UN Clinic Administrative and Finance Assistant at United Nations Development Programme -Rwanda : Deadline: 16-07-2022

I. Position Information

Job Title: UN Clinic Administrative and Finance Assistant

Department: Rwanda/ RBA 

Reports to: UN Clinic Doctor

Grade Level: G5

Bureau: RBA

Direct Reports:

Position Number: 00100883

Position designation:

with no mobility requirement

Duty Station: Kigali/ Rwanda

Career Track: General Service

Career Stream: Corporate Operations –General administration

Contract Modality: FTA Local

Contract Duration: 1-year FTA

II. Background and Organizational Context

Under the guidance and supervision of the UN Physician, the Administrative and Finance Assistant provides support to the UN Clinic administrative and finance operations/services performing a variety of standard processes ensuring high quality and accuracy of work. The Administrative and Finance Assistant promotes a client, quality and results-oriented approach. The Administrative and Finance Assistant works in close collaboration with UNDP operations’ staff of the UNDP Country Office (CO) to exchange information and ensure consistent service delivery

III. Position Purpose

Provision of financial services ensuring high quality, accuracy and consistency of work.

IV. Key Duties and Accountabilities

1.) Implementation of operational strategies

Example of Duties:

• Full compliance of administrative and finance activities of the UN Clinic with UN/UNDP rules, regulations, policies and strategies.
• Input to the Clinic’s business processes mapping and elaboration of the content of internal Standard Operating Procedures in collaboration with the UN Physician

2.) Ensures an optimal cost-recovery system

Example of Duties:

Ensures functioning of the optimal cost-recovery system focusing on achievement of the following results:

• Provision of inputs for preparation of cost-recovery bills in Atlas for the services provided by UNDP, follow up on cost recovery
• Preparation of bills to Insurance companies for cost-recovery of services provided to clients, as well as follow up on cost recovery.

3.) Ensure Effective Administrative Support and Logistical support, focusing on achievement of the following results:

Example of Duties:

• Provide support to UN Physician in the preparation of the UN Clinic annual work plan, budget and procurement plans.
• Monitor the implementation of work plan and review the financial expenditure and presentation of the status on a quarterly basis
• Manage the petty cash
• Proper recording of clinic income and ensure regular deposits on the UN Clinic bank account
• Support in the preparation of for the Clinic
• Work with clinic technical team to elaborate timely orders of drugs, reagents, vaccines, medical material and office supplies based on the procurement plan
• Assist the procurement team in the process of ordering the elaborated needs
• Organize the reception of items ordered from suppliers and update the records stock
• Conduct the physical count of drugs, vaccines, lab reagents on a monthly basis
• Assist every quarter UNDP logistic team in the physical count of drugs, vaccines and medical consumables
• Ensure a regular vehicles’ maintenance
• Checking and recording of vehicles logbooks and fuel consumption
• Plan and organize the support for the maintenance of lab, IT equipment
• Maintenance of proper filing system for administrative, logistic and financial records
• Assume other duties as assigned by the UN Physician

4) Provides support to office maintenance and assets management, focusing on achievement of the following results:

Example of Duties:

• Maintenance of records on assets management, preparation of reports.
• Maintenance of files and records relevant to office maintenance
• Provision of support to maintenance of common premises and common services

V. Requirements:

Education

• Completion of Secondly Education with specialized certification in Accounting and Finance is required.
• University Degree in Finance, Business or Public Administration will be given due consideration. Qualified Accountant from an Internationally recognized institute of accountancy is required orLong-listed candidates may be required to undergo the UNDP Accountancy & Finance Test (AFT)

Experience, Knowledge, and Skills

• Minimum 5 years with Secondary Education or 2 years with University Degree of relevant experience in administration or programme support service.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.).
• Experience in handling of web-based management systems.
• Language: Fluency in English and working knowledge of French

Expected Demonstration of Competencies

Core

Achieve Results:

LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline

Think Innovatively:

LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements

Learn Continuously

LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback

Adapt with Agility 

LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible

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

VI. Keywords

• Administrative and finance activities
• Cost recovery
• Logistic support
• Asset Management

VII. Signatures- Job Description Certification

Incumbent (if applicable)

Name

Supervisor/ UN Clinic Doctor

Maxwell Gomera                                                     Signature                                         Date

Resident Representative