Snr Admin/Finance Officer

Senior Administrative/Finance Officer

ORGANIZATIONAL CONTEXT

The Senior 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.
- UNHCR's local cash is safeguarded.
- The Delegation of Authority Plan (DOAP) is up-to-date and reflects the necessary segregation of duties in the office.
- Risks are identified, and a mitigation plan is implemented.
- The country operation complies with UN security standards.

Responsibility

General Administration

- Ensure the provision of resources (human, material and services) necessary to support the day-to-day activities of the staff in the office.
- Manage the day-to-day personnel and administrative operations of the office.
- 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.
- Undertake missions to field locations within the assigned region to review administrative arrangements and make appropriate recommendations as required.
- 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 the operational context for all international posts in the office.
- 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
- Manage a transparent and consultative process to determine the country's budget, which is consistent with UNHCR's result framework and regional objectives.
- 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 that budget submission deadlines are met locally and prepare/endorse consolidated budgetary documentation for the country operation.
- Ensure timely and accurate monthly and year-end closure of accounts, including bank reconciliation, and submit reports to headquarters.
- Manage the FOCUS token for the country as a Focus Planning Coordinator.
- Monitor local compliance with UNHCR¿s policies and processes for cash management, requesting support and guidance from headquarters when required.
- Ensure timely and effective follow-up to audit observations and recommendations.
- Provide training on financial matters.

Authority
- Implement country-level workforce management strategies.
- Approve 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 and certify bank reconciliation and petty cash accounts.
- Certify country-level financial expenditure reports submitted to the regional office or Headquarters.
- Settle amounts due, or recover amounts receivables, from country operation staff.
- To correct deficiencies, identified through audits, in the country operation's financial management.

ESSENTIAL MINIMUM QUALIFICATIONS AND PROFESSIONAL EXPERIENCE REQUIRED
- Advanced 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 10 years of previous job experience (12 years with University degree) in the field of accounting or finance, of which at least five years in an intergovernmental organization (United Nations or similar).
- Excellent understanding of the workflows of PeopleSoft/Oracle Financial and HR modules, with working experience with either one.
- Proven experience with risk management.
- 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 essential.

