UNICEF recrute un agent administratif et financier, Bissau, Guinée Bissau

UNICEF works in some of the world’s toughest places, to reach the world’s most disadvantaged children. To save their lives. To defend their rights. To help them fulfill their potential.

Across 190 countries and territories, we work for every child, everywhere, every day, to build a better world for everyone.

And we never give up.

For every child, a fair chance

The Administrative and Finance Officer reports to the Deputy Representative Operations and is responsible for the management of the administrative and Finance unit and accountable for the delivery of efficient and cost-effective administrative support services and secure financial operations, in supporting of management, administration and implementation of the programme.

To learn more about UNICEF in Guinea Bissau, please click here:  https://www.unicef.org/guineabissau

 

How can you make a difference?

The Administrative and Finance Officer will be responsible for planning and guiding work in progress and for reviewing work completed by subordinate staff to verify accuracy and compliance with International Public Sector Accounting Standards (IPSAS), UNICEF Financial Regulation and Rules, policies, procedures, guidelines, standards of accountability, and ethics.

 

The incumbent shall be responsible for following key strategic functions, accountabilities and related duties/ tasks :

1. Policy, procedures and strategies :

• As technical professional, the incumbent is accountable for the correct and consistent application of policies and procedures in the assigned administrative functions through the provision of guidance and support to the Guinea Bissau CO ;
• Contributes to strategic planning and monitoring of administrative matters at country level as necessary. In coordination with the supervisor, implement the appropriate application and interpretation of administrative rules, regulations, policies and procedures, training, roll-out, monitoring and evaluation of new operational initiatives ;
• Brief and assist arriving and departing staff on basic administrative procedures and requirements ;
• Make specific recommendations on the improvement of systems and internal controls, planning, restructuring and resolution of sensitive issues, considering the prevailing conditions in the locality ;
• Keep supervisor abreast of potential problem areas and identify and recommend solutions.  Prepare reports on administrative matters as required.

2. Budget management and administrative support and Services :

• Monitor the budget in close coordination with the supervisor to ensure that objectives stipulated early in the fiscal year are realized for smooth operations of the office ;
• Recommend and prepare estimates on office premises, supplies and equipment requirements for budget preparation purposes.

3. Administrative support and Services :

• Undertake delivery and improvement in administrative support and office services including space management, transport services, vehicle use and maintenance, equipment, conference and travel arrangements, document reproduction, communications, mail and delivery services, local procurement and bill payments of utilities ;
• Ensure the timely and cost-effective provision of basic office services including space management, equipment, communications and security to enhance staff safety and productivity. Ensure also that all administrative transactions and arrangements of contracts follow the applicable policies, procedures, rules and regulations. Monitor payments against contractual obligations ;
• Support the OMT’s approaches for enhancing UN common services to attain efficiencies and effectiveness.

4. Property management :

• Support property management of administrative supplies, office equipment and vehicles, updating inventory of items, serving as ex-officio member to the Property Survey Board.  Assist supervisor in Property Survey Board submissions, preparing minutes of meetings.  Assist supervisor in executing PSB recommendations approved by the Head of Office ;
• Monitor and supervise adequate and appropriate use of supplies.  Ensures that services and maintenance of premises are in accordance with organizational standards.

5. Support to financial planning and management :

• Support the development of the finance, budget and administrative components of the CPMP is completed; participate in the review of office structures and operations, and compilation of required job descriptions, prior to budget preparation, in line with country programme commitment; contribute to the preparation of budget and the accompanying justification and documentation. Participate in the country programme strategy, development, planning and preview/review meetings, to identify staffing and administrative operational requirements ;
• Provide technical and operational support on the application, interpretation and implementation of operational policies, procedures and guidelines to the Representative and CO colleagues and stakeholders. Resolve routine financial operational issues and/or recommend (and record) deviation from policies and guidelines to meet objectives ;
• Provide technical support to the programme counterparts/committees, e.g. review budgets and financial plans of implementing partners; monitor compliance with HACT framework, including support to assessments, assurance and capacity development of implementing partners ;
• Prepare and/or monitor financial exception reports to assess unusual activities and transactions, investigate anomalies, and keep supervisor informed for timely action ;
• Review financial and reputational risks in the transactions carried out by the office and raise flags when action is needed by management.

