Regional Administrative/Finance Officer

Before submitting an application, UNHCR staff members intending to apply to this Job Opening are requested to consult the Recruitment and Assignments Policy (RAP, UNHCR/HCP/2017/2 and the Recruitment and Assignments Administrative Instruction (RAAI), UNHCR/AI/2017/7 OF 15 August 2017.

Regional Administrative/Finance Officer

ORGANIZATIONAL CONTEXT

The Regional Admin/Finance Officer is part of the Senior Management of a Regional Office, Regional Hub or Regional Service Centre. He/she will oversee the implementation of efficient administrative resources for the operation under his/her area of responsibility.

He/she acts as advisor 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 resources in the region are managed in an efficient and cost-effective manner.
* UNHCR's financial rules and regulations, policies and procedures are adhered to in the region.
* The Delegation of Authority Plan (DOAP) is up-to-date and reflects the necessary segregation of duties in the region.
* Operations in the region comply with UN security standards.

Responsibility

* Provide functional direction to admin/finance officers within the region.
* Monitor the provision of resources (human, material and services) necessary to support the operations in the region.
* Participate in the physical verification of UNHCR property plant and equipment.
* Advise the Regional Representative and senior staff on personnel and administrative policies and procedures.
* Promote and monitor regional compliance with UNHCR's human resources policies.
* Manage a process to ensure that country operations address the learning needs.
* Support efforts by country operations to meet UNHCR's minimum standards for working and living conditions for staff, allocating the required resources and providing advice and guidance when necessary.
* Analyze projected budget requirements for the region against UNHCR's priorities and to manage a transparent and consultative process for the approval of country-level budgets and the allocation of resources.
* Monitor and ensure compliance with UNHCR's internal control framework, financial rules, policies and procedures, and provide guidance and support as necessary.
* Ensure that budget submission deadlines within the region are met, and prepare/endorse consolidated budgetary documentation for the region.
* Produce financial reports, analyses and projections for the region.
* Identify potential risks in relation to the financial management of the region, and propose mitigating action to senior management, when applicable.
* Ensure timely and effective follow-up to audit observations and recommendations.
* Provide training on financial matters.
* Promote understanding for and compliance with UNHCR's security policies, tools and guidelines within the region.
* Undertake missions to field locations within the region to review administrative arrangements and make appropriate recommendations as required.

Authority

* Ensure regional compliance with UNHCR's administrative, human resources and financial policies and procedures.
* Approve and certify regional and country-level bank reconciliation and petty cash accounts.
* Prepare financial expenditure reports from the regional office and country offices to be submitted to Headquarters.
* Propose responses, identified through audits, to issues relating to the region's financial management.

ESSENTIAL MINIMUM QUALIFICATIONS AND PROFESSIONAL EXPERIENCE REQUIRED

* Undergraduate degree (equivalent of a BA/BS) in Accounting, Finance, Public or Business Administration, Economics or related field, OR Undergraduate degree (equivalent of a BA/BS) in another field combined with a professional qualification in accounting or finance (CPA/CIA or equivalent) plus minimum 6 years of previous work experience relevant to the function of which at least 2 years in an international organization. Graduate degree (equivalent of a Master's) plus 5 years or Doctorate degree (equivalent of a PhD) plus 4 years of previous relevant work experience may also be accepted.
* Working experience with PeopleSoft/Oracle Financial and/or HR modules.
* Excellent computer skills, in particular in MS Office applications.
* Excellent communication skills.
- Knowledge of English and UN working language of the duty station if not English including strong drafting skills.

DESIRABLE QUALIFICATIONS & COMPETENCIES

* Professional qualification in accounting or finance (CPA/CIA or equivalent).
* Completion of UNHCR learning programmes or specific training relevant to functions of the position.
* Excellent knowledge of UNHCR's administrative, human resources and financial rules and procedures.
- Knowledge of additional UN languages.

