Monitors compliance with all operational systems and policies and procedures. Establishes relevant internal controls. Ensures accuracy, promptness and appropriateness of information, and reports to the Head of Office and Country Office, when required.
Certify and confirm operational transactions through the interpretation and determination of applicable policies, procedures, rules and regulations (e.g. bank accounts, disbursements within authorized limits, contractual agreements, Human resources administration, purchase of supplies and equipment).
Ensure the implementation and monitoring of HACT in providing training and orientation to staff members and partners. Ensure financial advance activities are properly carried out. Supervises the financial assessment of partners. Prepares realistic weekly cash forecast in consultation with prgoramme colleagues.
Participates in the field office and country Prgoramme and strategy, development, planning and preview/review meetings to identify staffing, administrative and operational requirements.
Review office structures and operations, and update job descriptions prior to budget preparation in line with the country Programme commitment. Prepares budget and the accompanying justification and documentation. Monitors and controls budget allotment and disbursement.
Arranges operational facilities with government authorities (e.g. customs, visas, protocol, security, accommodations.
Advises and recommends to the Head of Office when deviation from the rules and regulations may be required, and proposes alternative solutions to meet office objectives. Keep abreast of changes in business practices due to UN Reform, IPSAS, HACT, etc.
Participates in the field office and country Programme strategy, development, planning and preview/review meetings to identify staffing, administrative and operational requirements.
Implements a plan for office automation, which includes supervision of installation and/or adjustments of global computer systems, acquisitions and maintenance of hardware/software and training of staff.
Ensures the acquisition of all expendable and non-expendable property (administrative and/or Programme supplies), ensuring that procurement is made according to the organization?s rules, regulations and procedures. Controls inventory, its utilization and disposal.
HR Management: Manages recruitment of staff in an appropriate and timely manner in coordination with the country office. Provides staff briefing and orientation regarding all of the operational areas. Also provides counseling on personnel-related issues, including career development. Liaise with Country Office on all learning/development requirements.
Identifies and proposes appropriate office accommodations, ensures maintenance of premises, security of staff, equipment and supplies.
Act as the Security Focal Point in the Field Office. Ensure MOSS compliance of premises, vehicles, etc.
Supervises the procurement activities as per Field Office Units and management of warehouses.