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 Administrative and Finance Officer reports directly to the Representative and is a member of the senior management team. The incumbent will be responsible to manage the administrative services in Egypt.

An experienced professional is necessary to address the evolving operation greatly impacted by developments in the immediate region. The scope of the function includes overseeing human resources (over 250 staff), finance, ICT, general administration as well as managing the large buildings in Cairo and Alexandria. The incumbent will manage a team and coordinate with other functional areas in the operation. Consensus teambuilding and cultural sensitivity is needed as the team is diverse and the environment multi-layered.

The incumbent should be result oriented with proven management skills, should have practical and innovative approach. Knowledge of the MSRP, FOCUS applications, IPSAS, Resource Allocation Framework, internal financial and budgetary control is essential. Egypt is a signatory to the 1951 Convention relating to the Status of Refugees and its 1967 Protocol as well as the 1969 OAU Convention Governing Specific Aspects of Refugee Problems in Africa. Egypt however made reservations to several provisions, namely Articles 12(1) on Personal Status, 20 on Rationing, 22 (1) on Primary Education, 23 on Public Relief and 24 on Labour Legislation and Social Security. Egypt is also yet to develop a national refugee legislation and institutions for asylum. As a result, functional responsibilities for registration, documentation, refugee status determination and search for durable solutions are carried out by UNHCR under the auspices of a 1954 Memorandum of Understanding with the Government of Egypt.

As of Nov 2016, when the Egyptian pound was devalued, Egypt has increasingly experienced difficult socio-economic challenges. The inflation and unemployment rates have significantly increased and have negatively affected the host and refugee populations. Refugees and asylum seekers in Egypt predominantly live in urban and semi-urban areas and are mainly settled within Greater Cairo and in the cities of Alexandria and Damietta. As of 1 June 2018, Egypt is hosting 230,340 registered asylum seekers and refugees, of whom Syrian nationals constitute 56% and other nationalities (60 diverse countries , mainly from Sub-Sahara Africa, Yemen and Iraq) make up for the remaining 44%. The Government of Egypt¿s attitude towards asylum seekers and refugees has been tolerant to a great extent. Egypt as a country is highly influenced by varied mixed migratory flows. Predominant protection priorities revolve around the need to ensure a conducive asylum environment right from the start/access to territory, to the moment solutions are arrived at. Some key issues that the operation is currently addressing include: the need to enhance resident permit processing and issuance; assorted services and care for children, and particularly UASC;  the strengthening of partner capacity and broadening of partnerships and collaboration, including with Government counterparts; enhancing the strategic use of Registration and RSD; as well as supporting beneficiaries with basic needs services in the areas of: emergency and primary health care, education, legal assistance, psychosocial support, livelihoods and cash assistance. Advocacy for more resettlement opportunities and complimentary pathway solutions, as well as the support for voluntary repatriation where feasible, as well as engagement in mixed migration dialogue and activities is part and parcel of the office protection strategy.
UNHCR Egypt has four office locations, three in different parts of Cairo and one in the field in Alexandria, with a staff component of 280 staff in Cairo and Alexandria. The Office works directly with 13 partners, within the broader 3RP response, as well as within the UNPDF, the office has additional INGO/NGO, UN sister agency and governmental partners. Egypt is full of historic and cultural significance and, together with multiple touristic sites and locations to visit and enjoy, can be a welcomed relief to the otherwise heavy demands of the work day.

Cairo is a family Duty Station Category (A) and has relatively good areas for accommodation. The cost of accommodation varies and depends the location and the preferences of the incumbent. The cost of food, drink and clothing will depend on particular lifestyle demands but there is a variety of choice. International banks such as HSBC and CIB are available. Alexandria has good health facilities. With the security measures in place the majority of Egypt is at Security Level 2 (Low) with the exception of the Western Desert, which is Security Level 3 (Moderate) and the North Sinai, which is Security Level 5 (High). UNHCR Egypt currently operates mainly in Low to Moderate security level areas and does not have operations in areas with High security levels.

The security situation is relatively stable. However there have been a number of attacks on security (police and military) forces and on rare occasions religious and tourism sites.  Civil unrest since 2015 is low, there are very rarely large demonstrations or public disorder incidents.

The crime rate in the country is moderate with some incidents particularly in the larger cities (Cairo and Alexandria) such as thefts, burglary and robbery. Also of note some bag snatchers (especially against females). Sexual harassment against women and girls is high in the country targeting both Egyptian and International staff.

Hazards are the most challenging safety issue as road accidents are common in Egypt, due to poor road conditions, dangerous driving and non-enforcement of traffic laws. Vulnerability to staff is enhanced when they do not practice basic safety measures such as the wearing of seat belts. Fires in apartments are a hazard, with electricity standards low causing electrical fires. Vulnerability to staff is exacerbated by staff not following advisories, such as to install smoke detectors and fire extinguishers in their residences. Knowledge of Arabic languages is essential. Experience in the region is a plus. As the incumbent will be managing the administration of a multifaceted operation, a candidate at the P4 level would be appropriate.

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