Administrative & Finance Specialist

How can you make a difference? 

Under the guidance and leadership of Deputy Representative Operations (DRO), Administrative and Finance Specialist is accountable for managing and leading the finance and admin team and also guiding operations staff in the field office in delivery of quality results in the areas of finance, administration, accounting, common and local service delivery along with Country Programme, Operation’s work plan, rolling management plan and vision of change and innovation set by the DRO and the Representative. In the day-to-day activities, the incumbent places focus on enhancing support to programme delivery, implementing innovative solutions, taking strategic actions, fostering new partnerships, and optimizing operational processes.

The incumbent will ensure compliance with UNICEF Financial and Administrative Regulations and Rules, policies, procedures, guidelines, standards of accountability, and ethics in all Admin/ Finance work processes.

Key functions, accountabilities and related duties/tasks:

Support to financial planning and management

• Prepare/analyze financial data/estimates and documentations, verifying relevancy, accuracy and completeness in support of financial planning for CPMP and OCAs when required.
• Review budget implementation and ensure 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.
• Identify and evaluate financial and reputational risk in transactions carried out by the office and raise flags when actions are needed by management.
• Performs periodic spot checks of financial transactions to ensure accuracy and compliance.
• Provide technical support to the programme counterparts, and monitor compliance with HACT framework, including support to assessments, assurance, and capacity development of implementing partners.
• Ensure preparation, implementation administration and monitoring of the Administration budget.

Control of accounts

• Review and process accurate and timely submission of all payments in accordance with applicable policies and guidelines, process and supervise the disbursement of payments when done locally via bank letters, checks, or petty cash.
• Monitor and analyze financial transactions, accounting reports and reconciliation of accounts to ensure accurate and current financial information for applicable compliance (e.g IPSAS, internal policies) and management oversight, planning and/or action.
• Collaborate with oversight bodies (e.g. UNBOA, OIAI, Evaluation Office, JIU, donors, BOS etc.) to provide answers and to follow to resolution of financial observations and recommendations.
• Assure proper and timely completion of accounts closure activities.
• Ensure all HACT transactions are in compliance with applicable UNICEF policies and guidelines and are supported by adequate documentation.

Treasury and cash management

• Manage bank, petty and cash on hand accounts transactions and operations in accordance with UNICEF/UN financial regulations, policies and guidelines, procedures and local banking practices.
• Primary contact with local bank management on routine operational matters including negotiation of exchange rate on replenishments.
• Maintain and monitor information on cash position/forecast to management and ensures availability of sufficient resources for operations activities.
• Review monthly bank reconciliation and take appropriate corrective actions on findings identified by the GSSC.

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.

Participate and/or organize training and learning events to build capacity of staff and stakeholders/partners.

Facilitates 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.

Administrative management

• Ensure appropriate and consistent interpretation and application of administrative policy and procedures are timely implemented to support operations at the country and sub-country levels
• Ensures timely and effective delivery and improvement in administrative support and office services for enhanced quality, efficiency, and cost-effectiveness, including 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 and communications to enhance staff safety and productivity.
• Manages properties of administrative supplies, office equipment and vehicles, updating the inventory of items, serving as an ex-officio member to the Property Survey Board and ensuring follow-up action.
• Ensures that all administrative transactions and arrangements of contracts are in compliance with the applicable policies, procedures, rules and regulations.
• Introduce and support innovative digitalization initiatives, Greening, Energy Saving, environment footprint and accessibility.

Impact of Results:

• The ability of the Administrative and Finance Specialist to effectively manage and supervise the full range of financial and administrative 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.

Minimum requirements:

• Education: Education requirements: Advanced university degree in Accounting, Finance or Business Administration is required.
• Work Experience: A minimum of 5 years of professional experience at national and international levels in office management, budget management, administration, finance or accounting.
• Previous Managerial and supervisory experience is required.
• Advanced knowledge of Microsoft Office, especially Excel required.
• Experience in a UN system agency or organization some of which served in a developing country is considered as an asset.
• 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.
• Language Requirements: Fluency in English is required. Knowledge of Portuguese or another Latin language such as Spanish, Italian or French is considered a strong asset. Knowledge of another official UN language (Arabic, Chinese or Russian) is an asset.

Source: https://jobs.unicef.org/cw/en-us/job/575614