Senior 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.

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
- Graduate degree (equivalent of a Master's) in Accounting, Finance, Public or Business Administration, Economics or related field, OR graduate degree (equivalent of a Master's) in another field combined with a professional qualification in accounting or finance (CPA/CIA or equivalent) plus 8 years in the field of accounting or finance, of which at least five years in an intergovernmental organization (United Nations or similar). Undergraduate degree (equivalent of a BA/BS) plus 9 years or Doctorate degree (equivalent of a PhD) plus 7 years of previous relevant work experience may also be accepted.
- 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.
- Knowledge of English and UN working language of the duty station if not 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.
- Knowledge of additional UN languages.

This is a Standard Job Description for all UNHCR Senior 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 them – before deciding to apply- to read the country specific security and welfare country 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). Ensuring staff are better informed is part of the increased attention UNHCR is paying to Duty of Care.

Staff after having applied to High Risk Duty Stations will have access to country specific information webinars with Field Safety Section (FSS) and Staff Welfare Section (SWS) colleagues and provided with a tool to test their psychological preparedness for serving in High Risk Duty Stations. Applicants who applied for a position in a High Risk country will receive, after the deadline for applications has expired, a joint invitation from the Staff Welfare Section (SWS) and the Field Safety Section (FSS) to participate in these webinars. During the Webinars, latest updates on security and well-being will be provided, and FSS and SWS will address questions raised by participants. Applicants are highly encouraged to benefit, when applicable, from all measures as they provide most up-to-date security and well-being information helpful to assess staff’s readiness to serve in a High Risk Duty Station. A Staff Welfare Officer will also be available, if and when required, to discuss with interested applicants the results of the psychological preparedness tool as well as readiness for assignment in High Risk Duty Stations.

