Fts Administration Assistant

Details

Mission and objectives

UNISFA was established in July 2011 under authority of the UN Department of Peacekeeping Operations (DPKO). UNISFA is mandated to Strengthen the capacity of the Abyei Police Service (APS) by providing support, including the training of personnel, and coordinate with the APS on matters of law and order, Monitor and verify the redeployment of armed forces from the Abyei area in accordance with the 20 June 2011 Agreement, Provide de-mining assistance and technical advice, Facilitate the delivery of humanitarian aid and free movement of humanitarian personnel in coordination with relevant Abyei Area bodies, When requested and in cooperation with the APS, provide security for oil infrastructure in the Abyei Administrative Area (AAA) and later to organize the referendum The Council also authorized UNISFA under Chapter VII to: • Protect UN Personnel, facilities, installations, and equipment. • Ensure the security and freedom of UN and humanitarian personnel and members of the Joint Military Observers Committee and Joint Military Observer Teams established by the 20 June Agreement. • Protect civilians under imminent threat of physical violence; and protect the Area from incursions by unauthorized elements and ensure security.

Context

United Nations Volunteers Programme, by agreement with the UN Department of Operational Support (DOS) and Peacekeeping Operations (DPKO), deploys UN Volunteers to support DOS/DPKO peace operations in a range of countries. Within this framework, UNV maintains a Field Office to support UNISFA (United Nations Interim Security Force for Abyei). This position is in the United Nations Interim Security Force for Abyei (UNISFA). The UNV FTS Administration Assistant-reports to the Chief Field Technology Service

Task description

• Collaborate with team members to contribute to the development of comprehensive work plans and budgets, ensuring alignment with organizational goals and priorities. • Regularly monitor budget execution, meticulously assessing various budgets. Proactively identify opportunities for resource reallocation to optimize efficiency and promptly implement approved adjustments. • Work closely with managers to assist in articulating resource requirements for budget submissions. Provide insightful analysis to enhance the accuracy and completeness of budget proposals. • Take charge of the entire process of acquisitions and procurement of equipment and services, ensuring a seamless and cost-effective approach. Process invoices with precision, acting as a focal point for communication with vendors. • Oversee the attendance records of contractors and maintain a systematic record of their performance evaluations. Facilitate the processing of visas for contractors and provide guidance to staff on visa-related matters and other pertinent rules and regulations. • Coordinate the induction and orientation process for new contractors, ensuring a smooth integration into the team. Act as a reliable point of contact for any queries or concerns they may have. • In collaboration with relevant stakeholders, coordinate training initiatives for staff within the designated area of responsibility, fostering continuous learning and development. • Forge a strong partnership with the human resources department to coordinate administrative matters such as recruitment, placement, relocation, performance appraisal, and training. Uphold consistency in the application of UN rules and procedures. • Draft clear and concise memos and faxes for outgoing correspondence related to the FTS, demonstrating excellent communication skills and attention to detail. • Assume responsibility for reviewing and verifying the availability of funds for all requisitions, ensuring accurate charging of the correct object of expenditure. Regularly update allotments and exchange rates within relevant systems. • Monitor extra-budgetary resources meticulously, reviewing agreements and cost plans. Ensure compliance with regulations, rules, and established policies and procedures. • Play a crucial role in the preparation of year-end budget performance report submissions, providing valuable insights into variances between approved budgets and actual expenditures. • Foster effective communication and collaboration by coordinating with FTS units and maintaining strong connections with team members at MHQ, Sectors, and team sites. • Undertake additional administrative duties as required, including managing operational travel programs, monitoring accounts and payments to vendors and individual contractors, overseeing physical space planning, and identifying office technology needs. • Organize and coordinate seminars and conferences, showcasing excellent organizational and event management skills. Furthermore, UNVs are encouraged to: • Strengthen their knowledge and understanding of the concept of volunteerism by reading relevant UNV and external publications. They should actively participate in UNV activities, such as events that mark International Volunteer Day (IVD). • Familiarize themselves with and build on traditional and/or local forms of volunteerism in the host country. • Engage in reflection on the type and quality of voluntary action they are undertaking. This includes participating in ongoing reflection activities. • Contribute articles or write-ups on field experiences and submit them for UNV publications, websites, newsletters, press releases, etc. • Assist with the UNV Buddy Programme, offering support and guidance to newly arrived UNVs. • Promote or provide advice to local groups on the use of online volunteering. They should also encourage relevant local individuals and organizations to use the UNV Online Volunteering service whenever technically possible. Results/Expected Output: The incumbent is expected to achieve the following results and contribute to the success of the organization's volunteerism initiatives: • Collaborate on work plan and budget development. • Monitor budget regularly, suggest reallocations, and implement as needed. • Aid managers in resource requirements for budget submissions. • Track budget implementation and suggest fund reallocations. • Finalize budget performance reports, analyzing variances. • Manage acquisitions/procurement and process invoices. • Maintain contractor records, process visas, and handle orientations. • Coordinate staff training and liaise with HR on admin matters. • Draft correspondence and ensure accurate fund availability. • Monitor extra-budgetary resources, ensuring compliance. • Assist in year-end budget performance report submissions. • Coordinate with FTS units and liaise with team members. • Handle accounts, vendor payments, space planning, and tech needs. • Organize seminars and conferences.