort zone, learn from others and support their
learning
Adapt with Agility LEVEL 2: Adapt processes/approaches to new situations, involve others
in change process
LEVEL 2: Able to persevere and deal with multiple sources of pressure
Act with Determination
simultaneously
Engage and Partner LEVEL 2: Is facilitator/integrator, bring people together, build/maintain
coalitions/partnerships
Enable Diversity and Inclusion LEVEL 2: Facilitate conversations to bridge differences, considers in
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decision making

Cross-Functional & Technical competencies (insert up to 7 competencies)

Thematic Area Name Definition
Business Direction Strategic Thinking Ability to develop effective strategies and prioritized plans in line with
& Strategy UNOCHAs objectives, based on the systemic analysis of challenges, potential
risks and opportunities, linking the vision to reality on the ground, and creating
tangible solutions
Finance Accounting (General) Knowledge of accounting concepts, principles, frameworks, standards,
regulations, policies and trends, and ability to apply this to strategic and/or
practical situations

Business Knowledge Generation Ability to research and turn information into useful knowledge, relevant for
Development context, or responsive to a stated need
Administration & Budget management Ability to support budgetary aspects of work planning
Operations process, drawing and management of team budgets
Administration & Procurement Knowledge of policy and procedures on administrative on-boarding, including
Operations issuance of office ID, email address creation, office space, telephone
extension, Argus profile set up, issuance of office ICT equipment
Administration & Assets management Knowledge of policy & procedures on PP&E; ability to prepare financial
Operations statements on PP&E; maintain
Asset Management Module in ATLAS, Asset Dashboard; develop supporting
tools for assets certification and further enhancements for AM module; design
and run training programs, etc. on assets management and assets recording; run
AP-AM interface; perform AP-AM-GL reconciliation; perform analytical
review of AM reports and
Asset information to ensure completeness and accuracy of asset information
Business Partnerships Management Ability to build and maintain partnerships with wide networks of stakeholders,
Management Governments, civil society and private sector partners, experts and others in
line with UNOCHAs strategy and policies.

VI. Keywords
List 3-5 most important skills from competencies required for the position – limited to 1-3-word descriptions – that will help inform
workforce planning of critical skill supply and demand.