Finance Officer, NO2, Djibouti - Djibouti

The Finance Officer reports to the Head of Operations for general direction and guidance. The Officer is responsible for providing support to Chief of Operations and colleagues in the CO by administering and executing a variety of professional and technical financial transactions and processes, applying theoretical skills and thorough knowledge of organizational goals, objectives, rules, regulations, policies and procedures to complete the tasks. The Finance Officer when supervising support staff 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 Regulations and Rules, policies, procedures, guidelines and standards of accountability and ethics.

Context

UNICEF Office in Djibouti is committed to ensure every child and young person benefits from opportunities to survive, develop and reach their full potential. A special focus of the UNICEF Djibouti Programme is on the most vulnerable groups, including children from the rural areas, children with disabilities, children living in poverty. While various social factors, beliefs and norms affect the realization of children rights in Djibouti, UNICEF undertook concrete steps to explore and better understand them, to support evidence based programming and create a supportive environment for children and their families.

The fundamental mission of UNICEF is to promote the rights of every child, everywhere, in everything the organization does — in programs, 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.

Job organizational context: The Finance Officer NOB operates in a medium sized Country Office and reports to the Head of Operations for general direction and guidance.

Purpose for the job

The Officer is responsible for providing support to the Operations manager and colleagues in the CO by administering and executing a variety of professional and technical financial transactions and processes, applying theoretical skills and thorough knowledge of organizational goals, objectives, rules, regulations, policies and procedures to complete the tasks.

The Finance Officer when supervising Finance staff 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 Regulations and Rules, policies, procedures, guidelines and standards of accountability and ethics.

Summary of key functions/accountabilities:  

1. Support to financial planning and management
2. Support the implementation of HACT within the CO
3. Control of accounts
4. Treasury and cash management
5. Knowledge and capacity building

1. Support to financial planning and management 

• Provide support to the financial planning process for CPMP by preparing/analyzing financial data/estimates and documentations verifying relevancy, accuracy and completeness to support budget planning. Provide financial operations support throughout the financial planning and implementation process.
• Review budget expenditures according to allotment and codes and verify compliance with guidelines and procedures. Keep stakeholders informed for timely action.
• Provide technical and operational support on the application, interpretation and implementation of operational policies, procedures and guidelines to the Representative and CO colleagues and stakeholders. Resolve routine financial operational issues and/or recommend (and record) deviation from policies and guidelines to meet objectives.
• Prepare and/or monitor financial exception reports to assess unusual activities and transactions and 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.
• Where applicable, support PSFR activities on budget preparation, strategic income projection/ reporting, setting and monitoring performance indicators, Revenue and Expense Reporting and provide technical advice during strategic planning exercises

2.  Support the implementation of HACT within the CO

• 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.
• Co-ordinate assurance and assessment activities to ensure compliance with HACT guidelines and the assurance activity plan - develop the annual assurance activity plan and monitor adherence to it. Co-ordinate assurance activities and micro assessments of partners with other UN agencies to maximise efficiency.
• Communicate findings to management and other UN agencies and make recommendations on resulting actions.
• Support staff and partners to ensure effective implementation of HACT systems and activities by facilitating appropriate and timely training. – monitor assurance activities and identify areas requiring capacity building in both partners and staff.
• Oversight of DCTs to ensure compliance with HACT guidelines and timely liquidations - Review liquidations in a timely and efficient manner and make recommendations to management to improve the process. Monitor liquidations and disbursements and make recommendations to strengthen partner capacity and develop a more efficient process.
• Develop and monitor an annual HACT roll out plan including orientation and training of UN staff.

3. Control of accounts

• Process and/or review (as per delegated authority) the accurate and timely processing submission of payments (e.g. MIP, travel claims, pension fund, 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 and procedures and 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 (as per delegated authority) the disbursement of payments when done locally via bank letters, checks, 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 to request; and engage with the appropriate colleagues to resolve financial observations and recommendations raised in a sustainable and efficient manner.
• Complete applicable accounts 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 is broadly reasonable and in accordance with policy.

4. 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.
• 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 recommendation 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 by the Center.

5. Knowledge and capacity building 

• Promote culture of highest ethical standards and behavior in management of UNICEF’s resources.
• Support initiatives for management improvement by capturing, institutionalizing and sharing best practices and lessons learned.  Recommend improvements in processes and procedures 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 stakeholders/partners.
• Support operations of the office as required.

Impact of the results:

The ability of the Finance Officer to effectively manage and execute financial transactions and services directly impact on meeting organizational/staff needs and program delivery of goals and objectives. This in turn contributes to maintaining/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. Act as coach and trainer for HACT issues for staff and partners in capacity building.

Education:

A first level university degree in accounting, financial management or other related financial field is required. Supplemental formal financial / accounting training may be accepted if University degree is not in a related financial field. Diploma qualification in CIPFA is acceptable in lieu of relevant University degree, or its equivalent.

Experience:

A minimum of 2 years of professional experience in financial management or audit is required. Experience in an international organization and/or large corporation is preferred. Experience in a UN system agency or organization some of which served in a developing country is an asset.

Advanced knowledge of Microsoft Office, especially Excel required.

Experience: Experience in database packages, web based management systems and ERP systems (preferably SAP financial modules) is an asset.

Experience with IPSAS and/or IFRS is an asset.

Language Requirements: Fluency in French English is required.  Knowledge of another official UN language is an asset.

Core Values  

• Commitment
• Diversity and inclusion
• Integrity

Core competencies 

• Communication (I)
• Working with people (I)
• Drive for results (II)

Functional Competencies:

• Analyzing (I)
• Applying technical expertise (II)
• Planning and organizing (II)
• Following instructions and procedures (II)