The Administrative and Finance Officer reports to the Chief of Operations for general direction and guidance. The Officer is responsible for providing support to Chief of Operations and colleagues in the CO by administering and executing a variety of professional and technical financial transactions and processes, administrative management and procurement applying theoretical skills and thorough knowledge of organizational goals, objectives, rules, regulations, policies and procedures to complete the tasks.
The Administrative and Finance Officer when supervising support staff will be responsible for planning and guiding work in progress and for reviewing work completed by subordinate staff to verify accuracy and compliance with International Public Sector Accounting Standards (IPSAS), UNICEF Administrative, Financial and Procurement related Regulations and Rules, policies, procedures, guidelines and standards of accountability and ethics.
Key Functions, Accountabilities & Related Duties
Summary of key functions/accountabilities:
Support to financial planning and management, control of accounts and cash management
- Provide support to the financial planning process for CPMP by preparing/analyzing financial data/estimates and documentations verifying relevancy, accuracy and completeness to support budget planning. Provide financial operations support throughout the financial planning and implementation process.
- Review budget expenditures according to allotment and codes and verify compliance with guidelines and procedures. Keep stakeholders informed for timely action.
- Monitor and analyze financial transactions, accounting reports and reconciliation of accounts to ensure accurate and current financial information for applicable compliance (e.g. IPSAS, donor reporting, internal policies) and management oversight, planning and/or action.
- Carry out oversight of completion of applicable accounts closure activities (monthly, quarterly and yearly) on a timely basis and per closure instructions.
- Manage bank, petty and cash on hand accounts transactions and operations in accordance with UNICEF/UN financial regulations and rules, policies, procedures and local banking practices. Keep abreast of procedures and regulations regarding maintenance of bank accounts and exchange and interests rates. Keep Supervisor and relevant colleagues informed for timely action.
- Maintain a system to monitor and forecast periodic cash requirements. Provides current information on cash position/forecast to management and make recommendation or take action to ensure sufficient availability of resources for programmes and operations activities.
- Leads the process of submission of monthly bank statements to the GSSC for reconciliation and take appropriate corrective actions on findings identified by the Center.
- Administrative support and services, property management, administrative contract arrangement and control
- Implement sound, accurate supply/logistics management systems, procedures and documentation as well as regular, accurate reporting to maintain the highest level of integrity, standards and accountability
- Policy, procedures and strategies
- Knowledge and capacity building
Administrative support and services, property management, administrative contract arrangement and control
- Undertakes delivery and improvement in administrative support and office services including space management, transport services, vehicle use and maintenance, equipment, conference and travel arrangements, document reproduction, communications, mail and delivery services, local procurement and bill payments of utilities.
- Ensures the timely and cost-effective provision of basic office services including space management, equipment, communications and security to enhance staff safety and productivity.
- Supports the Inter-Agency Operations Management Team's approaches for enhancing UN common services to attain efficiencies and effectiveness.
- Helps negotiate and administer matters relating to office premises, utilities and services with vendors and agencies.
- Supports property management of administrative supplies, office equipment and vehicles, updating inventory of items, serving as ex-officio member to the Property Survey Board where applicable. Assists supervisor in Property Survey Board submissions, preparing minutes of meetings. Assists supervisor in executing PSB recommendations approved by the Head of Office.
- Ensures that all administrative transactions and arrangements of contracts are in compliance with the applicable policies, procedures, rules and regulations.
- Participates in the reviews of the contractual arrangements related to administrative support (i.e. courier, premises maintenance, ancillary administrative support, vehicle maintenance, equipment maintenance etc.) to ensure that the terms and conditions of all contracts are being adhered to by providers of services. Provides support for the negotiation of cost effective administrative contractual arrangements with service providers as well as with implementing partners as required and proposes to supervisor any changes that may be required. Monitors payments against contractual obligations
Implement sound, accurate supply/logistics management systems, procedures and documentation as well as regular, accurate reporting to maintain the highest level of integrity, standards and accountability
- Maintain effective working relations and contact with the Supply Division, Copenhagen, to confer on supply procurement and shipping policies and procedures. Advise the country office on policies and procedures impacting on offshore and local procurement and delivery. Maintain link with Copenhagen on transnational shipments, deliveries, claims and appropriateness of supplies.
- Supervise the staff in preparation of appropriate documentation: cash and supply requisitions, purchase orders, CRC submissions etc.
- Assists in the identification of training needs and plan training activities in supply administration for UNICEF’s staff/consultants and counterparts, to improve supply delivery.
- Leads and supervises the process of local procurement through issuance of tenders, bid adjudication and contract management Identify and recommending potential local suppliers. Puts in place a mechanism to collect and maintain data on and evaluate local supply sources' overall performance, (competitive pricing, product quality and timely delivery). Assess supply operations and control mechanisms and propose appropriate actions.
Policy, procedures and strategies
- As functional focal point, accountable for the correct and consistent application of policies and procedures in the assigned administrative functions through the provision of guidance and support to the country office or sub‑office where applicable.
- Contributes to strategic planning and monitoring of administrative matters at country/sub-country level as necessary. Provides practical input on implementation of guidelines, in close coordination with the head of office, operation staff/ supervisor.
- Supports supervisor and the head of the office, and updates staff on policies, procedures rules and regulation. Implements the appropriate application and interpretation of rules, regulations, policies and procedures.
- Makes specific recommendations on the improvement of systems and internal controls, planning, restructuring and resolution of sensitive issues, taking into account the prevailing conditions in the locality.
- Keeps supervisor abreast of potential problem areas, and identifies and recommends solutions. Prepares reports as required.
Knowledge and capacity building
- Promote culture of highest ethical standards and behavior in management of UNICEF’s resources.
- Support initiatives for management improvement by capturing, institutionalizing and sharing best practices and lessons learned. Recommend improvements in processes and procedures to enhance productivity and performance including implementation of cost saving strategies.
- Participate and/or organize training and learning events to build capacity of staff and stakeholders/partners.
- Support operations of the office as required.
COMPETENCY & LEVEL OF PROFICIENCY REQUIRED
- Diversity and inclusion
- Communication (I)
- Working with people (II)
- Drive for results (II)
- Analyzing (I)
- Applying technical expertise (II)
- Planning and organizing (II)
- Following instructions and procedures (II)
- A University Degree in Business Administration, Management or a related field is required. Education in accounting, financial management or other related financial field is a plus.
- A minimum of 2 years of professional experience. Both national and international work experience in management, administration, finance, accounting, ICT, human resources, supply and/or other related fields. Experience in an international organization and/or large corporation is preferred. Experience in a UN system agency or organization some of which served in a developing country is an asset.
- Advanced knowledge of Microsoft Office, especially Excel required.
- Experience in database packages, web based management systems and ERP systems (preferably SAP financial modules) is an asset.
- Experience with IPSAS and/or IFRS is an asset.
- Fluency in local and English is required. Knowledge of another official UN language is an asset.