This is a Standard Job Description for all UNHCR Regional Administrative/Finance Officer positions. The Operational Context may contain additional essential and/or desirable qualifications relating to the specific operation and/or position. Any such requirements are incorporated by reference in this Job Description and will be considered for the screening, shortlisting and selection of candidates. C001L3 - Accountability Level 3
C002L3 - Teamwork & Collaboration Level 3
C003L3 - Communication Level 3
C004L3 - Commitment to Continuous Learning Level 3
C005L3 - Client & Result Orientation Level 3
C006L3 - Organizational Awareness Level 3
M001L3 - Empowering and Building Trust Level 3
M006L3 - Managing Resources Level 3
M002L3 - Managing Performance Level 3
M003L3 - Judgement and Decision Making Level 3
M004L3 - Strategic Planning and Vision Level 3
M005L3 - Leadership Level 3
X001L3 - Analytical Thinking Level 3
X005L3 - Planning and Organizing Level 3 <p>The UNHCR workforce consists of many diverse nationalities, cultures, languages and opinions. UNHCR seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce. Applications are encouraged from all qualified candidates without distinction on grounds of race, colour, sex, national origin, age, religion, disability, sexual orientation and gender identity.</p>
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See below for this postion's Operational Context
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For those people applying for High Risk Duty Stations, we strongly encourage colleagues to read the country specific security and welfare profiles which can be found on the Intranet under Support Services - Duty of Care (https://intranet.unhcr.org/en/support-services/duty-of-care.html). These profiles have been specifically designed to answer some of the key questions (on security conditions, medical provisions, staff welfare, living and working conditions) potential applicants might have before deciding to apply. Ensuring staff are better informed is part of the increased attention UNHCR is paying to Duty of Care. This project is still in the pilot phase, and as such some of the information leaflets are being produced as we speak and might not be available yet. They will be soon, so keep checking. 

