Snr Policy Coord Off (Fin&Adm)

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 Policy Coordination Officer (Finance and Administration)

ORGANIZATIONAL CONTEXT

UNHCR is an international humanitarian organisation operating in approximately 126 countries with over 350 offices worldwide.  Some 11,000 staff are directly employed with the Organisation which has an annual budget of approximately $7 billion and annual expenditure nearing $4 billion.  Reporting to the Senior Policy Advisor (Finance) within the Policy and Audit Coordination Section (PACS) of the Division of Financial and Administrative Management (DFAM), the incumbent will;

- Contribute to the development of corporate level policies, procedures and guidelines  concerning financial, accounting and administrative management that meet organisational strategic objectives and operational needs, taking into account recommendations issued by audit bodies and legislative bodies of the United Nations General Assembly and the International Public Sector Accounting Standards (IPSAS).
- Support, coordinate, consolidate, and advise on the implementation of  financial and accounting management policy initiatives and objectives which impact on the overall operations of UNHCR.
- Take the lead in the Policy and Audit Coordination Section in compiling responses to multiple requests addressed to the Controller requiring policy interpretation or development of processes and procedures to address emerging issues at the field and HQ levels in the administration and financial management field.
- Coordinate the implementation of a knowledge management system to support the function and facilitate self-service access to such information, and of a customer relationship management tool to strenghten the monitoring of the field support processes.

The incumbent must have demonstrated analytical skills and good management and communication skills. The incumbent should be able to work independently with no close supervision required or with minimum guidance. He/she should possess excellent organizational, planning and coordination skills, and be able to work with senior colleagues in a professional manner to meet specific deadlines. He/she should be able to reflect long and complex deliberations on high-level issues into concise and understandable minutes.

The assigned responsibilities of this post include regular liaison with Senior Management of UNHCR such as Directors and Representatives and a variety of staff at Headquarters and in the field, as well as within the UN system and the internal and external auditors. The incumbent of this post, therefore, must have a good knowledge of UN Financial Regulations and Rules, IPSAS and other financial and administrative management practices,  relevant experience in policy preparation and knowledge management systems, as well as superior drafting skills.


FUNCTIONAL STATEMENT

Accountability
- UNHCR¿s financial, accounting and administrative policies at the corporate level are developed in line with IPSAS and UN administrative instructions, are adequate to address operational needs and contribute to the maintenance of a robust system of internal controls.
- UN Financial Regulations and UNHCR Financial Rules, policies and procedures are reflected and complied with in various agreements concluded with donors or in other special and administrative agreements.
- Actions are taken in due time and efficiently to coordinate DFAM¿s input and response in relation to    reviews/verifications conducted by various donors including follow-up on actions related to  recommendations issued as part of such reviews.
- Policies, instructions, procedures and guidelines issued by DFAM are adequately disseminated across the organisation and clearly presented on the knowledge management system of UNHCR accessible through the intranet.
- Requests for guidance, information and clearance addressed to the Office of the Controller are timely handled.


Responsibility
- Advise and assist in the formulation of new or updated financial, accounting and administrative management policies, procedures, processes at the corporate level, to ensure these are addressing the needs and reflecting the operational realities of the Organization and the environment in which it works.
- Ensure consistency and conduct quality assurance for policy documents emanating from various offices within DFAM.
- Provide functional guidance to Directors, Representatives and other managers at Headquarters and in the field on aspects of financial control and management, with due consideration given to the need of maintaining a robust internal control system under a decentralised resource management framework.
- Take the lead in assisting the Senior Policy Advisor in compiling responses to multiple requests addressed to the Controller requiring policy interpretation or development of processes and procedures to address emerging financial and administrative requirements.  
- Coordinate the implementation of a knowledge management system to support the function and facilitate self-service access to such information, and of a customer relationship management tool to strengthen the monitoring of the field support processes.
- Review for clearance the draft contribution agreements to be concluded with donors or other administrative agreements to ensure that contractual requirements are compliant with UNHCR¿s rules, administrative instructions and standard practices.
- Review adequacy and, upon clearance from delegated authority, process special funding agreements in the ERP   system.
- Carry out research on ¿best practices¿ related to accounting, financial and administrative management, being used or developed within the United Nations system as well as in the private sector and maintain an inventory of such practices to assist senior management in the decision-making process.
- Maintain up-to-date the UNHCR¿s Finance Manual, IPSAS Manual and other instructions and procedures to reflect required changes, while ensuring compliance with the applicable United Nations Financial Regulations and Rules.
- Maintain up to date the policy section of the intranet pages and coordinate with ODMS or other Divisions any necessary updates.
- Ensure that audit observations with impact on accounting and financial management policies and procedures are properly and timely addressed through corresponding modifications in the policy framework or in the system of internal controls.
- Ensure that changes and developments in policies, procedures and practices are coordinated, aligned with and supported by the corresponding changes in the ERP system and other platforms in place in UNHCR.

