Under the direct supervision of the Chief Technical Advisor (Team Leader) for oPt, guided by the HABITAT Programme Managers (Deputy Team leaders) for respectively the West Bank and the Gaza Strip, working closely with the projects managers in the oPt, and advised by the relevant PMO in the Regional Office for Africa and Arab States (ROAAS) on respecting UN rules and regulations, the incumbent will assist with UN-HABITAT activities in oPt in matters related to finance, administration and logistical support services.
The specific duties and responsibilities include:
Financial/administrative management
· Assists in the monitoring and evaluation of programmes/projects; categorizes, updates, tracks and analyses data related to programmes/projects, e.g. accounting records, outputs, resources utilized, deviations/revisions, etc.; carries out periodic status reviews, identifies issues and initiates requisite follow-up actions; prepares revised budget estimates; reports on budget revisions, expenditures and obligations, verifies availability of funds; ensures necessary approval and entry in computerized budget system; initiates financial authorizations for expenditures.
· Serves as focal point for coordination, monitoring and expedition of programme/project implementation activities, involving extensive liaison with divers organisational units to initiate requests, obtain necessary clearances, process and follow-up on administrative actions and resolve issues related to project implementation, e.g. recruitment and appointment of personnel, travel arrangements, authorization of payments, disbursement of funds, procurement of equipment and services, etc.
· Assists in the preparation and analysis of programme/project budget proposals; provides assistance in the interpretation of budget guidelines; reviews and coordinates submissions of programme proposals and budget estimates, ensuring that requisite information is included and justified in terms of proposed activities; propose adjustments as necessary; prepares reports and ensures that outputs/services are properly categorized.
· Ensure that proper tracking systems are in place to monitor timely and transparent processing of all transactions between the oPt Programme office, UNDP-PAPP, ROAAS, UN-HABITAT’s Programme Support Division (PSD) and UNON;
· Set up and maintenance of internal expenditures control system which ensures that the actual status of expenditure can be checked at all times (shadow budgets), vouchers processed are matched and completed, transactions are correctly recorded and posted in Atlas at UNDP-PAPP and IMIS at ROAAS; payrolls are dully prepared; travel claims, and other entitlements are duly processed;
· Administer petty cash accounts;
Procurement of goods and services
· Administration of procurement and contracting procedures for the programme, including consolidation of procurement plans initiated by the project managers;
· Follow up on procedures pertaining to the management of tenders, subcontracts and agreements of cooperation; Ensures timely submission of supporting documents for processing of staff and sub-contract payments, awarding and amending of contracts.
· Initial certification of payments for contractual services, including supply of goods, contractual works, consultancy services, institutional services, initiated by the Project Managers and preparation of necessary requests for signature by the CTA for payment authorisations for UNDP and/or ROAAS, as applicable.
Other
· Drafts correspondence and communications related to all aspects of programme/project administration, including work plan and budgets, revisions and other related issues, as well as prepares unit contributions for a variety of periodic reports;
· Maintain an up-to-date inventory of all assets of UN-HABITAT within the oPt;
· Monitor use of UN-HABITAT vehicles according to the applicable UN rules and regulations;
· Assist in the coordination, supervision and management of national staff responsible for project finance, administration and logistics at project level;
· Prepares, maintains and updates files (electronic and paper) and internal databases; designs and generates a variety of periodic and ad hoc reports, statistical tables, graphic content, and other background materials/notes to facilitate inspection and other reviews.
· Perform any relevant duties and responsibilities as requested by the CTA. | 