6. Control of accounts :

• Process and/or review (as per delegated authority) the accurate and timely processing submission of payments, journal entries and other financial transactions within scope to the Global Shared Services Center (GSSC), ensuring compliance with budgetary limits, IPSAS and organizational regulations, rules, policies, procedures, standards of accountability, and ethics. Take timely action on outstanding accounts to resolve pending issues. This includes dialogue and follow up with the GSSC to facilitate timely processing of financial transactions submitted to the center ;
• Process/supervise (as per delegated authority) the disbursement of payments when done locally via bank letters, checks, or petty cash and supervise cash receipts and reconcile income contributions to ensure their timely deposit and recording in UNICEF systems ;
• Monitor and analyze financial transactions, accounting reports and reconciliation of accounts to ensure accurate and current financial information for applicable compliance (e.g. IPSAS, donor reporting, internal policies) and management oversight, planning and/or action ;
• Prepare or contribute to mandated management/statutory office financial and accounting reports to UNICEF Board/Bodies/Donors, verifying the reliability of data and compliance with organizational guidelines ;
• Collaborate with oversight bodies (e.g. UNBOA, OIAI, Evaluation Office, JIU, donors, etc.) to provide answers to requests; support the Deputy Representative Operations in the implementation of agreed audit recommendations; advise on corrective measures to be taken and establish relevant internal controls. Develop training activities to ensure effective operational performance and efficiency ;
• Complete applicable accounts closure activities (monthly, quarterly and yearly) on a timely basis and per closure instructions ;
• Examine DCT transactions (transfer, adjustments, reprogramming and liquidation) supporting documents to ensure FACE form has been properly entered into the system and the expenditure is broadly reasonable and in accordance with policy ;
• Examine DCT transactions (transfer, adjustments, reprogramming and liquidation) supporting documents to ensure FACE form has been properly entered into the system and the expenditure is broadly reasonable and in accordance with policy.

7. Treasury and cash management  :

• Manage bank, petty and cash on hand accounts transactions and operations in accordance with UNICEF/UN financial regulations and rules, policies, procedures and local banking practices. Keep abreast of procedures and regulations regarding maintenance of bank accounts and exchange and interests’ rates. Keep supervisor and relevant colleagues informed for timely action ;
• Maintain contact with local bank management on routine operational matters ;
• Maintain a system to monitor and forecast periodic cash requirements. Provide current information on cash position/forecast to management and make recommendations or take action to ensure sufficient availability of resources for programmes and operations activities ;
• Submit monthly bank statements to the GSSC for reconciliation and take appropriate corrective actions on findings identified by the Center.

 

Impact of Results :

The incumbent contributes to creating an efficient and effective office processes and conducive working environment where staff personal and professional development would result in efficient and timely contributions to achieve office objectives thereby contributing to the strategic goals of the organization. This in turn contributes to maintaining/enhancing the credibility of UNICEF as an effective and responsible manager of resources entrusted to the organization and to furthering UNICEF’s image as a competent organization for delivering cost effective and sustainable programme results.

 

To qualify as an advocate for every child you will have…

Education :  

• University degree in management, business administration, economics, accounting, financial management or another related field is required ;
• A minimum of 2 years of relevant professional office management work experience including finance and accounting, premises management and travel services and/or other related fields is required.

Experience :      

• Experience in an international organization and/or large corporation is preferred ;
• Experience in a UN system agency or organization some of which served in a developing country is considered as an asset ;
• Advanced knowledge of Microsoft Office, especially Excel required ;
• Experience in database packages, web-based management systems and ERP systems (preferably SAP financial modules) is considered as an asset ;
• Experience with IPSAS is considered as an asset.

Language Requirements :  Fluency in Portuguese and English or French is required. Knowledge of Creole is considered as an asset.

 

For every Child, you demonstrate…

UNICEF’s values of Care, Respect, Integrity, Trust, and Accountability (CRITA) and core competencies in Communication, Working with People and Drive for Results.

The UNICEF competencies required for this post are :

Core Values :

• Care ;
• Respect ;
• Integrity ;
• Trust ;
• Accountability.

Core Competencies :

• Nurtures, Leads and Manages People (1) ;
• Demonstrates Self Awareness and Ethical Awareness (2) ;
• Works Collaboratively with others (2) ;
• Builds and Maintains Partnerships (2) ;
• Innovates and Embraces Change (2) ;
• Thinks and Acts Strategically (2) ;
• Drives to achieve impactful results (2) ;
• Manages ambiguity and complexity (2).

Functional Competencies :

• Analyzing (1) ;
• Applying technical expertise (2) ;
• Planning and organizing (2) ;
• Following instructions and procedures (2).

To view our competency framework, please visit here.

Click here to learn more about UNICEF’s values and competencies.

UNICEF is committed to diversity and inclusion within its workforce, and encourages all candidates, irrespective of gender, nationality, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of the organization.

UNICEF has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UNICEF, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. UNICEF also adheres to strict child safeguarding principles. All selected candidates will be expected to adhere to these standards and principles and will therefore undergo rigorous reference and background checks. Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.

 

Remarks :

Mobility is a condition of international professional employment with UNICEF and an underlying premise of the international civil service.

Only shortlisted candidates will be contacted and advance to the next stage of the selection process.

This post is open to all personnel with an ongoing employment relationship with UNICEF, including staff members on a continuing, fixed term and temporary appointment, individual contractors and full-time time-based consultants, and UNV.

Female candidates are particularly encouraged to apply.

The Vacancy announcement is open to the nationals of Guinea Bissau only.