The Department of Safety and Security (UNDSS) is responsible for providing leadership, operational support and oversight of the United Nations security management system (UNSMS) globally. As a global leader in security risk management principles, UNDSS enables the safe and effective delivery of United Nations programmes and activities in the most complex and challenging environments, while maximizing precious resources. To this end, the work of the Department is aligned under a clear mission, to enable United Nations system programme activities through trusted security leadership and solutions. UNDSS Sudan is supporting the UN Agencies and International Non-Governmental organizations (INGOs) and International Organisations (IOs) so as to enable them to conduct their operations in the safest way possible. The position is locally administered by UNDP but financed by the United Nations Department of Safety and Security (UNDSS) from USAID Grant 2022/23 for Saving Lives Together (SLT) Project. The duration of the position is through June 2023. The contracts may be extended subject to the availability of funds, satisfactory performance and a continuing need for the post.
Under the guidance and supervision of the Chief Security Adviser and FSCo Team leader, the Admin and Finance Assistant ensures effective execution of both admin and financial services in the SLT Project budget. The Admin /Finance Assistant promotes a client-oriented approach consistent with UNDP rules and regulations. The Admin/Finance Assistant will work in close collaboration with AFP operation managers, programme and projects’ staff in the field in order to resolve Admin and finance-related issues and information exchange related to the SLT Project Budget.
Duties and Responsibilities
Summary of Key Functions:
The incumbent will be based in Khartoum, with regular travel to the field offices country wide. He/she will be responsible for the following duties:
Proper control of the supporting documents for payments and financial reports for the SLT Project budget including preparation of all types of vouchers for overtime, pay cycle and payments execution.
Maintenance of 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 and processed; travel claims, MPOs, overtime and other entitlements are duly processed.
Timely accounts closure.
Coordination of assets management under the SLT Project, timely preparation, and submission of periodic inventory reports.
Maintenance of administrative control records such as commitments and expenditures.
Confirmation of availability of funds prior to review by the CSA and FSCO Team Leader.
Maintenance of data integrity in the database, control programme; analysis of results and initiation of corrective actions when necessary.
The incumbent will be based in Khartoum, with regular travel to the field offices country wide. He/she will be responsible for the following duties:
Timely preparation of cost-recovery bills in Atlas for the services provided to UN Entities, implementation of the income tracking system and follow up on recovery.
Proper control of the supporting documents for payments and financial reports for the SLT Project budget including preparation of all types of vouchers for overtime, pay cycle and payments execution.
Maintenance of 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 and processed; travel claims, MPOs, overtime and other entitlements are duly processed.
Performs other duties as assigned
Required Skills and Experience
Education:
Secondary Education with specialized certification in Administration Accounting and Finance. University Degree in Economics, Business or Public Administration would be desirable.
Experience:
5 years of progressively responsible in admin/ 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.