Requirements at country level:
In terms of everyday duties and responsibilities, the incumbent covers the management of ROPAN which in itself contains a considerable amount of tasks related to General Administration, Finance, HR, Supply, Asset Management, Security, PAMS, etc. Moreover, the Regional Admin./Finance Officer is requested to have solid knowledge of IPSAS and to monitor its implementation through regular contacts with the administrative staff in the region.  He/she must also possess an excellent knowledge of MSRP and FOCUS in order to be able to fully discharge his/her duties and also provide support to other offices in the region, by understanding and operating clearly the principles of operational functionalities of said programmes. The incumbent oversees the MIP scheme for the national staff. As delegated by the Regional Representative, the Regional Admin./Finance Officer ensures that the coordination of the main security arrangements is properly set in the office, including conformity with MOSS and MORSS, as well as together with Security focal point provides required information and collaborates with UNDSS on issues related to staff safety. As such he/she participates in SMT meetings in the absence of the Regional Representative.
Furthermore, the incumbent coordinates the UNOPS ICA (Individual Contractor Agreement) scheme for the Regional Office in Panama and National offices under its purview (Belize, Guatemala, Honduras, El Salvador, Cuba & Panama). ROPAN hosts a colleague from DIST from Geneva, the Regional ICT Officer in Panama which reports directly to DIST, whereas it reports to ROPAN for administrative purposes only. However, given its physical colocation in office premises, the incumbent is required to verify that several budgetary and other arrangements are put in place in order to ensure smooth running of this unit. As a part of Regional UN Agency presence in Panama, the incumbent is required to participate in various Regional joint working groups (ie National & Regional OMT, UN Senior Management meetings in absence of Regional Representative and his deputies) and other joint UN activities. The incumbent will be expected to have a solid knowledge of Administration, Finance, Human Resources & Procurement rules, policies, practices and guidelines in order to provide sound advice on management of resources and guidance/oversight to staff on personnel, financial and administrative matters. This position has a strong capacity building focus, and in that sense, he/she will also be called to have training skills in order to coach colleagues in these areas.  He/she will have to ensure that operations meet the common standards agreed upon and that local practices comply with UNHCR¿s set of financial rules and regulations.
He/she should have a strong accounting background in order to be able to revise and approve the monthly accounts including bank reconciliation, as well as coordinate the preparation of reports on personnel, financial and administrative matters.
Excellent command of the Spanish language, both written and spoken is needed in order to interact with local authorities, Government counterparts and other UN Agencies. Excellent English communication skills are also needed to prepare reports and accompany external missions. b Requirements at regional level:
The incumbent also ensures that support is provided so that Panama maintains a regional training-hub role, whereby throughout the year there are numerous regional learning events that take place in Panama. In this connection, the incumbent provides appropriate logistical and administrative support, whereas at times he/she has to be the co-facilitator of these events. 
The incumbent will be expected to have a solid knowledge of Administration and Finance rules, policies, practices and guidelines in order to provide sound advice on management of resources and guidance/oversight to staff on personnel, financial and administrative matters. This position has a strong capacity building focus, and in that sense, he/she will also be called to have training skills in order to coach colleagues in these areas.  He/she will have to ensure that operations meet the common standards agreed upon and that local practices comply with UNHCR¿s set of financial rules and regulations. Being a part of the Regional Office in Panama (ROPAN), the Regional Admin./Finance Officer (RAFO) position is one of the essential positions of senior  management dealing with Administration and Finance related responsibilities in Panama, Central America and Cuba.  As such, the incumbent of this position ensures maintaining a flow of information between the Bureau and several units in HQ (GVA & Budapest) and the rest of the Country Offices, moreover he/she is the main point of reference within the region for the offices without a full presence of an International/ Professional Admin staff, and in particular when it comes to operational/management issues related to Administration, and issues that do not require additional consultations with other units at HQs or Budapest Service Centre.
At the country and regional levels, the Regional Admin./Finance Officer will provide hands-on and troubleshooting solutions for operations as required.
In particular, the incumbent ensures support is provided directly and/or indirectly to the Representations in Costa Rica (and RLU) and Mexico as well as the unit comprised of three National staff in Cuba which are part of the administrative structure under the direct supervision of ROPAN.  As for other Central American countries without a UNHCR presence, the incumbent provides guidance in Finance project activities. Having a regional role, the incumbent is responsible to ensure support is provided to all operations under ROPAN purview, in consultations with and in coordination with the Senior Resource Manager and Senior Desk Officer at HQs Geneva, with emphasis on:  providing technical support and guidance on issues relating to Admin., Finance, HR and supply related issues; undertake missions as appropriate in order to perform evaluation visits of administrative arrangements in offices, pre-audit exercises, etc.  He/she will provide hands-on and troubleshooting solutions. In addition, the incumbent ensures that uniformity is applied in all operations in interpretation of policies and rules (e.g. translation of forms in Spanish, PO to be used by all offices, etc.). ¿ Panama City has well developed modern infrastructure, office complexes, hotels, and apartment buildings. It is an important hub for international banking and trade.
¿ Recreational facilities including restaurants, theatres, symphonies, ballet, and shopping malls.
¿ Good private health facilities at international standards.
¿ Malaria is a risk throughout the year in Bocas del Toro, Darién and Kuna Yala but not in the Capital City.
¿ International schools are available for foreigners from Kinder up to 12th grade in English and Spanish. Some schools also give French courses.
¿ Good and developed banking infrastructure. Recognized foreign banks have presence in the country. They offer checking accounts, debit and credit cards.
¿ Tropical maritime; hot, humid, cloudy; prolonged rainy season (May to January), short dry season (January to May).
¿ Big international hotels, secure and safe, in the Capital City.
¿ Various real estate agencies and also online possibilities of finding accommodation are available.
¿ Frequent mission travel to countries within the country and the region. ¿ Most newly arriving expatriates are faced with the challenges of overcoming cultural and language barriers. It is relatively safe compared to other cities throughout Latin America.
¿ The main threat is crime. Crimes range from armed robberies, drug trafficking-related crimes, rape, muggings and purse-snatching to petty theft.
¿ The capital city is rated as security level ¿ 1 ¿minimal¿ whereas for Darién Province (border with Colombia) it is security level ¿ 2 ¿low¿.
¿ Use prudence and exercise good personal judgment when moving around the country, especially in the town of Colon area is recommended ¿ Excellent command of Spanish is essential.
¿ The population is an ethnic mix, with heritages including Spanish, African, Amerindian, and North American.

Please note that the closing date for all vacancies in the Add.4 to March 2018 Compendium is Wednesday 5 Septembe 2018 (midnight Geneva time).