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. C004L3 - Commitment to Continuous Learning Level 3
C003L3 - Communication Level 3
C002L3 - Teamwork & Collaboration Level 3
C001L3 - Accountability Level 3
C005L3 - Client & Result Orientation Level 3
C006L3 - Organizational Awareness Level 3
M004L3 - Strategic Planning and Vision Level 3
M003L3 - Judgement and Decision Making Level 3
M002L3 - Managing Performance Level 3
M001L3 - Empowering and Building Trust Level 3
M005L3 - Leadership Level 3
M006L3 - Managing Resources Level 3
X001L3 - Analytical Thinking Level 3
X002L3 - Innovation and Creativity Level 3
X003L3 - Technological Awareness Level 3
X004L3 - Negotiation and Conflict Resolution Level 3
X009L3 - Change Capability and Adaptability Level 3
X006L3 - Policy Development & Research Level 3
X007L3 - Political Awareness Level 3
X008L3 - Stakeholder Management Level 3
X005L3 - Planning and Organizing Level 3 This Snr Adm/Finance Officer position also has programme duties. Specifically it has responsibility for daily supervision of programme in Dhaka, and provides high level support to the programme team in the Sub Office.  Thus the incumbent should have knowledge of programme. The Senior Admin/Finance Officer reports directly to the Representative, supervises the admin and programme teams in Dhaka, provides functional support to admin team in Cox's Bazar, and provides high level functional support to the programme team in Cox's Bazar. The Government's release of a National Strategy for Undocumented Myanmar Nationals opened the possibility of significant changes in their approach to the unregistered refugees. Operations aime to support some 32,000 persons of concern to UNHCR in the camps and approximately 300,000 - 500,000 unregistered Rohingyas who reside in host communities in the Cox's Bazar area. Participation in regional programme & admin/finance platforms are vital for the operations. Adaptability is highly desirable Pro-active in the outreach to SO, RO & Bureau; other UN Agencies, NGOs and other key stakeholders.  As a relatively small agency, UNHCR liaises with larger UN Agencies & International Community to gain efficiencies.Seasoned communication and negotiation skills for dealing with partners, UN agencies, Government Officials, refugees, & other key stakeholders. There are two offices: Dhaka and Cox's Bazar with approximately 50 staff and eight implementing partners. There is a diverse team of P & G staff, JPO, UNV, UNOPs & SSAs. Support to the Representative on Staffing Tables and related actions is a high priority. Works in close collaboration with the Senior Protection Officer & External Relations in Dhaka, and the Head of Sub Office and Programme Officer in Cox's Bazar. May be requested to act as officer in charge in the absence of the Representative & SPO Responsibilities range from admin (ie: premises, vehicle fleet, travel), human resources, finance, supply, security, training, and programme (ie: Audit, Dhaka level partner liaison, instalments/agreement with partners). Training and capacity building the team members is a key responsibility. As the senior-most staff member in country with functional expertise, the incumbent requires a solid knowledge of UNHCR's policies and regulations, in addition to taking a lead on the LCC, LAMB, AC, & Partnership Management Committee. Experience in Focus and Global Focus, all related MSRP modules.  Knowledge of related policy documents. Ability to apply, to explain / capacity build, and to trouble-shoot. Play a key role in preparation of the COP (operations, staffing and ABOD) & assists as Planning Coordinator. Experienced in use of MSRP modules (finance, supply chain, HR, treasury) and FOCUS. The candidate will represent & play a lead role in representing UNHCR Bangladesh in the UN Operational Management Team, and the UN Clinic Management Team, HCTT / Logistics Teams, UNDAF, etc. all based in Dhaka. Bangladesh is not a signatory to the 1951 Convention. The policy governing refugees remains the Foreigners Act. While UNHCR continued working for small numbers of urban refugees and the registered refugees in the official camps, access to 300,000 to 500,000 unregistered refugees from Myanmar remains a gap, resulting in UNHCR not being able to provide protection assistance to the vast majority of its persons of concern. Despite continuous advocacy and requests to the Government, especially the National Task Force for implementing the National Strategy on Myanmar Refugees and Undocumented Myanmar Nationals, UNHCR has not been invited to participate or even observe the process. The strategy also refers to the relocation of refugees and there has been rumours that the Government will move the camps to Hatiya Island. No confirmation or clarification was provided. As per the National Strategy, the Government of Bangladesh is starting the census of undocumented Myanmar nationals in 2016. While some kind of documentation or identity card will be issued, uncertainty remains with regards to the process and the outcome. There is no clear indication so far from the Government that those who participate in the census will be protected from refoulement. How humanitarian assistances will be facilitated after the census is also unclear. Currently, limited basic needs and services such as WASH and health are provided to undocumented refugees residing in the makeshift camps by IOM and other humanitarian agencies. However, they remain under risk of detention, SGBV and trafficking. In February 2016, the Cabinet approved a draft bill aiming to enact a new citizenship law for Bangladesh. Some of the provisions of the draft bill are alarming as they might create statelessness in the future, especially for decedents of persons convicted by the International Criminal Tribunal for war crimes, the Urdu-speaking community and some other groups of people. UNHCR, in coordination with the office of the Resident Coordinator, is working to advocate with the Government to address these concerns. The lack of future prospects in terms of formalized education and higher education, access to employment and livelihoods opportunities, and durable solutions are the main gaps and challenges faced by refugees. These issues and challenges were attributed to negative Government policies and refusals of UNHCR requests. The resettlement program was suspended in 2010. Although the successful election in Myanmar in November 2015 has brought some positive feelings among refugees, voluntary repatriation is not expected to take place any time soon in the absence of Rohingyas being accepted as one of the ethnic groups of Myanmar. The Secretary of the Ministry of Foreign Affairs informally expressed the Government¿s willingness to resume the resettlement programme for the registered refugees. UNHCR will continue with an official dialogue for the possible opening. Camp infrastructures require major renovation as the structures are semi-permanent and some are 10 years old. As a result of the increased number of nuclear families, the number of sheds are not sufficient. However, the limitation on the available space precludes expansion to meet the actual needs. Dhaka is a C duty station as of 1 Jan 2015. The incumbent will be assigned the Agency Security Focal Point, and be familiar with C category air travel within the country. The history of `hartals' in Bangladesh makes it important that the incumbent can exercise  leadership on the Business Continuity Plan and ensure that it is successfully applied in the local context. In Dhaka there were a number of security incidents that happened during July 2016, which threatened the internationals community. According to the UNDSS guide and additional requirements for safety and security, the incumbent should act as security focal point and play an active role to ensure security for UNHCR office and staff members, as per the latest guidelines by UNDSS. Participate in the diplomatic community security and Admin group meeting. Avid learner of the political situation in Bangladesh, which affects all aspects of operations. The incumbent should have proven managerial skills and undertake the role of the senior most functional technical expert.

Please note that the closing date for all vacancies in the Add. 1 to March 2017 Compendium is Wednesday, 3 May 2017 (midnight Geneva time).