DiUNODC technical assistance activities in the Middle East and North Africa (MENA) are undertaken under the broad framework of the Regional Framework for the Arab States (2023-2028). The Regional Framework articulates six focus areas for guiding UNODC-implemented programming at the regional and national levels: 1) A balanced approach to drug control; 2) Strengthening the response to organized crime; 3) Combating trafficking in persons and smuggling of migrants (TIP/SOM); 4) Action against corruption and financial crime; 5) Preventing and countering terrorism and violence; and 6) Strengthening crime/violence prevention and criminal justi
Duties and Responsibilities
Under the direct supervision of the Head of the UNODC Programme Office in Libya, and with the guidance of the Operations Team in ROMENA, the Project Assistants will support the implementation of the UNODC portfolio in Libya notably the above-mentioned projects. This will include:
- Support the development of detailed work plans and accompanying budgets and budget revisions for all project activities for the timely and realistic achievement of the project objectives, and monitor expenditures per funding agreement;
- Monitors status of expenditure and allotments, records variations and updates budget tables, in close cooperation and regular communication with the team at nation, regional level and HQ level;
- Maintaining the internal expenditures control system by ensuring that payments processed are matched and completed, transactions are correctly recorded and posted in the system.
- Monitor the liquidation of project commitments upon completion and the release of committed funds
- Carry out creation of shopping carts and coordinate with ROMENA procurement officer for processes more than USD 10,000;
- Support the creation of travel requests/ expense reports in Umoja;
- Provide support in obtaining visas, arranging transportation and accommodation, etc. for workshops, meetings, conferences, visits of foreign experts, etc;
- Assist POs in maintaining close contact with national partners, UNDP, program partners and other organizations through direct contact, information gathering, recording incoming and outgoing correspondence, preparing draft letters and organizing of meetings;
- Prepares and reviews budget proposals for project documents/ revisions, especially costed workplans/budgets, for completeness and compliance with relevant rules and procedures;
- Support timely project review, revisions, monitoring and completion of related reporting obligations;
- Prepare Payment requests including all the supporting documentation to be submitted to the operations team in ROMENA and monitor the issuance of the payments for goods and services procured and costs incurred for the purposes of the projects;
- Monitor the implementation of the project budget assigned;
- Monitor the liquidation of project commitments upon completion and the release of committed funds.
- Register vendors and suppliers and the corresponding bank accounts in the financial system.
- Prepare administrative and financial reports required by UNODC Headquarters and the donors;
- Coordinate the development of annual procurement plans for all project activities across the MENA region;
- Conduct procurement processes up to USD 10,000 for UNODC and its projects, including issuance of requests for quotations, follow-up with suppliers, evaluation of proposals, issuance of award reports and issuance of purchase orders following the procurement rules established by the United Nations;
- Organize and coordinate the procurement of goods and services pertaining to project activities in MENA and ensure adherence to UN procurement regulations and financial rules in coordination with ROMENA’s main Buyer and UNDP;
- Support the preparation of Terms of Reference for sub-contractors to ensure qualitative procurement of services and support quality assurance of deliverables;
- Prepare and contribute to field missions and capacity-building activities, including the preparation of meetings, training workshops and events in Libya, and carry out logistical and administrative arrangements notably:
- Process Invoices in the SAP Enterprise Resource Planning System (ERP); and follow up with the Regional Office Finance Unit and UNDP to ensure timely processing of invoices, additionally, reconcile UNDP related transactions in the reconciliation portal.
Coordinate with the IT officer on non-expendable equipment, maintain control on it, and conduct a verification every 6 months, including a physical verification if possible. Prepare unofficial translations and, as required, act as an interpreter;
- Perform other functions for the successful implementation of the Programme Office portfolio as might be required in the scope of the current positions;
- Carry out other assignments as required.
Required Skills and Experience
- Bachelor’s degree in economics, finance, management, business administration or any other relevant fields
- 4 years of relevant work experience at the national or international levels is required in the field of administration, project, procurement, finance, and any similar areas.
- Work experience in the United Nations system and/or in a similar international organization is desirable.
Work experience with web-based financial management and Enterprise Resources Planning (ERP) financial management systems is desirable.
Interested candidates should submit their duly filled P.11 form and a cover letter explaining why they think they are the best candidate for the position to firstname.lastname@example.org; by close of business 25.04.2023, writing in the subject line the title of the position. E-mails that do not include the title of the position in the subject line will be disregarded.
Only short-listed candidates will be contacted