Administrative Assistant – FAO – Multiple Locations

Administrative Assistant – FAO – Multiple Locations

Tasks and Responsibilities

Administration
  • Setting up and managing the project’s hub offices
  • Organize all project folders including the project budget file
  • Set up and maintain computer files in a logical and transparent manner
  • Assist in the scheduling and preparation of meetings and take minutes
  • Assist in the preparation and reviewing of  Letters of Agreement and the routing for clearance/approval
  • Draft contracts and explain content to counterparts if necessary
  • Assist in the preparation of reports, including Quarterly Project Implementation Reports
  • Create and maintain HR records for all project staff including consultants
  • Organize all travel related to the project
  • Set up a scheme for day to day office running
  • Review the project vehicle log books and fuel consumption and make timely requests for fuel replenishment
  • Maintain an up-to-date record of the project´s inventory
  • Assist the Project Coordinator, Operations Officer and other project staff in liaising with all partners particularly Government Agencies, facilitating good communication between all staff and stakeholders of the project.
  • Prepare and submit procurement related documentation to the procurement panel
  • Use online administrative systems in support of project implementation
Accounting
  • Maintain financial records and monitor systems to reconcile expenditure with account balances
  • Prepare recurring Operational Cash Advance for the project
  • Prepare and submit payment requests ensuring that all supporting documentation is attached
  • Assist the CTA/ hub coordinator in budgetary control by providing up-to-date information
  • Perform other duties as required and requested by the CTA and the Operations Officer

Minimum Requirements   

  • Secondary School Diploma, management or accounting certificate is an advantage
  • At least two years’ experience working with administrative, logistics or operations role;
  • Portuguese language skills preferential, English language skills is an asset.
  • National of Mozambique

Technical/Functional Skills

  • Work experience in more than one location or area of work
  • Extent and relevance of experience in field based projects
  • Extent and relevance of experience working with communities or forest projects
  • Standard computer skills required;
  • Ability to identify and resolve problems expeditiously and pragmatically; tact, initiative and sound judgment;
  • Ability to establish and maintain good working relations with people or different national and cultural backgrounds;
Closing date for applications 17 December 2019 before midnight.

Information Management Officer – UNOPS – Erbil, Iraq

Information Management Officer – UNOPS – Erbil, Iraq

Functional Responsibilities

With the aim of strengthening data analysis and  the quality of communications and reporting services provided by the project as well as the internal capacity of the IIC,  the Information Management Officer will perform the following duties with transparency and integrity, and in adherence to the humanitarian standards for information management as provided by the Active Learning Network for Accountability and Performance (ALNAP), the Inter-Agency Standing Committee (IASC) and the Sphere Handbook.

Consultancy Objectives

The Information Management Officer will:

  • Work in partnership with the Information Management and Reporting Officer in regular duties and responsibilities, including, but not limited to: data cleaning and preparation, data processing and analysis, oversight and maintenance of internal data collection and management systems, production of ad-hoc and regular reports, as well as representation and/or presentation of IIC materials at relevant meetings.
  • Develop strong relationships with reporting partners to ensure management and feedback of information gathered by the IIC is captured and documented. This requires a thorough review and understanding of the current communication procedures and an alignment of all activities with the objectives of the IIC in closing the feedback loop to affected populations.
  • Document the impact of the IIC as an accountability mechanism in the response by developing a technical analysis plan in alignment with existing reporting indicators and new/thematic indicators as needs arise, which will include, but are not limited to: changes in partners’ programming, availability of services/feedback mechanisms to the affected population, as well as the timeliness of referrals on responsive/corrective action as a result of information shared by the  IIC.
  • Meet multiple reporting deadlines for a variety of clients and through a range of mediums where required. The incumbent must have proven experience in producing high-quality reports, requiring: strong English-language skills that translate complex ideas into simple messages; excellent design skills and proven knowledge of design software such as Adobe Creative Suites (InDesign, Illustrator, Photoshop); and strong experience in information management software, including Excel as a minimum standard.  Audio-visual experience is an asset.
  • Strengthen the Iraq IIC’s ability to promote and enhance Accountability to Affected Populations through the provision of timely, accurate, and relevant information sharing, and in particular through the documentation of impact as mentioned below.
Deliverables

The Information Management Officer will conduct the following tasks:

  • Support the Information Management and Reporting Officer in the regular revision and implementation of internal and external information structures, policies and standard operating procedures to facilitate, support, and promote data analyse and information sharing within the humanitarian and wider community.
  • Establish and maintain effective relationships with stakeholders. Support and act where required as the accountability focal point between partners and the IIC and ensure information flows in accordance with established information management and reporting standards and procedures.
  • Represent the IIC at meetings upon request, including but not limited to cluster-level meetings. Design and deliver cluster-specific, and other tailored presentations as required
  • Conduct daily and weekly analysis of call log, tracking cases referred to partners and their level of feedback as it comes in. Document this feedback from partners in a systematic way to facilitate analysis and reporting of impact and support the overall accountability of humanitarian actors to the affected population.
  • Draft and edit promotional and/or communication materials/documents and strategy to raise the profile of the call centre among affected populations and humanitarian actors (nationally and globally), including communicating updates to Headquarters in Copenhagen.
  • Document and perform regular analysis of the IIC’s impact on the response, including operational developments, achievements, constraints, concerns, and requests for support.
  • Applying appropriate statistical principles, identify, analyse, and interpret trends or patterns in complex IIC datasets
  • Explore and apply new data visualization techniques to increase insight and visibility to data trends and associated opportunities, challenges and priorities.
  • Assist in the preparation of a range of written communication documents (such as reports, letters, emails and presentations) for internal and external project stakeholders as needed.
  • Draft and assemble materials for internal and external meetings, as required.
  • Perform any duty required by his/her direct supervisor.
  • Daily activities include but are not limited to:
    • Reviewing the call log for urgent cases and sharing them through the standardised referral pathways for follow-up,
    • Actively engage with partners to gather feedback on previously referred cases,
    • Document cases and feedback for regular impact analysis,
    • Analyse data and identify trends for ad-hoc reporting,
    • Update standard operator procedures/guidelines in handling calls as required by the team Supervisor and Project Manager,
    • Communicate with partners to update the IIC’s directory for humanitarian services.
    • The interview process will include a technical examination and a phone interview.

