In accordance with the comprehensive peace agreement (CPA) and Security Council resolution SC 1590 of March 24, 2005, the United Nations Mission in Sudan (UNMIS) has been mandated to provide support and assistance to the Government of National Unity (GONU) and Government of South Sudan (GOSS) in planning, developing and implementing the national disarmament, demobilization and reintegration (DDR) programme. To this end, an integrated UN DDR unit for the CPA has been established with HQs in Khartoum and field offices in North and South Sudan. In line with the Integrated DDR Standards DPKO is leading the planning and implementation of the D & D components, UNDP -through voluntary contributions- acts as the planning and implementation agency for the reintegration component. UNDP is also implementing DDR under the ESPA and supporting the government to prepare for DDR in Darfur. Under the guidance and supervision of the Programme Specialist (Reintegration) or National Reintegration Officer in charge of the State Office, the Administrative/Finance Associate is responsible for effective delivery of administrative, finance, personnel, and logistics services for the DDR State Office concerned. The Admin/Finance Associate works in close collaboration with the operations, programme and projects’ staff in the Field Office for resolving admin-related issues and information exchange among various units and romotes a client-oriented approach consistent with UNDP rules and regulations

Under the direct guidance and supervision of the Programme Specialist (Reintegration) or National Reintegration Officer in charge of the State Office, the Administrative/Finance Associate will perform the following functions: Administration: • Receives, screens, logs and routes incoming correspondence and ensures follow-up; • Clears outgoing correspondence for conformity with established procedures and accuracy of statements before being signed by supervisor; • Arranges internal and external meetings and workshops, some involving high-ranking officials. Takes minutes and/or notes as necessary; • Liaises with relevant units in UNDP and UNMIS for follow up of administrative issues; • Maintains policy, confidential and general files, as well as an up-to-date contact lists (i.e. of ministers, government officials and members of the diplomatic corps; etc); • Maintains a library and is responsible for collecting necessary documents from partners, relevant websites, newspaper publication etc, and building up an information and documentation center`. • Performs any other tasks related to the scope of this placement as per request of professional staff Travel: • Manage the travel arrangements for missions and staff, • Request the travel authorization and DSA for both national and international staff • Arrange the booking for all staff and mission travel Logistics: • Responsible for the procurement of equipments, stationeries, security equipments and furniture for field office • Control/maintain stationery, supplies/equipment and inventory/record of assets in Field office. Personnel: • Maintaining up to date files of all International and National Staff • Keeping the attendance sheet for all staff • Follow up on the annual, home leave, R& R and other leave schedules and maintain updated records. • Assist the HR Specialist/Analyst in all HR related tasks (recruitment, contracting, induction and separation). Transportation: • Request and keeping records of daily fuel for vehicles. • Coordinate with UNDP for vehicles insurance and keep the insurance valid all the times • Request and follow up of the maintenance of UN DDR vehicles • Control the shuttle movement during the day, and the different requests from the staff for the usage of the vehicles. Finance: •Proper control of supporting documents of field operations advance payments and preparation of all types of payment vouchers for the project. •Preparation and analysis of monthly financial oversight reports and clearance of exception reports on a timely basis. Timely preparation of travel project payment vouchers. •Prepare monthly field operations advance ledger accounts reconciliations. •Treasury Management and cash flow planning. Timely review of cash position for field operations advance Imprest to ensure sufficient funds on hand for disbursements. •Disburse miscellaneous cash payments to vendors and clients as required and update operational advance records on a daily basis •Maintenance of the proper filing system for financial records and documents •Provide support in terms of training for the commission staff on financial issues and regulations. •Ensures implementation of operational strategies, adapts processes and procedures focusing on achievement of the following results: •Full compliance with UN/UNDP rules and regulations of financial processes, financial records and reports and audit follow up; implementation of the effective internal control framework. •The staff member will make sure that the content of internal Standard Operating Procedures in Finance in consultation with the direct supervisor and office management is followed properly. 1. Provides accounting and administrative support to the Finance Unit focusing on achievement of the following results: •Proper control of supporting documents for all payments and all types of vouchers for DDR project. •Maintenance of the internal expenditures control system which ensures that vouchers processed; payrolls are duly prepared and processed; travel claims, and other entitlements are duly processed. •Preparation and analysis of monthly financial oversight reports and reconciliations of general ledger accounts. •Timely follow up and action of all oversight queries. 2.Ensures proper Field Office cash and treasury management functioning focusing on achievement of the following results: •Updating and monitoring daily cash balance •Responsible for collating supporting documentation for preparation of disbursement vouchers. 3.Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results: •Organization of trainings for the project/Field office staff on Finance. •Synthesis of lessons learnt and best practices in Finance. •Sound contributions to knowledge networks and communities of practice. Corporate Competencies: Demonstrates commitment to UNDP’s mission, vision and values Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability Functional Competencies Knowledge Management and Learning Shares knowledge and experience Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan and applies newly acquired skills Development and Operational Effectiveness Ability to perform a vide range of varied, inter-related complex administrative services Ability to extract, interpret and analyze data and resolve operational problems Ability to work with minimum supervision Ability to supervise and train support staff Ability to plan and organize work Good knowledge of administrative rules and regulations Strong IT skills, knowledge of Atlas Ability to provide input to business processes re-engineering, implementation of new systems Leadership and Self-Management Focuses on result for the client and responds positively to feedback Consistently approaches work with energy and a positive, constructive attitude Remains calm, in control and good humored even under pressure

Education: Secondary education or professional training in relevant field. Certification in Administration. University Degree in Business or Public Administration desirable, but it is not a requirement. Experience: 5 to 6 years of relevant experience in administration, finance, accounting or programme support service. Knowledge of UNDP regulations, rules, policies, procedures and practices; Competence in Computer, knowledge of Procurement and Administration. Flexible and responsive with a client-oriented approach; Excellent command of MS Office applications (including Word, Excel, PowerPoint). Ability to use information technology effectively in procurement and other logistical support matters; Language Requirements:Fluency in English, both verbally and in writing is essential; local language of each location is essential forvfurther consideration.

Women Candidates are highly encouraged to apply.
Notice
UNDP, as a matter of practice, does not charge any application, processing or training fee at any stage of the recruitment process.