Authority
- Propose and draft new or updated policies and procedures at a corporate level related to financial and administrative management, accounting and internal control.
- Issue on behalf, and after clearance, of the Senior Policy Advisor, concepts, interpretations and recommendations on all aspects of policy, financial and accounting control and management, as well as internal controls.
- Propose for consideration by the senior management corrective actions and consequences related to non-compliance with financial, administrative and material resources, management policies, rules and regulations.
- Propose amendments to UNHCR¿s Financial Rules and other regulatory documents, when appropriate.
- Review draft donor funding agreements or other administrative agreements and recommend for clearance in view of their subsequent signature.
- Coordinate with other offices within DFAM and across UNHCR the implementation of financial or administrative policy changes to ensure such changes are well understood and supported by corresponding systems and resources. 
- Act as DFAM focal point on issues relating to knowledge management and dissemination of policy guidance.
- Represent the Organisation in inter-agency and other working groups relating to financial, administrative and accounting matters.

ESSENTIAL MINIMUM QUALIFICATIONS AND PROFESSIONAL EXPERIENCE REQUIRED
- Graduate degree (equivalent of a Master¿s) in Accounting, Business Administration, Finance, Economics or other related field plus minimum 8 years of relevant professional work experiences in the areas of administration, audit, finance or related field in UN organizations. 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.
- Demonstrated experience in formulation of financial and accounting policies and procedures at a corporate level
- Good knowledge of the UN finance systems, UN Financial Regulations and Rules, International Public Sector Accounting Standards (IPSAS), together with relevant accounting experience.
- Excellent knowledge of oral and written English.

DESIRABLE QUALIFICATIONS & COMPETENCIES
- Professional qualification in accounting or auditing (CPA/CIA or equivalent).
- Knowledge of UN organizational structure and governance reporting requirements.
- Knowledge of the financial modules of Enterprise Resource planning (ERP) systems
- Good understanding of innovative technologies and business process automation. 
- Experience with design and implementation of changes to financial systems.
- Experience in providing client support and handling knowledge management systems.
- Persuasive and tactful, with strong interpersonal and listening skills; ability to work and communicate in a professional manner and with a professional demeanour.
- Working knowledge of French. 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
M003L3 - Judgement and Decision Making Level 3
M004L3 - Strategic Planning and Vision Level 3
M006L3 - Managing Resources Level 3
X003L3 - Technological Awareness 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 Policy Coordination Officer plays an active role in assisting the Senior Policy Advisor (Finance) and the Controller to review and update existing financial and administrative policies and procedures or develop new ones, when necessary, reflecting actions that effectively strengthen the Organization's internal control system and business processes.  He/she will also be the main coordinator of the implementation of a knowledge management system to support the policy development function and facilitate self-service access to information, and of a customer relationship management tool to strengthen the monitoring of the field support processes.

A high level of understanding of UN and/or UNHCR financial regulations, rules, policies and procedures is therefore required, complemented by good understanding of internal control systems, analytical skills, excellent verbal and written communication skills, as well as clear judgment and tact in the frequent contacts with senior people within and outside UNHCR. This position is part of the Policy and Audit Coordination Section (PACS) within the Office of the Controller in the Division of Financial and Administrative Management (DFAM).
Headed by the Controller and Director of the Division, DFAM is responsible to maintain UNHCR¿s financial integrity and a robust internal control system through providing financial policies,  instructions and guidance that are clear, concise and tailored to be applied in a decentralized and field oriented environment, as well as the tools to effectively  implement them.   The Division also focusses its efforts on strengthening the financial management capacity of field offices and HQs and therefore is committed to take actions necessary to maintain an adequate knowledge management system that can provide the colleagues in the field and at HQ with the elements needed to make informed decisions in their daily management of operations. DFAM equally plays a key role in UNHCR¿s efforts to improve and streamline its audit and other oversight mechanisms.
Within the Office of the Controller, PACS contributes to the development of corporate level policies and strategies concerning financial, accounting and administrative management.  It provides advice and guidance to finance staff in UNHCR offices on policy related matters. PACS is also responsible for coordination of all external audit matters and acts as the focal point in UNHCR for the relation with the United Nations Board of Auditors (BoA). The Section reviews BoA audit observations and recommendations, coordinates the Organization¿s responses to the BoA reports, and prepares overviews of key audit findings. It also provides expert advice and support on audit-related matters. In close collaboration with the Division of External Relations (DER) and the Legal Affairs Section (LAS) PACS provides DFAM clearance on all funding agreements particularly in case of a deviation from the standard financial clauses. n/a n/a

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