Education/Experience/Language requirements

Education
  • Master’s degree in Statistics, Sociology with quantitative and qualitative research background, Economics with Econometrics background, Science disciplines with strong data analytics background (mathematics, physics, biology, etc) from an accredited academic institution with five years of relevant professional experience (research experience will be also taken into account in lieu of work experience).
  • Or University Bachelor degree in the above fields with seven years of relevant professional experience. Additional experience within the international development and/or humanitarian sector will be an added advantage.
Work Experience

Required

  • Strong background in data collection, data analysis and presentation
  • Strong knowledge of quantitative and qualitative research methods
  • At ease making public presentations and liaising with external stakeholders
  • Strong experience in usage of Microsoft Office software package
  • Strong experience in advanced Excel techniques (Power Query, DAX, Power Pivot)
  • Strong experience in data visualization tools (Power Bi, Tableau, R)
  • Good experience in usage of Adobe products, in particular Illustrator and InDesign
  • Knowledge of Accountability to Affected Populations, and Communicating with Communities

Desired

  • Experience in advanced data analytics tools such as R, Stata, SPSS, Python for data science
  • Some web development experience also an advantage
  • Experience working in the humanitarian field, preferably including the Middle East
  • Knowledge of current political, economic, and social fabric of Iraq
  • Working knowledge of communicating with disaster affected populations and protection response infrastructure
  • Duration and Timeline
  • initial two-month contract, with possibility to extend for up to one year depending on performance
  • Qualified candidates are requested to submit:
  • CV indicating necessary qualifications and all relevant experience
  • Cover letter demonstrating relevant experience
  • Two (2) examples of previous work relating to IM/data collection, analysis and/or visualization
  • A written technical examination and a verbal interview will be offered to shortlisted candidates
Closing date for applications 11 December 2019 before midnight [Copenhagen Time].

Accountant – WorldFish – Batu Maung, Malaysia

Accountant – WorldFish – Batu Maung, Malaysia

Key Responsibilities

  • Act as manager of financial systems and a senior team member as well as supervising junior staff and ensuring a positive team ethos in Timor Leste office.
  • Work with senior finance staff to develop new audit-compliant payment, finance and account keeping systems for the Timor-Leste office.
  • Ensure financial records are submitted on time using online systems or to donors in compliance with WorldFish/ donor’s Financial Rules and Regulations.
  • Ensure that project expenses are accounted for accurately in the system, and reported to the donor completely, according to agreed timelines and procedures.
  • Assist in project management, project administration and logistics from project initiation to project closure including, but not limited to, maintaining proper project accounting files and master data, maintaining asset registers, responding to external and internal queries.
  • Handle proper accounting and administration of the General Ledger through posting of accounting journals on daily basis and timely closing of monthly accounts in OCS.
  • Ensure timely administration of payroll, banking and disbursement services to all personnel whose payroll is administered by Timor-Leste country office.
  • Report to the Country Coordinator, Research Leader or Project Leaders the remaining funding available for projects on quarterly basis or on an ad-hoc basis as requested.
  • Support all relevant units in the budgeting and forecasting process.
  • Ensure timely reconciliation of bank accounts, project subsidiary ledgers and records to control accounts and with relevant parties, where applicable.
  • Support the management of cash transactions on OCS on a monthly basis.
  • Maintain and monitor cash flow to ensure adequate fund balance in the bank to run the office including timely fund request, verify and analyse collaborators’, partners’ and consultants’ expense liquidations, and disbursements to collaborators, partners, consultants and service providers.
  • Ensure financial reporting and liquidation in accordance with guidelines and policy of donors, CGIAR and WorldFish.

Requirements

  • Degree in Accountancy with at least 3 years post-graduate experience and worked for a USAID/EU donor funded project in a similar capacity.
  • A full member of an international professional accountancy body, e.g. ACCA, CIMA or similar.
  • Minimum 3 years’ of relevant work experience of which at least 2 years is in the international non-profit organization.
  • Conversant with international accounting standards i.e. IFRS / IAS and donor rules and regulations (USAID / EU) relating to project/program accounting and financial reporting.
  • Good interpersonal skills and able to work with staff at different levels of seniority.
  • Strong sense of professionalism, business ethics and integrity.
  • Good command of English (both verbal and written).
  • Hands-on experience with reputable ERP systems such as Oracle or SAP.
  • Good working knowledge of Microsoft Office and Teams applications.
Closing date for applications 20 December 2019 before midnight.