Administrative Officer - P2

Location: Various location

Why should you join us?

UNHCR, the UN Refugee Agency, takes the lead in protecting people forced to flee wars and persecution around the world, providing life-saving aid including shelter, food and water to ensure their basic safety, rights and dignity. With 18,879 women and men working in 137 countries, we work tirelessly to make a difference in the lives of 89.3 million forcibly displaced people worldwide.

Our dedicated and professional staff work around the clock in roles including legal protection, community services, public affairs, health and more. Despite the challenges they can face, our staff are proud to work for UNHCR and determined to make a positive impact.

How can you make a difference?

The Associate Administrative Officer is responsible for supporting the Office/Bureau in the implementation of general administrative and resource management tasks. S/he will establish and maintain efficient administrative control mechanisms to ensure compliance with UN administrative, financial and human resources rules and procedures. Contacts on administrative/budgetary related issues are mainly with Sections/Units/Offices within the organization both at HQ and in the Field and with local suppliers/services to ensure provision of services and resolution of difficult problems.

Key responsibilities and duties:

• Contribute to the assessment of budgetary needs for administrative budgets (ABOD); monitor and control ABOD expenditure.
• Analyse, evaluate and control disbursements/receipts, as well as expenditure variances against approved budgets;
• Review and approve vouchers, including ABOD and project disbursements.
• Propose monthly cash requirements for the Office, and ensure adequate and timely replenishments of funds.
• Contribute to the preparation and processing of monthly accounts.
• Provide financial status reports to supervisors.
• Analyse and evaluate all financial reports produced on a regular basis.
• Maintain effective business relationships with local banks.
• Assist in ensuring compliance with UNHCR and UN Financial Regulations and Rules, policies and procedures.
• Ensure that payments are effectuated by the monthly deadline.
• Ensure that monthly accounts are correct and approved, and ensure timely monthly bank reconciliations, including open items, review and clearance of unwanted requisitions and PO balances.
• Conduct regular checks of petty cash and cash accounts.
• Perform project control functions, in the absence of a dedicated project control position.
• Participate in the physical verification of UNHCR’s local property, plant and equipment (PPE) and inventories.
• Verify that all financial transactions are correct and in accordance with UNHCR rules and procedures.
• In the absence of a senior finance position, ensure compliance with applicable financial rules, policies and procedures.
• In the absence of a senior finance position, certify country-level financial expenditure reports submitted to the regional office or Headquarters.

Regional financial services applicable to positions in the Regional Bureau only

• In coordination with relevant services in HQ, and to improve cost-effectiveness and process efficiency for operations, assist with the implementation and management of regional finance-related services such as: vendor and other related master data management and maintenance, invoice posting, travel claim processing, payments, bank reconciliations, accounting housekeeping and period cut-off activities, donor financial reporting, etc.
• Make proposals for the continuous improvement of financial monitoring and control mechanisms, including the streamlining of financial systems and procedures.
• In coordination with DFAM’s Change Management and Field Support Section and the Global Learning and Development Centre, identify and provide training on accounting matters, and recommend or develop training modules as necessary, aiming at the development of financial management skills.
• In close liaison with DFAM’s System Administration Section and other divisions as necessary, assist the provision and planning of activities for rollout of new processes or systems; assist the Regional Controller in monitoring the implementing internal control mechanisms and compliance with UNHCR's financial policies and procedures in the region.
• Perform other related duties as required.

Who are we looking for?

Candidates with 3 years relevant experience with Undergraduate degree; or 2 years relevant experience with Graduate degree; or 1 year relevant experience with Doctorate degree.

Requirements

Work experience in at least one of the following fields: Human Resources, Administration, Budget, Finance, and Procurement. Excellent computer skills, in particular in MS Office applications.

Advantage

Working experience of at least one year in an intergovernmental organization (United Nations or similar). Good knowledge of UNHCR’s administrative rules and procedures. Working experience with PeopleSoft/Oracle Financial and/or HR modules.

For more a more detailed description, please review the job description:

http://www.unhcr.org/63d920cd4

COMMITMENT TO DIVERSITY AND INCLUSION

UNHCR’s workforce consists of many diverse nationalities, cultures, languages and opinions. We seek to sustain and strengthen this diversity and to ensure equal opportunities, as well as an inclusive working environment, for our entire workforce. Joining us means living, sharing and promoting these core values of inclusion, diversity and gender equality.

Applications are encouraged from all qualified candidates without distinction on the grounds of race, colour, sex, national origin, age, religion, disability, sexual orientation and gender identity.