Purpose of the Position
Under the general supervision of the Chief of Operations, and as the manager and functional expert of administrative and financial management services in a large country office, the incumbent is accountable for provision of managerial leadership and policy guidance for achievement of effective administrative and financial service management and staff capacity development. Ensures management of administrative and finance staff for cost effective, quality and efficient administrative and financial operations in support of office country programme. Ensures that the office’s administrative and financial operations and services are in compliance with the organization's administrative and financial policy, procedures, rules and regulations.
Key Expected Results
- Policy, procedures and strategies
As technical manager, accountable for the correct and consistent application of policies and procedures in the management of administrative and financial functions through the provision of technical leadership, guidance and support to the country office and sub-offices where applicable.
Contributes to global, regional and country strategic planning and policy changes/formulation on administrative and financial matters as necessary. Provides technical input to the establishment of administrative and financial guidelines in close coordination with the head of office, Chief of Operations and DFAM.
Advises the head of the office and updates staff on administrative and financial policies, procedures, rules and regulations, providing authoritative advice and administrative and financial support. Decides on the appropriate application and interpretation of administrative and financial rules, regulations, policies and procedures. Ensures arriving and departing staff are briefed on administrative and financial procedures and requirements.
Coordinates with the Regional and HQ Divisions to support policy reform in the area of administrative and financial service management; advises on the applicability of new policy directives at the country level. Makes substantive 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 the supervisor abreast of potential problem areas, and identifies and recommends solutions. Prepares reports on administrative and financial matters.
Oversees administrative and financial support and services to field offices and sub-offices. Undertakes missions to field locations to review administrative and financial arrangements and makes appropriate recommendations as required.
- The budget preparation and implementation are properly administered, monitored and controlled in the area of administrative management and services.
Manages the budget in close coordination with the Chief of Operations to ensure that objectives stipulated early in the fiscal year are realized for smooth operations of the Country Office/sub-offices, where applicable.
Recommends and prepares estimates on office premises, supplies and equipment requirements for budget preparation purposes. Assists zone offices in the establishment and maintenance of administrative and financial services. Prepares, monitors and controls the support budget.
- Administrative support and services
Ensures timely and effective delivery and improvement in administrative support and office services for enhanced quality, efficiency and cost effectiveness, 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.
Manages properties of administrative supplies, office equipment and vehicles, updating inventory of items, serving as ex-officio member to the Property Survey Board and ensuring follow-up action.
Prepares Property Survey Board submissions for the head of office or Chief of Operations, prepares minutes of meetings and assists 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.
- Partnership, coordination and collaboration
Develops and maintains effective working relations with other agencies, local authorities and implementing partners relating to administrative matters for enhancement of information exchange, collaboration, and harmonization.
Cooperates and coordinates with other UN agency counterparts in the UN reform initiatives (including common services and premises agenda, etc.).
- Accounting, financial and budgetary transactions and control.
Ensures the control and operation of bank accounts are in accordance with UN/UNICEF financial rules and regulations and local banking practices. Ensures up to date information on the cash position or status of such accounts. Manage bank reconciliation activities and keeps abreast of all procedures and regulations regarding the maintenance of bank accounts.
Ensures accurate and timely processing and recording of disbursements and payments e.g. MIP, travel claims, pension fund, insurance, advances to government etc, in accordance with established rules, regulations, systems and within budgetary limits. Also, ensure recovery of advances and accounts receivable.
Monitor financial transactions and accounting reports, and reconciliations of accounts to ensure accurate and up-to-date financial information. Prepare required reports and statements for Head of Office and HQ.
Manage Vision finance module, provide training and orientation to staff on its use and coordinate with IT staff on technical adjustments or irregularities.
Undertake visits to regions to provide accounting and finance training to counterparts and support, establish and/or review systems and procedures for compliance with rules and regulations, and prepare report and recommendations.
Participate in country programme strategy, development, planning and preview/review meetings to identify financial and administrative requirements.
Advise and recommend to the Chief of Operations when deviation from rules and regulations may be required and propose alternative solutions through the Representative to HQ to meet office objectives.
Supervise the Finance unit staff and ensures that UNICEF’s Financial & Hunan Resources Rules & Regulations, Policies and procedures and day to day guidelines are complied with. And ensures that all tasks necessary to satisfy the reporting obligations of the unit are carried out.
- Performs any other duties and responsibilities assigned as required.
Provides quality services to beneficiaries in a timely and cost effective manner by performing additional duties and responsibilities assigned in conformance with the policy, standards, rules and regulations.
Qualifications of Successful Candidate
Advanced university degree in social sciences, business management, administration, finance, or any other relevant field of discipline.
Eight years of relevant work experience.
Both national and international work experience in administrative and financial management
Work experience in emergency duty stations.
Fluency in English and another UN language. Knowledge of the local working language of the duty station is an asset.
Competencies of Successful Candidate
Communicates effectively to varied audiences, including during formal public speaking.
Sets high standards for quality of work and consistently achieves project goals.
Able to work effectively in a multi-cultural environment.
Analyzes and integrates potentially conflicting numerical, verbal and other data from a number of sources.
Demonstrates and shares detailed technical knowledge and expertise.
Ensures that team or department follows relevant company policies and procedures.
Sets, develops and revises organizational strategy and develops clear visions of the organization’s future potential.
Has good leadership and supervisory skills; co-ordinates group activities, ensuring that roles within the team are clear.
Sets clearly defined objectives and produces comprehensive project plans for the organization.
If you want a challenging career while improving the lives of children around the world UNICEF, the leading children's rights organization, would like to hear from you.
Visit us at www.unicef.org/about/employ to register in our new e-Recruitment system and apply to this vacancy, quoting E-VN-2012-000774. Applications must be received by 7 June 2012.
IMPORTANT: As part of your applicant online profile on the UNICEF site, please make sure your select “Release Profile” under Candidate Profile/Overview & Release.
Please note that only candidates who are under serious consideration will be contacted.
In the selection of its staff, UNICEF is committed to gender balance and diversity without distinction as to race, sex or religion, and without discrimination of persons with disabilities. Well qualified candidates are strongly encouraged to apply.
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