Snr 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.

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.

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
======================================================================================================== The incumbent should possess Field and HQ experience and knowledge of the context in the region.

The Senior Administrative/Finance Officer is part of the Senior Management team of the office and will be under the direct supervision of the Representative.

The Senior Administrative / Finance Officer is responsible for an ABOD of approx. USD 4.3 millions and managing the day-to-day personnel and administrative operations of the office including review and approve the settlement of employee entitlements, ensuring compliance with the organization¿s internal financial rules, policies and procedures and compliance with IPSAS provisions; guidance and training in Finance, MSRP (Finance & Supply chain module) and FOCUS, therefore the incumbent must have excellent knowledge of United Nations administrative, human resources and financial rules and procedures.

The incumbent is required to demonstrate skills and expertise in Finance and Administration; must have experience in leading/supervising a team; sound technical knowledge of UNHCR's financial rules and regulations, accountability policies and standards; proven skills in Accounting, Finance, MSRP and FOCUS; good communication and training skills.

The incumbent should also possess strong interpersonal, networking, negotiating skills and diplomatic skills and ability to manage a consensus team building.

The incumbent directly supervises staff in admin/finance, human resources, ICT and telecoms.

Excellent verbal and written proficiencies in English and Spanish are essential. UNHCR Colombia, which traditionally was an IDP focused operation, is shifting to a mixed operation addressing new IDP situations despite the ongoing peace process, and increasing arrival of Venezuelans and Colombian returnees.

UNHCR Colombia is one of the countries piloting the Multi-Year Multi-Partner Protection and Solutions Strategy. UNHCR Colombia¿s operational vision for the next three years (2018-2020) is that with the support of UNHCR, civil society, communities and other actors, the Colombian State ensures that people of concern to UNHCR live increasingly safe and secure lives in their communities and progressively attain durable solutions, including access to rights (economic and social integration and truth, reparation, and justice), applying a community-based protection and AGD sensitive approach.

After 50 years of conflict, the Government of Colombia and the FARC reached a peace agreement and prepared a pathway to an end to the conflict which has resulted in more than 7 million IDPs representing 88% of the more than 8 million victims of the conflict (Government figures).

It is under this operational context that the Colombian government, donor countries and the UN are working on a post-conflict agenda. This includes an increased emphasis on finding durable solutions for displaced populations within and outside Colombia. One of UNHCR¿s main challenges is to work with the government and UN (development) agencies on comprehensive solutions while maintaining a focus on and providing visibility of the impact of the continuous violence generated by illegal armed groups and ongoing forced displacement in various regions of the country. Colombia is becoming a country of transit and destination for asylum-seekers, refugees, and migrants. According to Colombia¿s Migration authorities, there were over 550,000 Venezuelans remaining in Colombia at the end of 2017. It is expected that the number of new arrivals will continue, including those in need of international protection. There are also increasing number of Colombian returnees and mixed families among the outflows from Venezuela.

The main protection risks facing the vulnerable Venezuelans include: lack of documentation, risk of refoulement, lack of access to health and education, SGBV, trafficking, forced recruitment, and xenophobia.  

UNHCR supports the Government¿s efforts to enhance its asylum system and respond to the humanitarian and protection needs of Venezuelans. At national level, UNHCR co-leads (together with IOM) the Inter-Agency Border Group to coordinate humanitarian actors¿ support to the situation. There is no robust registration system in place to address the increasing number of Venezuelan arrivals, ensure effective individual case management, and referral pathways to service providers.

UNHCR, together with IOM, supports the nation-wide government-led registration exercise started on 6 April 2018 through technical, material, and human resources contribution.

UNHCR Colombia has a Branch Office in Bogota, which oversees three Sub Offices in Cucuta, Medellin, and Pasto and a Field Office in Barranquilla. Each Sub Office oversees two field offices: SO Cucuta oversees FO Arauca and FO Riohacha; SO Medellin oversees FO Quibdo and FO Apartado; SO Pasto oversees FO Buenaventura and FO Mocoa. Bogota is an A category duty station.

Colombia is a large country (1,141,748 km2); its population rises to 47,000,000 citizens.

Located 2,600 meters above the sea level, Bogota is the capital of the country, with almost 8,000,000 inhabitants.

National and different international banks have offices in Bogota, and ATMs can be found all around the city.

Temperatures in Bogota vary from 3°C to 23 °C.

Very good health facilities can be found in Bogota and in other capital cities in the country.

Bogota offers a huge amount of leisure and cultural activities; interesting museums, libraries, parks, cinemas, very good restaurants.

A number of international schools are located in Bogota. The Colombian Military Forces have gained control of urban areas and main connection routes, improving general security conditions through the country and forcing illegal armed groups inland, however armed confrontations continue in some areas.

Safety and security issues continue to be a concern. Though the situation improved significantly in recent years, common crime and isolated attacks by illegal armed groups continue to affect important cities.

Staff must ensure to count with functioning communication means with the UN Security and keep abreast of the security situation in the capital or any travel inland through the normal channels of communication.

All official missions are to be conducted with full compliance to MOSS requirements, considering destination, transportation selected and activities carried out. The ideal incumbent should have completed numerous relevant training or being enrolled to Operations Management Learning Programme and HR Management trainings.

Please note that the closing date for all vacancies in this Flash Vacancy is Tuesday 18 December 2018 (midnight Geneva time).