Administrative and Finance Officer

Volunteering Admin Finance & Economy

Overview

Provide administrative and financial support and ensure compliance with UNICEF regulations.

You have:

• Minimum of 5 years of relevant experience in administration and finance operations.
• Advanced knowledge of Microsoft Office, especially Excel required.
• Experience in database and ERP systems, preferably SAP financial modules considered an asset.
• Experience in international organization and/or large corporation is preferred.
• Experience with IPSAS and/or IFRS considered an asset.

Contract

This is a UNV National Specialist contract. This kind of contract is known as National UN Volunteer. It is normally only for nationals. More about UNV National Specialist contracts.

Under the supervision of the Operations manager, the Administrative and Finance Officer is responsible for providing support to the supervisors and colleagues in the office by administering and executing a variety of professional and technical financial and administrative transactions and processes, applying theoretical skills and thorough knowledge of organizational goals, objectives, rules, regulations, policies, and procedures to complete the tasks. The Administrative and Finance Officer will be responsible for planning and guiding work in progress, reviewing work completed to verify accuracy and compliance in the area of accounting, liabilities and income and monitors the appropriate disbursements of funds and payment accounts in accordance with International Public Sector Accounting Standards (IPSAS), UNICEF Financial Regulations and Rules, policies, procedures, guidelines, standards of accountability, and ethics. He/She ensures the office’s administrative operations and services are in compliance with the organization's administrative policy, procedures, rules and regulations.

a) Policy, procedures and strategies b) Support to financial planning and management c) Control of accounts d) Administrative support and services e) Treasury and cash management f) Knowledge, partnership capacity building g) Performs any other duties and responsibilities assigned as required.

a. Policy, procedures and strategies • As functional focal point, accountable for the correct and consistent application of policies and procedures in the assigned administrative and Finance functions through the provision of guidance and support to Contributes to strategic planning and monitoring of administrative matters at country/sub-country level as necessary. Provides practical input on implementation of administrative guidelines, in close coordination with the head of office, operation staff/ supervisor. • Supports supervisor and the head of the office, and updates staff on financial and administrative policies, procedures rules and regulation. Implements the appropriate application and interpretation of administrative rules, regulations, policies and procedures. Briefs and assists arriving and departing staff on basic administrative procedures and requirements. • 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 on administrative matters as required.

b. Support to financial planning and 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. • Provide technical and operational support on the application, interpretation and implementation of operational policies, procedures and guidelines to the Representative and CO colleagues and stakeholders. Resolve routine financial operational issues and/or recommend (and record) deviation from policies and guidelines to meet objectives. • Provide technical support to the programme counterparts/committees, e.g. review budgets and financial plans of implementing partners; monitor compliance with HACT framework, including support to assessments, assurance and capacity development of implementing partners. • Prepare and/or monitor financial exception reports to assess unusual activities and transactions, investigate anomalies, and keep supervisor informed for timely action. • Review financial and reputational risks in the transactions carried out by the office and raise flags when action is needed by management. • Where applicable, support PSFR activities on budget preparation, strategic income projection/ reporting, setting and monitoring performance indicators, revenue and expense reporting, and provide technical advice during strategic planning exercises.

c. Control of accounts • Process and/or review (as per delegated authority) the accurate and timely processing submission of payments (e.g. MIP, travel claims, pension fund, advances to governments etc), journal entries and other financial transactions within scope to the Global Shared Services Center (GSSC), ensuring compliance with budgetary limits, IPSAS and organizational regulations, rules, policies, procedures, standards of accountability, and ethics. Take timely action on outstanding accounts to resolve pending issues. This includes dialogue and follow up with the GSSC to facilitate timely processing of financial transactions submitted to the center. • Process/supervise (as per delegated authority) the disbursement of payments when done locally via bank letters, checks, or petty cash. • Process and supervise cash receipts and reconcile income contributions to ensure their timely deposit and recording in UNICEF systems. • 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. • Prepare or contribute to mandated management/statutory office financial and accounting reports to UNICEF Board/Bodies/Donors, verifying the reliability of data and compliance with organizational guidelines. • Collaborate with oversight bodies (e.g. UNBOA, OIAI, Evaluation Office, JIU, donors, etc.) to provide answers to requests; and engage with the appropriate colleagues to resolve financial observations and recommendations raised in a sustainable and efficient manner. • Complete applicable accounts closure activities (monthly, quarterly and yearly) on a timely basis and per closure instructions. • Examine DCT transactions (transfer, adjustments, reprogramming and liquidation) supporting documents to ensure FACE form has been properly entered into the system and the expenditure is broadly reasonable and in accordance with policy.

d. Administrative support and services • 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.

e. Treasury and cash management • 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 contact with local bank management on routine operational matters. • Submit monthly bank statements to the GSSC for reconciliation and take appropriate corrective actions on findings identified by the Center.

f. Knowledge, partnership capacity building • The ability of the Administrative and Finance Officer to effectively manage and execute financial and administrative transactions and services directly impact on meeting organizational/staff needs and program delivery of goals and objectives. This in turn contributes to maintaining/enhancing the credibility of UNICEF as an effective and responsible manager of resources entrusted to the organization and to furthering UNICEF’s image as a competent organization for delivering cost effective and sustainable program results.

g. Performs any other duties and responsibilities assigned as required • The ability of the Administrative and Finance Officer to effectively manage and execute financial and administrative transactions and services directly impact on meeting organizational/staff needs and program delivery of goals and objectives. This in turn contributes to maintaining/enhancing the credibility of UNICEF as an effective and responsible manager of resources entrusted to the organization and to furthering UNICEF’s image as a competent organization for delivering cost effective and sustainable program results.

Furthermore, UN Volunteers are encouraged to integrate the UN Volunteers programme mandate within their assignment and promote voluntary action through engagement with communities in the course of their work. As such, UN Volunteers should dedicate a part of their working time to some of the following suggested activities: • Strengthen their knowledge and understanding of the concept of volunteerism by reading relevant UNV and external publications and take active part in UNV activities (for instance in events that mark International Volunteer Day); • Contribute articles/write-ups on field experiences and submit them for UNV publications/websites, newsletters, press releases, etc.; • Assist with the UNV Buddy Programme for newly-arrived UN Volunteers;

i) Core Values • Care • Respect • Integrity • Trust • Accountability • Sustainability ii) Core Competencies (For Staff with Supervisory Responsibilities) * • Nurtures, Leads and Manages People (1) • Demonstrates Self Awareness and Ethical Awareness (2) • Works Collaboratively with others (2) • Builds and Maintains Partnerships (2) • Innovates and Embraces Change (2) • Thinks and Acts Strategically (2) • Drive to achieve impactful results (2) • Manages ambiguity and complexity (2)

• administration, finance, accounting, ICT, human resources, supply or any other relevant function. • 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 considered as 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 considered as an asset. • Experience with IPSAS and/or IFRS is considered as an asset.chain operations.

As this is a national UN Volunteer assignment, the UN Volunteer will be responsible for arranging his/her own housing and other living essentials. National UN Volunteers are part of the malicious insurance plan.

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Potential interview questions

Added 1 month ago - Updated 17 days ago - Source: unv.org