Job Description
Duties and Responsibilities
1) Serve as assistant to the Treasurer and point of administrative contact for ensuring the effective and efficient functioning of the office of the Treasury Division and its operations:
- Arrange appointments and meetings.
- Request and process requests for donations from Members States by providing necessary certifications, check/cash deposits.
- Maintain of the filing system and ensure the safekeeping of confidential materials.
- Arrange travel and hotel reservations; prepare travel authorizations, process requests for LP’s, visas, identity cards and other documents.
- Process mail, faxes and maintain office logs of incoming outgoing correspondence.
- Order ZBA cheques for Country Offices.
2) Provide effective administrative support as the Treasury nominated focal person in the following areas:
- Acts as a Buyer in ERP and preparation of POs for travel activities.
- Serve as the Assets Focal person and Leave Monitor for Treasury unit.
- Act as custodian for management of office assets, stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution.
- Follow up on payment deadlines, commitments made, actions taken and coordinate with GSSC KL/CP Voucher and PO Team.
- Document management for HQ, CO bank accounts, bank account certifications to UNDP’s banking partners.
3) Provides support to bank account management:
- Administer and track, as gatekeeper, for bank account additions/closures.
- Maintain the log book and sign-off record of bank account opened, closed.
- Serve as a back up to Treasury Business Support Specialist (post 15321) to open/close bank account in ERP.
Competencies
Core Competencies - UNDP Core Competencies can be found here.
- Achieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline
- Think Innovatively: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline
- Learn Continuously: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline
- Adapt with Agility: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline
- 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
Cross Functional – Business Management- Change Management
- Ability to prepare, support, and help individuals and teams in designing and implementing organizational change
Cross Functional – Business Management- Digital Awareness and Literacy
- Ability and inclination to rapidly adopt new technologies, either through skillful grasping their usage or through understanding their impact and empowering others to use them as needed
Cross Functional – Business Management- Operations Management
- Ability to effectively outline, plan and organize business processes in order to convert its assets into the best results in the most efficient manner.
- Knowledge of relevant concepts and mechanisms
Technical – Operations: Finance- Admin & Operations: Travel Policy & Procedures
- Knowledge of travel policy and procedures; ability to interpret travel policy, the Staff Rules, administrative circulars and financial regulations and rules on travel-related matters
Technical – Operations: Finance - Admin & Operations: Onboarding personnel
- Knowledge of policy and procedures on administrative on-boarding, including issuance of office ID, email address creation, office space, telephone extension, Argus profile set up, issuance of office ICT equipment
Technical – Operations: Finance - Provision of ERP/Argus profiles
- Knowledge of policy and procedures related to processing and granting of appropriate ERP/Argus profiles based on the functional roles including special roles as required and approved by the authorizing official
Technical – Operations: Finance - Utilization of corporate credit card
- Ability to ensure proper use of corporate credit card for official use; knowledge of relevant policy and procedures
Required Skills and Experience
Education:
- Secondary Education with specialized certification in Accounting and/or Finance. University degree in Finance or Accounting desirable.
- Those with professional banking, payments systems and investment back-office certificate from an internationally recognized institute will have a distinct advantage.
Experience:
- Minimum 5 years, or 2 years with a Bachelors’ degree, of prior banking or treasury operations experience required.
- Office administrative management experience.
- Strong interpersonal, verbal, and written communications skills; analytical capabilities will be an added advantage.
Language:
- Fluency in written and spoken English required.
- Knowledge of second UN language will be an added advantage.