The Senior Admin./Finance Officer reports directly to the Representative. The ideal candidate must have solid experience in Finance and Admin and proven managerial skills as he/she would have to supervise and coordinate a team.  Excellent inter personal skills and the ability to liaise with UN Agencies and other stakeholders in an effective manner. Ability to plan and find solutions in the management of UNHCR Branch Office Baghdad, in  addition to  supervising the admin/finance procedures/results of Mosul, Kirkuk and Basra Offices.  
Leadership skills and the ability to empower and coach national staff. Ability to work under stressful living/working conditions in a complex and challenging environment. Moreover, the incumbent must ensure that the operational systems are in place for the use of vehicles, accommodation and office issues in general Iraq continues to face multiple humanitarian crises with longstanding tribal and religious divisions further exacerbated by recent armed conflict, which had displaced over 5.8 million people. The Government of Iraq (GoI) declared in December 2017 it had regained control of all Iraqi territory from extremists. However, the needs of the displaced population remain high with some 1.9 million displaced persons and nearly 4 million returnees, although these figures do not take into account secondary displacement or re-admittance to camps where return was not possible or sustainable.  In addressing the needs of IDPs in Iraq, UNHCR leads the Protection, Shelter/NFI (non-food items ¿ also known as Core Relief Items or CRIs), and Camp Coordination and Camp Management (CCCM) clusters. UNHCR is also co-leading, with UN Habitat, the Working Group on Sustainable Solutions for IDPs within the Recovery and Resilience Programme (RRP) for Iraq.
Many families continue to face constrained access to basic services and security and protection risks while contending with destroyed properties and critical infrastructure, and the lack of livelihood opportunities and financial resources. The security and protection environment remains volatile, marked by serious protection risks for displaced Iraqis and returnees, including unlawful and disproportionate restrictions on access to safety and freedom of movement, abduction and illegal detention, forced encampment, forced and premature returns, lack of documentation limiting the enjoyment of rights and access to services, and increased risk of sexual gender-based violence (SGBV) and child protection issues. Interventions require continued support to the displaced population and extensive reconstruction to allow for sustainable return. A comprehensive reconciliation programme led by the GoI is needed to address ongoing protection concerns, including for persons with perceived affiliations with extremists. Without timely interventions to stabilise and rehabilitate affected areas and efforts to address underlying disputes, peaceful re-integration and stability in areas of returns are likely to be jeopardized, thereby risking another cycle of violence.
Despite the political, economic and security challenges in the country, Iraq also hosts over 292,000 refugees and asylum seekers (as of 31 August). As a result of the ongoing conflict in neighbouring Syria, Iraq hosts over 248,000 Syrian refugees, with 97% living in the Kurdistan Region of Iraq (KR-I), of which 63% live in urban, peri-urban and rural areas and 37% live in camps. Durable solutions for the 44,000 refugees and asylum seekers of other nationalities (primarily Turkish, Iranians, Palestinians, and Sudanese) are extremely limited, many of whom are in protracted situations.
UNHCR collaborates with authorities in the Central Government and the KR-I to assist refugees and asylum-seekers, and on statelessness prevention and response. Through the Regional Refugee and Resilience Plan (3RP), UNHCR leads the humanitarian response for Syrian refugees in coordination with authorities. UNHCR leads the Protection, Shelter and Basic Needs/Non-Food Items sectors, and co-leads Health with WHO and WASH with UNICEF. WFP leads Food Security, UNICEF leads Education, and UNDP leads Livelihoods. The UNHCR Office and accommodation for international staff are located in the International Zone (IZ), also called the International Green Zone.  Staff cannot leave the IZ and all movements are in armored vehicles except for approved missions and travel to/from the airport.  It is a 10 square km area of central Baghdad, Iraq, that was the governmental center of the Coalition Provisional Authority and remains the center of the international presence in the city. The contrasting Red Zone refers to parts of Baghdad immediately outside this secure perimeter.
DIWAN ¿ all UN offices are located in the Green Zone ¿ the UN Compound, also known as Diwan.  The accommodation compound called D2 forms part of the larger Diwan complex, while the second compound is called Tamimi, some 4 km/10 minutes away
The Tamimi rooms are container type structures of about 16m2 with a separate toilet and shower They are small but convenient and fully equipped (TV, fridge, double bed, desk, etc).  Bed linen and towels and are in the room.  The rooms are cleaned 6 days a week.
Food is available in the mini market in D2 or in local shops in the IZ. In both Diwan and Tamimi compound there is a cafeteria (DFAC) which serves breakfast, lunch and dinner 7 days a week. Baghdad has a subtropical arid climate and, in summer (June-August),  one of the hottest cities in the world,  with average/max temp reaching as high as 50 °C (122 °F), with low humidity due to its distance from the marshy Persian Gulf. Dust storms from the deserts to the West are a normal occurrence during the summer. The winter is mild and short. The current month is going to have some challenges in appointing a Prime Minister after approving the results of the elections and then forming the new government. The country is getting through a political crises related to continuous demonstrations due to the lateness of elections results announcement and also lack of services. This month In Basra the demonstrations turned violent and the Governorate building was ransacked. In addition, the Iranian consulate was burned, and many offices of parties were attacked and burned. At the same time the Green Zone was hit by four mortars during the second weekend of this month; no casualties were reported. However it was seen an act to deliver political message.
The country is getting through a political crises related to continuous demonstrations due to the lateness in appointing Prime Minister and also lack of services. The situation is making ISF stretching more than normal and put more burdens on them. Acts of extremism and terrorism continue to be registered and will continue to be so in the immediate to short term periods (Q 2 and Q3 2018) reflecting the complex security challenges the country and humanitarian programmes continue to experience. This is being confirmed by asymmetric attacks conducted by ISIS in different Governorates.
Military skirmishes continue to be registered in several governorates and along the Disputed Inland Boundaries (DIBs) but those are limited in duration and intensity. Politically, there has been little traction and motivation at reducing the divide between Baghdad and Erbil. Although the politically driven issues remain far from being resolved there appears to be an appreciable effort by the Iraqi authorities at returning the affected areas to normalcy, a critical dynamic in assuring and enabling humanitarian responses and actions. External national interest influences will continue to manifest within country. The Islamic State (IS) continues to remain potent and has shown exceptional resilience and capacity to project force and execute attacks in areas that had previously been declared secured. Although monthly incidents have fluctuated, casualties remain consistently high in the first quarter of 2018 underlining the fluidity and unpredictability that staff have to contend with. Gains by the ISF have resulted in expanded humanitarian latitude and coverage in supporting dislocated populations. This posture will be maintained and may register positive and greater marginal shifts in in latter part of 2018. The conduct of operations will become progressively permissive as the GoI expands and consolidates its stability and recovery efforts (as law and order postures improve Key threats still remain collateral from the on going armed conflict, sectarian-driven violence, Improvised Explosive devices (IEDS, both body and vehicle borne), civil unrest, kidnapping and ransom and general crime. These security threat issues are anticipated to be carried through 2018. Staff serving in Iraq operation are entitled for R&R according to ICSC approved R & R cycles. R & R cycle is 4 weeks for Baghdad.
All international staff assigned to Iraq are required to undertake a 3-day mandatory SSAFE (Safety and Security Approaches in a Field Environment) course. Except for the city of Erbil, you cannot travel anywhere in Iraq without the SSAFE certificate provided at the end of the training. In case of assignments to locations other than Erbil, initial travel is possible however SSAFE must be undertaken in the first 30 days.
If one has conducted an SSAFE course with in the last three years there is no need for attendance.  He/she is only required to attend the FSCO's briefing on arrival.

Please note that the closing date for all vacancies in the September 2018 Compendium is Thursday 18 October  2018 (midnight Geneva time).