Administrative & Finance Specialist, P-3, Antananarivo, Madagascar

Contract

This is a P-3 contract. This kind of contract is known as Professional and Director staff. It is normally internationally recruited only. It's a staff contract. It usually requires 5 years of experience, depending on education.

Salary

The salary for this job should be between 101,373 USD and 132,740 USD.

Please keep in mind that the salary displayed here is an estimation by UN Talent based on the location and the type of contract. It may vary depending on the organization. The recruiter should be able to inform you about the exact salary range. In case the job description contains another salary information, please refer to this one.

UNICEF MADAGASCAR RECRUITS :

• Job Title : Administrative & Finance Specialist
• Job reference : 116586
• Job level : P3 (UN salary scale)
• Contract type : Fixed-term appointment
• Contract duration : One year
• Duty station : Antananarivo, Madagascar
• Opening date : 7 July 2021 Closing date : 20 July 2021

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, a hope

Job organizational context:

The Administrative & Finance Specialist reports to the Deputy Representant Operations for general direction and guidance. The specialist is responsible for providing support to the Deputy Representant Operations in managing, monitoring and overseeing the full range of Administrative and Financial services in support of program and operational activities (i.e. financial planning, disbursements of funds and payments, treasury and accounting, financial analysis and reporting of resources), ensuring compliance of all Administrative and financial operations with organizational plans, policies, procedures, guidelines, standards of performance, ethics, and integrity.

Purpose for the job:

The Administrative and Finance Specialist, 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 and Financial Regulation and Rules, policies, procedures, guidelines, standards of accountability, and ethics.

How can you make a difference?

Summary of key functions/accountabilities:

1. Support to financial planning, management & Budget management
2. Control of accounts
3. Treasury and cash management
4. Knowledge and capacity building
5. DCT Management and HACT
6. Administrative support & Property management
7. Contract arrangement and control
8. Partnership, coordination and collaboration

1. Support to financial planning, management & Budget management

• Prepare/analyze financial data/estimates and documentations, verifying relevancy, accuracy and completeness to facilitate financial planning for CPMP and regular management advice (including review of financial figures in PCAs). Provide technical and operational support throughout the financial planning and implementation process.
• Review budget implementation according to allotment, codes and certify compliance with guidelines and procedures. Keep stakeholders informed for timely action.
• Monitors the budget in close coordination with the Deputy Representative for Operations to ensure that objectives stipulated early in the fiscal year are realized for smooth operation of the country office/sub offices, where applicable.
• Liaises with the Regional Office and HQ Divisions to support policy reform in the area of administrative service management; advises on the applicability of new policy directives at the country level. Provide technical and operational support on the application, interpretation and implementation of Administrative & Financial policies, procedures and guidelines to the Representative and CO colleagues and stakeholders. Resolve routine of Administrative & Financial issues and/or recommend (and record) deviation from procedures and guidelines to meet objectives.
• As a technical specialist and manager, accountable for the correct and consistent application of policies and procedures in the management of Administrative & 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 & financial matters as necessary. Provides technical input to the establishment of Administrative & Financial guidelines in close coordination with the head of office, Deputy Representative Operations and DFAM.
• Makes viable recommendations on the improvement of systems and internal controls, and resolution of sensitive issues, considering the prevailing conditions in the locality.
• Undertakes missions to field locations to review Administrative and Financial arrangements and makes appropriate recommendations as required.
• Evaluate financial and reputational risk in transactions carried out by the office and raise flags when actions are needed by management.
• Prepare and/or monitor financial exception reports to assess unusual activities and transactions, investigate anomalies, and keep supervisor informed for timely action.
• 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 work plans for supervisee/s, provide timely technical guidance, monitor work in progress and review work completed to approve transactions and/or certify/verify accuracy of work and compliance with IPSAS and UNICEF Regulations and Rules, policies, procedures, and guidelines.
• Where applicable, advise and 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.

2. Control of accounts

• Process and/or review (as per delegated authority) the accurate and timely submission of payments (e.g. payroll, 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/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 and to follow to resolution of financial observations and recommendations.
• Assure proper and timely completion of accounts closure activities (monthly, quarterly and yearly)
• 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.

3. 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.
• Primary contact with local bank management on routine operational matters including negotiation of exchange rate on replenishments.
• Maintain a system to monitor and forecast periodic cash requirements. Provide 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.
• Review monthly bank reconciliation and take appropriate corrective actions on findings identified by the GSSC.

4. Knowledge and capacity building

• Promote culture of highest ethical standards and behavior in management of UNICEF’s resources.
• Contribute to initiatives for management improvement by capturing, institutionalizing and sharing best practices and lessons learned. Implement and/or recommend management improvements 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.

5. DCT Management and HACT activities

• Provide technical leadership and closely collaborates with the HACT officer in the planning and the implementation of HACT Annual Assurance Plan, including regular and well documented financial spot-checks and audits in order to improve financial management and controls of our implementing partners.
• Ensure timely follow up of the findings and outcomes of spot-checks and audits.
• Contribute to ensure the development of HACT compliant procedures manual and guidelines for use by implementing partners.
• Provide technical Leadership in the overall office efforts toward the upgrade of HACT. In close collaboration with the HACT Hub, supports the planning and the implementation of capacity building activities of national implementing partners to improve their budgeting and financial management capacities.
• Conducts regular assessments of Implementing Partners in order to ascertain that Programme funds are being used for the purpose they were intended for by developing & implementing an Assurance Activities Plan, including Spot-checks, Programmatic Reviews and Scheduled Audits.

6. Administrative support and Property management

• 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 offices 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.
• Prepares Property Survey Board submissions for the Deputy Representative Operations and guide the Administrative Officer in executing PSB recommendations approved by the Head of Office.

7. Contract arrangement and control

• Ensures that all administrative transactions and arrangements of contracts are following the applicable policies, procedures, rules and regulations.
• Reviews all 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. Partnership, coordination and collaboration

• Facilitates and maintains effective working relations with other agencies, local authorities and implementing partners relating to Administrative and Finance 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.).
• Coordinates field emergency services.

Impact of Results

The ability of the Administrative & Finance Specialist to effectively manage and supervise the full range of Admin and financial services directly impacts on meeting organizational/staff needs and program delivery of goals and objectives. This in turn contributes to maintaining and enhancing the credibility of UNICEF as an effective and responsible manager of resources entrusted to the organization and to furthering UNICEF image as a competent organization for delivering cost effective and sustainable program results.

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

• A valid professional certification (CA; CPA; etc.) from an internationally recognized, accredited chartered accountancy institution is required, along with a first-level (Bachelor's) university degree; or an advanced university degree (Master's) in business management, financial management related fields such as Accountancy or Finance or their equivalent; or an advanced diploma qualification in CIPFA or its equivalent with other internationally recognized institutions.
• A minimum of 5 years of professional experience in Administrative and financial management or audits in an international organization and/or large corporation is required.
• 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.
• Fluency in English is required. Knowledge of another official UN language or local language of the duty station is considered as an asset.

For every Child, you demonstrate…

Core Values

• Care
• Respect
• Integrity
• Trust
• Accountability

Core Competencies

• Nurtures, Leads and Manages People (2)
• 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)
• Drives to achieve impactful results (2)
• Manages ambiguity and complexity (2)

Functional Competencies

• Analyzing (2)
• Applying technical expertise (3)
• Planning and Organizing (3)

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, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.

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.