Administration and Finance Assistant at UNDP Rwanda: (Deadline 16 November 2022)
- Full compliance of administrative and finance activities of the UN Clinic with UN/UNDP rules, regulations, policies and strategies;
- Input to the Clinic’s business processes mapping and elaboration of the content of internal Standard Operating Procedures in collaboration with the UN Physician.
2. Ensures an optimal cost-recovery system
- Ensures functioning of the optimal cost-recovery system focusing on achievement of the following results:
- Provision of inputs for preparation of cost-recovery bills in Atlas for the services provided by UNDP, follow up on cost recovery;
- Preparation of bills to Insurance companies for cost-recovery of services provided to clients, as well as follow up on cost recovery.
3. Ensure Effective Administrative Support and Logistical support, focusing on achievement of the following results
- Provide support to UN Physician in the preparation of the UN Clinic annual work plan, budget and procurement plans;
- Monitor the implementation of work plan and review the financial expenditure and presentation of the status on a quarterly basis;
- Manage the petty cash;
- Proper recording of clinic income and ensure regular deposits on the UN Clinic bank account;
- Support in the preparation of for the Clinic;
- Work with clinic technical team to elaborate timely orders of drugs, reagents, vaccines, medical material and office supplies based on the procurement plan;
- Assist the procurement team in the process of ordering the elaborated needs;
- Organize the reception of items ordered from suppliers and update the records stock;
- Conduct the physical count of drugs, vaccines, lab reagents on a monthly basis;
- Assist every quarter UNDP logistic team in the physical count of drugs, vaccines and medical consumables;
- Ensure a regular vehicles’ maintenance;
- Checking and recording of vehicles logbooks and fuel consumption;
- Plan and organize the support for the maintenance of lab, IT equipment;
- Maintenance of proper filing system for administrative, logistic and financial records;
- Assume other duties as assigned by the UN Physician.
4. Provides support to office maintenance and assets management, focusing on achievement of the following results
- Maintenance of records on assets management, preparation of reports;
- Maintenance of files and records relevant to office maintenance;
- Provision of support to maintenance of common premises and common services.
- Achieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline.
- Think Innovatively: LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements.
- Learn Continuously: LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback.
- Adapt with Agility: LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible.
- Act with Determination: LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident.
- Engage and Partner: LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships.
- Enable Diversity and Inclusion: LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination.
Cross-Functional & Technical competencies
- Documents and records management: Overall document (hard or electronic) management; registry and retention policy including storing and archiving;
- Accounting (General): Knowledge of accounting concepts, principles, frameworks, standards, regulations, policies and trends, and ability to apply this to strategic and/or practical situation;
- Budget management: Ability to support budgetary aspects of work planning process, drawing and management of team budgets;
- Inventory management: Each office to ensure sufficient inventory items are available for use as well as reporting for items which are beyond the corporate threshold of $5K and above;
- Vehicle management: Knowledge of policy and procedures on fleet management.
- Completion of Secondly Education with specialized certification in Accounting and Finance is required.
- University Degree in Finance, Business or Public Administration or related fields is desirable but not a requirement.
- Qualification in Accountancy from an Internationally recognized institute of accountancy is required or:
- Long-listed candidates may be required to undergo the UNDP Accountancy & Finance Test (AFT).
- Minimum 5 years with Secondary Education or 2 years with University Degree of relevant experience in administration or programme support service;
- Experience in the usage of computers and office software packages (MS Word, Excel, etc.);
- Experience in handling of web-based management systems.
- Fluency in English and working knowledge of French.
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