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UNITED NATIONS DEVELOPMENT PROGRAMME
By
Apr 28, 2010, 17:00
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UNITED NATIONS DEVELOPMENT PROGRAMME
JOB DESCRIPTION

I. Position Information

Post Title Local Security Assistant(LSA)
Location Freetown
Department UNDSS
Type of Contract Special Service Agreement (SSA) National
Proposed Grade Equivalent to GS 5
Duration of Contract 6 9 months
Start Date Immediately upon notification of appointment

II. Organizational Context

The role of the LSA is to assist the CSA or his designate in the execution of his/her security responsibilities at the assigned duty station. The LSA will be responsible for assisting the CSA and/or DSA on day-to-day security and administrative related operations for UNDSS Sierra Leone. His main tasks include liaison with the national and provincial police counterparts to gather information on security matters affecting UN staff and programmes in various locations in the country and reporting them to the CSA. He will also assist UNDSS/UN agencies by investigating with the police any crime/traffic accidents involving UN staff/premises in Freetown and other UN locations. The LSA will interact with the private security guard companies to ensure a high standard of protection is provided to all UN facilities.

III. Functions / Key Results Expected
Summary of key functions:

- Liaison and coordination with the local government security organizations;
- Organized training courses on security issues/awareness and preparedness - Reports, monitors, analysis related to safety and security
- Support to safety and security services
- Support to administrative and logistical services
- Support to office maintenance and assets management

1.Function / Expected Results

The LSA will liaise with the local government security organizations to gather and assess information on security and safety matters that might affect UN staff and programmes located in various locations in the country and provide the CSA/DSA/FSCO with analysis of security related information obtained from all GoSL security authorities. He will also organize the meetings between police and military counterparts and UNDSS Sierra Leone. When required by the CSA or his designate, he will arrange for police security at UN premises in Freetown and other locations in the country,

2. Function / Expected Results

The LSA will advise the UN national staff on security related issues and train them in UN security policies and practices matters along with security awareness and preparedness

3. Function / Expected Results

The LSA will obtain, monitor, and analyze data related to safety and security and provide reports the CSA/DSA/FSCO

4. Function / Expected Results

Ensures effective and efficient functioning of UNDSS Operations, focusing on achievement of the following results:

- Maintaining the security plan and up date the staff list of UN agencies
- Maintain Minimum Operational Security Standards (MOSS) for equipment;
- Identify Emergency Communications equipment needs;
- Conduct security surveys and provide advice on security measures for the residences of UN staff and UN offices (MORSS);

5. Function / Expected Results

Ensures effective administrative and logistical support, focusing on achievement of the following results:

- Arrangements of travel and hotel reservations, preparation of travel authorizations, processing requests for visas, identity cards and other documents.
- Arrangement of vehicle transportation, regular vehicle maintenance and insurance.
- Checking and recording of vehicle daily log and gas consumption, update and maintenance of vehicle history report.
- Custodian for management of office equipment including maintenance inventory list and distribution of equipment as required by staff and keeping a log of distribution.
- Maintenance of the filing system ensuring safekeeping of confidential materials.
- Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to the CSA/DSA/FSCO
- Assistance in the preparation of budget, provision of information for audit.
- Maintenance of records on assets management, preparation of reports.
- Produce Identity cards for UN staff
- Oversee Privately Contract Guard Force quality of service to UN interests.
- Any other security related administrative/logistical support function required by the CSA

IV. Impact of Results

The key results have an impact on the efficiency of the unit. Accurate presentation of information strengthens the capacity of the office and promotes the image of UN/UNDSS as an effective contributor to the development of the country. The administrative/logistical support lends directly to the effectiveness of the unit.

V. Competencies
Corporate Competencies:

- Demonstrates commitment to UNDSS 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 variety of standard specialized and non-specialized tasks and work processes that are fully documented, researched, recorded and reported
- Ability to review a variety of data, identify and adjust discrepancies, identify and resolve operational problems
- Ability to perform work of confidential nature and handle a large volume of work
- Familiar with Police and Military administration would be an asset
- Management/Supervisory experience in or with the private security industry would be an asset
- Experience in managing, supervising and conducting investigations, information gathering and analysis, and security would be an asset
- Experience with UN operations and procedures for Safety and Security Able to respond to safety and security operational needs expediently
- Able to assume administrative duties to support DSS operations
- Able to work under pressure and long hours
- Able to take initiatives and work independently within overall team.
- Able to motivate others.
- Holds a valid national driving license and more than 5 years of driving experience with a good record.
- Excellent analytical, reporting, communication and desk-top publishing skills; Ability to work in a team, meet management schedules and produce high quality results
- Fluency in the working language (English), written and spoken are compulsory q Computer literacy in Word, Excel (finance, inventory tables), Powerpoint, Access and internet applications are compulsory. q Familiar with electronic and communication devices: GPS, Satellite phone, Radio

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

VI. Recruitment Qualifications
Education:

Minimum college diploma in Social Sciences, politics, economics, management or related field with five (5) years of working experience in UN security.
University Degree in area of Social sciences, politics, economics, management or related field with three (3) years of working experience in UN Security.

Experience:

Equivalent education level as mentioned above with ten years of experience in Police and Military at a proficient level (preferably junior to mid level Officer).

Language Requirements: Fluency in the UN and national language of the duty station.

APPLICATION PROCEDURE

Applications should be clearly marked (Local Security Assistant) and addressed to:

Head of Project Implementation Support Unit(PISU)United Nations Development Programme76 Wilkinson RoadFreetown

All applications MUST be submitted on or before Friday 7 May, 2010 at 12:00 noon prompt.


