Admin/Finance Officer

Administrative/ Finance Officer

ORGANIZATIONAL CONTEXT

The Admin/Finance Officer is part of the Senior Management of an office. He/she will establish and maintain efficient administrative control mechanisms to ensure compliance with UN Financial, Administrative and Staff rules and procedures.

Frequent external contacts with counterparts in other organizations or at working level in national Governments on issues of importance to Organization¿s programmes. He/she acts as adviser or representative of the Organization with authority to discuss problems and seek common ground on which to recommend solutions based on predetermined guidelines provided by higher authority.

The incumbent directly supervises professional and general service staff.

FUNCTIONAL STATEMENT

Accountability

- UNHCR premises for the country operation are managed in an efficient and cost-effective manner, and provide a healthy, safe and respectful working environment.
- UNHCR¿s financial rules and regulations, policies and procedures are adhered to by the country operation.
- UNHCR¿s resources are allocated efficiently and transparently to meet the country operation¿s objectives and priorities.
- The Delegation of Authority Plan (DOAP) is up-to-date and reflects the necessary segregation of duties in the office.
- The country operation complies with UN security standards.

Responsibility

General Administration

- Manage the day-to-day personnel and administrative operations of the office.
- Serve as a member of the Local Contracts Committee (LCC).
- Advise the Head of Office and other staff on personnel and administrative policies and procedures.
- Participate in the physical verification of UNHCR property plant and equipment.
- Formulate, implement staff safety and security measures and ensure MOSS/MORSS compliance, in consultation with the Head of Office and Field Safety Advisers (FSAs)

Human Resources

- Oversee recruitment, appointments and administrative formalities concerning local General Service staff.
- Prepare operational context for all international posts in the office.
- Serve ex-officio in the APPC.
- Review and approve the settlement of employee entitlements including DSA, local salaries and the Medical Insurance Plan (MIP).
- Coordinate training and capacity-building activities to staff in administrative related areas.

Finance/Budget

- Ensure compliance with UNHCR¿s internal control framework, financial rules, policies and procedures requesting guidance and support from headquarters as necessary.
- Identify potential risks in relation to the financial management of the office, and propose mitigating action to senior management, when applicable.
- Ensure timely and accurate monthly and year-end closure of accounts, including bank reconciliation, and submit reports to headquarters as per prescribed deadlines.
- Prepare a consolidated budget for the country operation (Branch/Sub/Field Offices) for approval by Regional Office or Headquarters.
- Manage the FOCUS token for the country as a Focus Planning Coordinator.
- Ensure timely and effective follow-up to audit observations and recommendations.
- Provide training on financial matters.

Authority

- Select and negotiate with local service providers, within the established financial parameters.
- Ensure local compliance with UNHCR¿s administrative, human resources and financial policies and procedures.
- Approve vouchers, including ABOD and project disbursements;
- Approve and certify local bank reconciliation and petty cash accounts.
- Certify country-level financial expenditure reports submitted to the regional office or Headquarters.
- Settle amounts due, or recover travel payments, from country operation staff.

ESSENTIAL MINIMUM QUALIFICATIONS AND PROFESSIONAL EXPERIENCE REQUIRED
- University Degree in Accounting, Finance, Public or Business Administration, Economics or related field, OR university degree in another field combined with a professional qualification in accounting or finance (CPA/CIA or equivalent).
- Minimum eight years of previous job experience in the field of accounting or finance, of which at least two years in an intergovernmental organization (United Nations or similar).
- Working experience with PeopleSoft/Oracle Financial and/or HR modules.
- Excellent computer skills, in particular in MS Office applications
- Excellent communication skills.
- Excellent knowledge of English and working knowledge of another UN language.

(In offices where the working language is not English, excellent knowledge of UN working language of duty station and working knowledge of English.)

***For National Officer positions, very good knowledge of local language and local institutions is essentials.

DESIRABLE QUALIFICATIONS & COMPETENCIES.
- Professional qualification in accounting or finance (CPA/CIA or equivalent).
- Excellent knowledge of United Nations administrative, human resources and financial rules and procedures.