SENIOR FINANCE AND ADMINISTRATIVE OFFICER

The Senior Finance and Administrative Officer is responsible for providing a range of administrative management support activities to the UNESCO National Office in Brasilia, Brazil. The incumbent reports directly to the Director of Office and has a functional reporting line to the Chief Financial Officer on matters of financial control and in his/her capacity as certifying officer.

The incumbent will receive policy guidance/ instructions from relevant sectors within UNESCO on the areas of Financial Management, Human Resources Management, Security and Office Administration. In the Field Office, the incumbent advises and supports the Director of Office or the designate on finance and administration, budget, human resources management, premises-related and security matters within the Office.

In particular, the incumbent will be responsible for the following area\:

1. General, Finance and Budget Accountabilities

• Advise and support the Director of the UNESCO Office or the designate on administration, budget, financial, human resources, premises-related and security matters within the Office and its Antennas as applicable.
  
• Ensure compliance with UNESCO policies, rules, regulations and procedures in terms of budget, financial, human resources, as well as with provisions of Host Country Agreement.
  
• Provide regular and ad hoc budget, financial and human resources information to the Director of the Office or the designate to support informed decision-making.
  
• Participate through user feedback in the development of house-wide budget, financial and human resources policies and procedures.
  
• Draft correspondence and internal procedural directives relating to budgetary, financial, human resources and administration matters.
  
• Maintain proper inventory, filing and recording systems.
  
• Ensure that the assets of the organization are safeguarded at all times, ensure supervision and insurance.
  
• Supervise staff as required.
  
• Supervise the good maintenance of premises, equipment, furniture and vehicles.
  
• Represent the Office in the Organizational Management Team (OMT) set by the UN Country Team (UNCT) to advise on administration, budget, financial, human resources, premises-related and security matters.
  
• Act as the Office’s Focal Point for harmonization and alignment of budget, financial, human resources and administrative procedures within UN System-wide coherence at country level.
  
• Advise the Director of Office or the designate in budget preparation (C/5 documents and related work plans, extra budgetary programmes and related project documents) and provide all relevant information required.
  
• Monitor execution of Regular Budget and extra-budgetary resources and advise the Director of the Office or the designate accordingly on their revisions\: administer day to day budgetary issues within the Office, ensure the appropriate budgetary control, validate and process requests made to the Bureau of Financial Management (BFM) for allotments and funds transfers, and provide relevant information requested.
  
• Ensure that managers within the Office, and its Antennas as applicable, are fully aware of budgetary principles, methodologies, rules and procedures and facilitate their training as may be required.
  
• Liaise with BFM on all budgetary issues relating to harmonization and alignment within the UN system, seeking clearance on those which may affect UNESCO’s current rules and procedures.
• Ensure the Office’s (and Antennas as applicable) financial resources and expenditures are fully and properly accounted for and that internal control systems are adequate and functioning.
  
• Act as Certifying Officer ensuring that financial transactions are in compliance with regulations, rules, policies and procedures.
  
• In line with the Organization’s policies and procedures, set up proper accounting procedures and systems – payments and disbursement of funds, replenishments, petty cash, segregation of duties – as well as internal controls.
  
• Ensure efficient local banking arrangements and compliance with local financial and banking regulations and UNESCO policy.
  
• Ensure procurement of equipment and supplies are in line with rules and procedures, Office (and Antennas as applicable) staff awareness of proper procedures, and that deliverables are in conformity with the specifications and terms of contracts.

2. Human Resources Accountabilities

• Develop an on-going plan for human resources development of the Office staff (and of its Antennas as applicable), with particular emphasis on training in all fields of relevance to the Finance & Administration Unit in close collaboration with relevant central services.
  
• Advise the Director of Office or the designate on Staff related matters.
  
• Provide explanations to staff on their rights and duties and on related administrative steps and procedures, and assist them in matters involving personnel management problems.
  
• Administer day to day HR issues within the Office and ensure appropriate and timely follow-up with the relevant Programme Sectors, FSC and with HRM sections.
  
• Liaise with HRM on all issues relating to local UN harmonization and alignment of human resources management, seeking clearance on those which may affect UNESCO’s current rules and procedures.

3. Safety and Security Accountabilities

• Act as the Office’s Focal Point for the safety and security of the UNESCO personnel and consultants and the UNESCO premises in the Office’s host country.
  
• Collaborate with the Designated Official for Security and with the UNDSS Chief Security Advisor on all security-related issues.
  

Education

Advanced university degree (Master’s degree or equivalent) in finance, business administration, accounting, law, or related discipline.

Work Experience

• A minimum of seven (7) years of progressively responsible and relevant professional experience in management, finance and/or accounting and administration.
  
• Relevant experience acquired at the international level.
  
• Relevant experience in developing and implementing systems to ensure compliance to financial requirements in Organizational rules, regulations, policies and procedures in donor agreements.
  
• Experience in leading and supervising staff and teams.

Skills and competencies

• Knowledge of institutional UNESCO mandates in the region.  
  
• Excellent knowledge and command of results based budgeting - particularly of extra budgetary projects -, work planning and development of sustainable financial management frameworks for large scale programmes in international settings.
  
• Demonstrated capacity to analyse operations, identify risks and opportunities, propose mitigation measures (in the field of Human Resources, Finance and Budget) and to establish adequate monitoring framework in line with office implementation capacity.
  
• Proven ability to manage SAP and other financial, HR or administrative tools
  
• Experience in asset management.        
  
• Ability to provide quality and timely support and services to facilitate good programme delivery and balance with best practices to ensure best value for money.
  
• Ability to work in a multicultural environment and to establish good working relationships with external and internal partners.
  
• Ability to take initiative and seek innovative ways to improve results.  

Languages

• English and French are the working languages of the UNESCO Secretariat. For this post, excellent knowledge of English or French is required. 
  
• Appointed staff will be required to acquire working knowledge of Spanish or Portuguese in a timely manner.