Re-advertisement: Administrative and Finance Manager, P-4, Fixed Term, Juba, South Sudan

UNICEF Global


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, Hope

The fundamental mission of UNICEF is to promote the rights of every child, everywhere, in everything the organization does — in programmes, in advocacy and in operations. The equity strategy, emphasizing the most disadvantaged and excluded children and families, translates this commitment to children’s rights into action. For UNICEF, equity means that all children have an opportunity to survive, develop and reach their full potential, without discrimination, bias or favoritism. To the degree that any child has an unequal chance in life — in its social, political, economic, civic and cultural dimensions — her or his rights are violated. There is growing evidence that investing in the health, education and protection of a society’s most disadvantaged citizens — addressing inequity — not only will give all children the opportunity to fulfill their potential but also will lead to sustained growth and stability of countries. This is why the focus on equity is so vital. It accelerates progress towards realizing the human rights of all children, which is the universal mandate of UNICEF, as outlined by the Convention on the Rights of the Child, while also supporting the equitable development of nations.

How can you make a difference?

Purpose for the job:

As the manager and functional expert of Administrative and Financial management services in a large country, the incumbent is accountable for provision of managerial leadership and policy guidance for achievement of effective administrative and Financial management and staff capacity development.  Ensures management of administrative staff for cost effective, quality and efficient administrative operations in support of office administration and the country programmes. Ensures that the office’s administrative operations and services follow the organization’s administrative policy, procedures, rules and regulations. Further, the incumbent is responsible for provision of managerial leadership in managing, monitoring and overseeing the full range of 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 financial operations with organizational plans, policies, procedures, guidelines, standards of performance, ethics, and integrity. The Admin/Finance Manager 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 Financial Regulation and Rules, policies, procedures, guidelines, standards of accountability, and ethics.

 

Summary of key functions/accountabilities:

 1. Policy, procedures and strategies

As technical manager, accountable for the correct and consistent application of policies and procedures in the management of administrative and Finance 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 matters as necessary.  Provides technical input to the establishment of administrative and Finance guidelines in close coordination with the head of office, Deputy Representative Operations and DFAM.

Advises the head of the office and updates staff on administrative and Finance policies, procedures, rules and regulations, providing authoritative advice and administrative support.  Decides on the appropriate application and interpretation of administrative rules, regulations, policies and procedures.  Ensures arriving and departing staff are briefed on administrative procedures and requirements. 

Coordinates with the Regional and HQ Divisions to support policy reform in the area of administrative and Financial 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 matters. 

Oversees administrative and Finance support and services to field offices and sub-offices including preparation and funding of service contracts, preparations of requisitions for all administrative supplies and guidance on administrative procedures.  Manages oversight on the activities of Financial Service Providers to ensure efficient transfer of funds to programme and project sites.

Undertakes missions to field locations to review administrative arrangements and makes appropriate recommendations as required. 

2. Support to financial planning and 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.

Provide technical and operational support on the application, interpretation and implementation of financial policies, procedures and guidelines to the Representative and CO colleagues and stakeholders. Resolve routine financial issues and/or recommend (and record) deviation from procedures and guidelines to meet objectives.

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.

Manages the budget in close coordination with the Deputy Representative Operations to ensure that objectives stipulated early in the fiscal year are realized for smooth operations of the Country Office/sub-office, 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 services. Prepares, monitors and controls the administrative budget.

Provides support to programmes in quality review of budgets for Programme Document Proposals and contributes to office’s risk management in the areas of Finance and Administration. The function may from time to time be required to lead or collaborate in Financial Assurance Activities for Implementing Partners.

3.  Property management and administrative support and services

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.

Oversees to ensures that services and maintenance of premises are in accordance with organizational standards, 

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. 

Negotiates and oversees matters relating to office premises, utilities and services with vendors and agencies. 

Ensures that all administrative transactions and arrangements of contracts are in compliance with 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.

Provides efficient and effective management of Staff Accommodation including making contractual arrangements for Guest Houses. Provides oversight to Field Operations personnel in the management of Field Office Guest Houses and other accommodation arrangements. Ensures guest house operations and accounting is fully aligned with UNICEF policies and procedures.

Monitors payments against contractual obligations.

4.  Control of accounts

Process and/or review (as per delegated authority) the accurate and timely submission of payments (e.g. payroll, travel claims, vendor invoice, 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 the disbursement of payments when done locally via bank letters, checks, Cash on hand accounts 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.

5.  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.

6. Staff learning and development

Develops training programmes to enhance effective performance and efficiency in admin and finance services management.  Organizes innovative staff learning and development programme activities for capacity building. Organizes workshops for staff competency building, staff learning and development, career development. Provides coaching and counselling to the staff on performance enhancement/ development.

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 partners especially UNICEF implementing partners on sound administrative and financial management.

7. Partnership, coordination and collaboration

Develops 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.). Represents UNICEF in UNCT/OMT working groups on Finance and Administration

Coordinates field emergency services. Ensures Administrative and Finance components of Business Continuity Plan and Office Emergency Preparedness Plan are kept updated and regularly tested.

8. 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.

QUALIFICATION and COMPETENCIES

Education  

Advance university degree in Accounting, Finance or Business Management/Administration, social sciences or equivalent or any other comparable   recognized professional qualification.

A valid professional certification (CA; CPA; etc.) from an internationally recognized, accredited chartered accountancy institution is required; or an advanced diploma qualification in CIPFA or its equivalent with other internationally recognized institutions.

Work Experience

Eight years of relevant professional work experience both at national and international level in office management, administration, finance, accounting, ICT, human resources, supply or any other relevant function.

Professional experience in emergency duty station is required.

Experience in UN System or other international NGO is an asset. 

Language Proficiency 

Fluency in English is required. Knowledge of another official UN language (Arabic, Chinese, French, Russian or Spanish) is an asset.

For every Child, you demonstrate…

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

Core Competencies (For Staff with Supervisory Responsibilities) 

  • 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)
  • Drive to achieve impactful results (2)
  • Manages ambiguity and complexity (2)

Technical Knowledge 

 a) Specific Technical Knowledge Required (for the job)

• Specialized knowledge to perform the administrative and Finance management functions of the job at competent level. (UNICEF administrative, accounts/finance, HR, budget, and supply manuals and instructions.) 

• Security Handbook.

• UNICEF Mid-Term Strategic Plan (MTSP) as it relates to administrative service management.

b) Common Technical Knowledge Required (for the job group)

• Principles of accounting and Financial Management, office management, operations management, programme management and administration.

• Administrative and Finance management’s goals, visions, positions, policies, and strategies 

• Information and Communication Technology administration.

• 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 (for the Job)

UN policies and strategy to address issues in harmonization of Administrative and Finance 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. 

To view our competency framework, please visit here.

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.

Previous applicants do not need to re-apply.

Qualified female applicants are strongly encouraged to apply.

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