Admin/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.

Administrative/ Finance Officer

ORGANIZATIONAL CONTEXT
The 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.
- The Delegation of Authority Plan (DOAP) is up-to-date and reflects the necessary segregation of duties in the office.
- The country operation complies with UN security standards.

Responsibility
General Administration
- Manage the day-to-day personnel and administrative operations of the office.
- Serve as a member of the Local Contracts Committee (LCC).
- 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.
- 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 operational context for all international posts in the office.
- Serve ex-officio in the APPC.
- 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
- 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 timely and accurate monthly and year-end closure of accounts, including bank reconciliation, and submit reports to headquarters as per prescribed deadlines.
- Prepare a consolidated budget for the country operation (Branch/Sub/Field Offices) for approval by Regional Office or Headquarters.
- Manage the FOCUS token for the country as a Focus Planning Coordinator.
- Ensure timely and effective follow-up to audit observations and recommendations.
- Provide training on financial matters.

Authority
- Select 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 vouchers, including ABOD and project disbursements;
- Approve and certify local bank reconciliation and petty cash accounts.
- Certify country-level financial expenditure reports submitted to the regional office or Headquarters.
- Settle amounts due, or recover travel payments, from country operation staff.

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 intergovernmental organization (United Nations or similar). 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.

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 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>
========================================================================================================
See below for this postion's Operational Context
========================================================================================================

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 incumbent of this position should possess strong technical finance and HR knowledge, should be familiar with MSRP, FOCUS applications, experience in emergency administration and strong understanding and implementation of IPSAS are a plus. S/he should have advanced skills for planning and coordination of the work of the staff in admin, finance and HR units of the office.  Knowledge of the principals of the Internal Financial and Budgetary control is an asset. The incumbent will have to demonstrate managerial, client orientation and good negotiation skills and he/he should have strong interpersonal skills and flexibility enabling provide support needed by the staff in this difficult working environment and he/she should be solution-oriented in organizing his/her work, using constructive and supportive approach in collaborating with others.    

A great sense of initiative and leadership as well as teambuilding skills are required for this position. S/he should be able to work effectively with people from all backgrounds and be comfortable in working with a large workforce which demands respect and appreciates leadership. Political sensitivity, effective resource management skills, performance orientation, pro activeness and maturity are crucial for effective management of the workforce and ensuring the best results in the operation. S/he should have previous experience in the region and/or working in a complex operations in high risk duty stations with large scale IDP and returnees (refugees/IDPs). Recent developments in Syria include the establishment of de-escalation zones, and some major changes in control of certain areas of the north and center.  This is increasingly allowing spontaneous returns within the country, though with a sustained and dynamic IDP crisis. 

UNHCR response to developments included the recent ¿timely¿ expansion of the Homs field office into a sub office located within Homs city and covering Homs and Hama. The Homs sub office lies in the center of the country and is witnessing returns of IDPs, and of refugees mainly from Lebanon, whereby among other Syrian governorates, the refugees from Homs represent the highest number of refugees in the country.  Hence, and beside regular assistance to IDPs and returnees, Homs SO. Maintains a significant level of emergency preparedness for sudden population movements including a potential emergency and displacement or returns from Idleb Governorate to Hama.  While the security situation remains precarious in Homs and Hama Governorates, the conditions are more volatile particularly in Northern Hama and Eastern Homs with continuous battling between government forces and non-state armed groups.  Hence, UNHCR activities encompass assistance to internally displaced persons, and returnees, in addition to priority emergency and early recovery activities aimed to improve the living conditions of the population in the areas of spontaneous returns. 

With this dynamic backdrop, UNHCR is responding with contextual programmes aimed to protect and improve the living conditions of a mixed IDP-Returnee caseload.  This entails multiple challenges, including sensitive relations with authorities and partners, a precarious  security situation, increased logistical obstacles, and an overriding need to be perceived as impartial in all matters. The incumbent needs to be of a well-rounded and experienced field profile with prior experience with IDPs, refugees, and return operations, along with work with urban and rural caseloads. The incumbent should be pro-active by nature and able to implement successfully under adverse security conditions. Hence, s/he should have previous experience in locations where security is volatile and to be prepared to take the prevailing UN security measures.

Operational considerations

Syria operation is currently the biggest UNHCR operation expected to continue to grow in 2019.  It has two major areas of responsibilities: response to Iraq refugees and emergency assistance for IDPs, and returnees.  The major challenging factor of the operation is a very unstable security situation all over the country that requires very flexible administration and immediate support and assistance for all staff in the operation.

The incumbent of this position will closely work with Senior Admin and Finance Officers and the Assistant Representative (Administration) in Damascus for policies and standard operating procedures related to admin, finance and human resources in Syria.
S/he will be directly supervising Admin/Finance Associate in Homs and provide training and functional guidance to the Administrative/Finance staff based in the other Field-Offices such as Hama. The present situation in Syria is unstable and uncertain. This creates on-going pressures at work and in daily life as priorities are frequently upended for other urgent ad hoc tasks. The incumbent should be prepared to work under such conditions and be able to manage stressful situations.

Syria is officially a non-family duty station with a four-week R&R cycle and the security situation remains volatile. Syria is officially a non-family duty station with a four-week R&R cycle and the security situation remains volatile. Special Considerations
Applicants with fluency in the Arabic language will be given preference over other equally qualified applicants.

Please note that the closing date for vancancies in the Addendum 2 is Sunday 16 December 2018 (midnight Geneva time)