Deadline: 06 June, 2021

Location: Bissau, Guinea-Bissau

United Nations International Children’s Emergency Fund (UNICEF) is seeking applications from eligible applicants for the post of Administrative and Finance Officer.

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

Responsibilities

  • Contribute to strategic planning and monitoring of administrative matters at country level as necessary
  • In coordination with the supervisor, implement the appropriate application and interpretation of administrative rules, regulations, policies and procedures, training, rollout, monitoring and evaluation of new operational initiatives
  • Brief and assist arriving and departing staff on basic administrative procedures and requirements
  • Make specific recommendations on the improvement of systems and internal controls, planning, restructuring and resolution of sensitive issues, considering the prevailing conditions in the locality
  • Keep supervisor abreast of potential problem areas and identify and recommend solutions
  • Prepare reports on administrative matters
  • Monitor the budget, in close coordination with the supervisor, to ensure that objectives stipulated early in the fiscal year are realised for smooth operations of the office
  • Recommend and prepare estimates on office premises, supplies and equipment requirements for budget preparation purposes
  • Undertake 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
  • Ensure the timely and cost-effective provision of basic office services including space management, equipment, communications and security to enhance staff safety and productivity
  • Ensure all administrative transactions and arrangements of contracts follow the applicable policies, procedures, rules and regulations
  • Monitor payments against contractual obligations
  • Support the OMT’s approaches for enhancing UN common services to attain efficiencies and effectiveness
  • Support property management of administrative supplies, office equipment and vehicles, updating inventory of items, serving as ex-officio member to the property survey board
  • Assist supervisor in property survey board submissions, preparing minutes of meetings
  • Assist supervisor in executing PSB recommendations approved by the head of office
  • Monitor and supervise adequate and appropriate use of supplies
  • Ensure services and maintenance of premises are in accordance with organisational standards
  • Support the development of the finance, budget and administrative components of the CPMP
  • Participate in the review of office structures and operations, and compilation of required job descriptions, prior to budget preparation, in line with country programme commitment
  • Contribute to the preparation of budget and the accompanying justification and documentation
  • Participate in the country programme strategy, development, planning and preview/review meetings, to identify staffing and administrative operational requirements
  • Provide technical and operational support on the application, interpretation and implementation of operational policies, procedures and guidelines to the representative and country office 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
  • Process and/or review (as per delegated authority) the accurate and timely processing submission of payments, journal entries and other financial transactions within scope to the Global Shared Services Center (GSSC), ensuring compliance with budgetary limits, IPSAS and organisational regulations, rules, policies, procedures, standards of accountability, and ethics
  • Take timely action on outstanding accounts to resolve pending issues
  • Process/supervise (as per delegated authority) the disbursement of payments when done locally via bank letters, cheques, or petty cash and supervise cash receipts and reconcile income contributions to ensure timely deposit and recording in UNICEF systems
  • Monitor and analyse financial transactions, accounting reports and reconciliation of accounts to ensure accurate and current financial information for applicable compliance 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 organisational guidelines
  • Collaborate with oversight bodies to provide answers to requests
  • Support the deputy representative operations in the implementation of agreed audit recommendations
  • Advise on corrective measures to be taken and establish relevant internal controls
  • Develop training activities to ensure effective operational performance and efficiency
  • Complete applicable account 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 broadly reasonable and in accordance with policy
  • Maintain contact with local bank management on routine operational matters
  • Maintain a system to monitor and forecast periodic cash requirements
  • Provide current information on cash position/forecast to management and make recommendations or take action to ensure sufficient availability of resources for programmes and operations activities
  • Submit monthly bank statements to the GSSC for reconciliation and take appropriate corrective actions on findings identified

Requirements

  • University degree in Management, Business Administration, Economics, Accounting, Financial Management, or a related field
  • Two years, minimum, of relevant professional office management work experience including finance and accounting, premises management and travel services
  • Experience in an international organisation and/or large corporation
  • Experience in database packages, web-based management systems and ERP systems (preferably SAP financial modules) is considered an asset
  • Experience with IPSAS is considered an asset
  • Advanced knowledge of Microsoft Office, especially Excel
  • Fluency in Portuguese, English or French
  • Knowledge of Creole is considered an asset

To apply and for more information, click here.

Photo source: UNICEF Česká republika

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