UNITED NATIONS DEVELOPMENT PROGRAMME
JOB DESCRIPTION


I. Post Information

Post Title Finance Associate
Location Freetown
Department Project Management Unit (PMU)
Type of Contract Special Service Agreement (SSA) National
Proposed Grade IC7
Duration of Contract 5 months
Start Date Immediately upon notification of appointment

II. Organizational Context

Under the guidance and supervision of the Finance Team Leader, the Finance Associate (Treasury) ensures effective execution of cash management services and processes. The Finance Associate (Treasury) promotes a client-oriented and consistent with UNDP rules and regulations approach, and works in collaboration with the operations, programme and projects staff in the CO, UNDP HQs staff and other UN Agencies for resolving complex finance-related issues and information exchange.

III. Functions / Key Results Expected

Summary of Key Functions:

- Administration and implementation of operational strategiesq Administration of budgets and cost-recovery system

- Accounting and administrative support

- CO cash management

- Facilitation of knowledge building and knowledge sharing

1. Ensures administration and implementation of operational strategies, adapts processes and procedures focusing on achievement of the following results:

- Full compliance with UN/UNDP rules, regulations, and policies of financial activities, financial recording/reporting system and follow-up on audit recommendations; implementation of effective internal controls, proper functioning of a client-oriented financial resources management system.

- CO Finance business processes mapping and elaboration of the content of internal Standard Operating Procedures in Finance in consultation with office management.

- Implementation of cost sharing and trust fund agreements, elaboration of conditions of contributions within the CO resource mobilization efforts.

- Elaboration of proposals and implementation of cost saving and reduction strategies in consultations with office management.

2. Ensures administration of budgets and functioning of the optimal cost-recovery system focusing on achievement of the following results:

- Preparation and modifications of budgets for UNDPs management projects, follow up with HQs on authorized spending limits (ASL) for management projects.

- Establishment of criteria for pro-ration of Agencies contributions to the common services account, preparation and modifications of the common services budget and follow up on timely recovery of payments.

- Implementation of the control mechanism for development projects through monitoring budgets preparation and modifications, budgetary status versus ASL, follow up with HQs on ASL for development projects, maintenance of the General Ledger.

- Sending project budget to KK if authorized by the Senior Management (can be done only on the basis of signed prodocs and project budgets).

- Presentation of thoroughly researched information for planning of financial resources of the CO, reports containing analysis of the financial situation.

- Timely preparation of cost-recovery bills in Atlas for the services provided by, elaboration and implementation of the income tracking system and follow up on cost recovery.

3. Provides accounting and administrative support to the Finance Unit focusing on achievement of the following results:

- Proper control of the supporting documents for payments,

- Approval of vendors in Atlas (as a senior member of the Finance team).

- Maintenance of the internal expenditures control system which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in Atlas; payrolls are duly prepared; travel claims, MPOs and other entitlements are duly processed.

- Timely corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers.

- Maintenance of the Accounts Receivables for UNDP projects and follow up with partners on contributions.

- Timely monitoring of Atlas closing processes including generating error reports and make follow-up actions

- Timely VAT reimbursements if applicable, and payment of GLOC by the Government.

4. Ensures proper CO cash management functioning focusing on achievement of the following results:

- Timely review of cash position for local accounts to ensure sufficient funds on hand for disbursements. Timely identification and recording of receipts for income application.

- Daily review of zero-balance account bank statements in Atlas to monitor imprest level; identification and recording of contributions.

- Alternate to Finance Team Leader as primary contact with local bank management on routine operational matters including negotiation of exchange rate on replenishment. May serve as member of bank signatory panel upon decision of Resident Representative.

- Transaction and stop payment initiation on internet banking systems.

- Approval and submission of monthly UN exchange rate report to Treasury.

- Timely and accurate preparation of bank reconciliations.

- Selecting bank transfers and deals for approval and settlements.

- Alternate to Finance Specialist performing paycycle manager role in Atlas.

- Timely preparation of monthly cashflow forecast for use by Finance Specialist. Liaison with UN Agencies to obtain estimate of their cash requirements.

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

- Organization of trainings for the operations/ projects staff on Finance.

- Synthesis of lessons learnt and best practices in Finance.

- Sound contributions to knowledge networks and communities of practice.

IV. Impact of Results

The key results have an impact on the overall CO efficiency in financial resources management and success in implementation of operational strategies. Accurate analysis and presentation of financial information enhances UNDP credibility in use of financial resources and proper financial process management. The information provided facilitates decision making of the management.

V. Competencies

Corporate Competencies:

- Demonstrates commitment to UNDPs 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

- Encourages office staff to share knowledge and contribute to UNDP practice areasq 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 broad range of specialized activities related to financial resources management, including formulating budgets, maintaining Accounts Receivables and Accounts Payables, cash flow projections and management, financial reporting, etc.

- Sound knowledge of financial rules and regulations

- Strong IT skills and Atlas knowledge

- Ability to provide input to business processes re-engineering, implementation of new system

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

- Demonstrates openness to change and ability to manage complexity

UNDP Accounting and Finance Training and certification.

VI. Recruitment Qualifications

Education:

Minimum University Degree in Accounting, Business or Public Administration.

Experience:

5 to 7 years of progressively responsible finance experience is required at the national or international level. Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of spreadsheet and database packages, experience in handling of web based management systems .

Language Requirements:

Fluency (both written and spoken) in English. Ability to communicate in at least one national language.

Other Skills

Excellent IT and Writing Skills

APPLICATION PROCEDURE

Applications should be clearly marked (Finance Associate) and addressed to:

Head of Project Implementation Support Unit(PISU)United Nations Development Programme76 Wilkinson RoadFreetown

All applications MUST be submitted on or before Friday 07 May, 2010 at 12:00 noon prompt.


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