Administrative & Finance Officer, NOB, FT Gaziatep Turkey (MENARO)

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UNICEF - United Nations Children's Fund

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Application deadline 2 years ago: Friday 30 Jul 2021 at 11:45 UTC

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Contract

This is a NO-2 contract. This kind of contract is known as National Professional Officers. It is normally only for nationals. It's a staff contract. More about NO-2 contracts.

UNICEF works in some of the world’s toughest places, to reach the world’s most disadvantaged children. To save their lives. To defend their rights. To help them fulfill their potential.

Across 190 countries and territories, we work for every child, everywhere, every day, to build a better world for everyone.

And we never give up.

For every child, ad advocate

As Administrative & Finance Officer in Gaziantep office, the incumbent is accountable for delivery of efficient and cost-effective administrative and financial services, support with the budget management , contribute to the Implementing Partners assurance activities including risk management, providing guidance for operations of administrative support services and management of administrative staff and ensures the office’s administrative operations and services are in compliance with the organization's administrative policy, procedures, rules and regulations.

How can you make a difference?

1. Appropriate interpretation and application of administrative and financial policies and procedures are timely implemented to support operations at the country and sub-country levels.

2. Undertake HACT Assurance Activities (Financial Spot Checks) and support the capacity building activities to implementing partners.

3. The budget preparation and implementation are properly administered, monitored and controlled in the area of administrative and financial management services. Prepare and/or monitor financial exception reports to assess unusual activities and transactions, investigate anomalies, and keep supervisor informed for timely action.

4. Review financial and reputational risks in the transactions carried out by the office and raise flags when action is needed by management.

5. Acting as a Local Focal Point (LFP) for finance starting with the preparation of the needed documentation, submitting requests to the Global Shared Service Center (GSSC), updating files and reports as needed.

6. Management and operations of delivery and improvement in administrative support services are timely and effectively provided, and security arrangements are well established for enhanced safety and security.

7. Property management of administrative supplies, office equipment, vehicles and other properties are effectively performed.

8. All administrative transactions and arrangements of contracts satisfy the requirements as stipulated and are in compliance with the applicable policies, procedures, rules and regulations.

9. Staff capacity is enhanced through active staff learning/development programmes in the area of administrative management and services.

10. Effective working relations are maintained with other agencies, local authorities and implementing partners. 11. Any other assigned administrative management responsibilities and services are effectively carried out and delivered.

KEY ACCOUNTIBILITIES DUTIES AND TASKS

1.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, finance and budget matters at country/sub[1]country level as necessary. Provides practical input on implementation of administrative and financial guidelines, in close coordination with the head of office, operation staff/ supervisor

Supports supervisor and the head of the office, and updates staff on administrative, Finance and budget policies, procedures rules and regulation. Implements the appropriate application and interpretation of administrative and financial rules, regulations, policies and procedures. Briefs and assists arriving and departing staff on basic administrative and budget procedures and requirements

Makes specific recommendations on the improvement of systems and internal controls, risk management, 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 and budget matters as required

Provides administrative support and services to sub-country (zone) offices and out-postings, where applicable, including preparation and funding of service contracts, preparations of PGMs for all administrative supplies and guidance on administrative procedures.

2. Budget management

Monitors the budget in close coordination with supervisor to ensure that objectives stipulated early in the fiscal year are realized for smooth operations of the office including sub-country (zone) offices and out postings where applicable. Recommends and prepares estimates on office premises, supplies and equipment requirements for budget preparation purposes. Assists the office in the establishment and maintenance of administrative services. Prepares, monitors and controls the administrative budget.

3. Risk Management:

Assists Operations Manager and HACT Specialist on partnership and risk management associated with monitoring and implementation of assurance activities

4. Financial Transactions

Acting as a Local Focal Point (LFP) for finance starting with the preparation of the needed documentation, submitting requests to the Global Shared Service Centre (GSSC), updating files and reports as needed. Support the Operations Manager with the Accounts Closure Activities.

5. Administrative support and services

Undertakes delivery and improvement in administrative support and office services including space management, conference and travel arrangements, document reproduction, communications, 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. Supervise drivers and process overtime submissions for drivers.

6. Property management

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. Monitors and supervises adequate and appropriate use of office supplies. Ensures that services and maintenance of premises are in accordance with organizational standards.

7. Contract arrangement and control

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. Proposes to supervisor any changes that may be required. Monitors payments against contractual obligations.

8. Staff learning and development

Collaborates on the development of training activities to ensure effective performance in administrative services management. Implements effective staff learning and development programme activities for capacity building. Helps organize workshops for staff’s competency building, and staff learning and development.

9. Partnership, coordination and collaboration

As required, under direction of the supervisor, collaborates with other agencies, local authorities and implementing partners on administrative and financial matters including information exchange and harmonization.

10. Performs any other duties and responsibilities assigned as required.

To qualify as an advocate for every child you will have…

  • University degree in social sciences, business management, administration, finance or any other relevant field of discipline
  • Two years of relevant professional work experience with both national and International work experience in office management, administration, finance and budget accounting, or any other relevant function. 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. Work experience in emergency duty station.
  • Fluency in English is required. Knowledge of another UN language is an asset.

For every Child, you demonstrate...

UNICEF's values of Care, Respect, Integrity, Trust, and Accountability (CRITA).

The competencies required for this post are...

Core Competencies

  • Demonstrates Self Awareness and Ethical Awareness
  • Works Collaboratively with others
  • Builds and Maintains Partnerships
  • Innovates and Embraces Change
  • Thinks and Acts Strategically
  • Drives to achieve impactful results
  • Manages ambiguity and complexity

Technical Knowledge

a) Specific Technical Knowledge Required

• Financial and Budget Accounting

• Administrative service management functions of the job as required in the context of the country situations and conditions of service.

b) Common Technical Knowledge Required

• Principles of office management, operations management, programme management and administration as well as financial and budget management.

• Administrative service management's goals, visions, positions, policies, and strategies • • Supply operations, logistics and purchasing administration.

• Rights-based and Results-based management and programming approach in UNICEF.

• UNICEF emergency programme policies, goals, strategies, approaches and procedures.

• Gender equality and diversity awareness.

c) Technical Knowledge to be Acquired/Enhanced

• UNICEF administrative and financial policies, procedures and guidelines as well as HACT procedures in the context of the country situations and conditions of work.

• UN policies and strategy to address issues in harmonization of administrative service management and operations in the common system.

• UNICEF positions about UN common approaches to administrative service management and operations issues.

• UN security guidelines.

• Government regulations and laws in the locality pertinent to administrative service management and operations.

View our competency framework at

http://www.unicef.org/about/employ/files/UNICEF_Competencies.pdf

UNICEF is committed to diversity and inclusion within its workforce, and encourages all candidates, irrespective of gender, nationality, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of the organization.

UNICEF has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UNICEF, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. UNICEF also adheres to strict child safeguarding principles. All selected candidates will be expected to adhere to these standards and principles and will therefore undergo rigorous reference and background checks. Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.

Remarks:

Mobility is a condition of international professional employment with UNICEF and an underlying premise of the international civil service.

Only shortlisted candidates will be contacted and advance to the next stage of the selection process.

Added 2 years ago - Updated 2 years ago - Source: unicef.org