Administrative and Finance Specialist

الوصف الوظيفي
Post: Administrative and Finance Specialist
Work Type: Fixed Term
Location: East Jerusalem
Duration: 1 Year with possible extentions 

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 Future

UNICEF in the State of Palestine aims to help every child attain her or his rights and realize their full potential. To help mobilize support for the children who are most in need, UNICEF and partners track key indicators, analyses gaps and bottlenecks to the realization of rights.  Major strides have been made in the last decades to improve the situation of children in the State of Palestine, with some social indicators like near universal immunization coverage and high school enrollment rates – including for girls – in primary education, showing progress well beyond other countries in the Middle East and North Africa region.

But much remains to be done for every Palestinian child to realize his/her full potential. This entails addressing the many obstacles children and young people face in accessing basic services and fulfilling their rights. This is due to many factors, not least the very high levels of violence they are exposed to in their schools and communities and as a result of the continuing conflict.

2.5 million people (a little over half of the population) including more than 1 million children are in need of humanitarian assistance. More than one-fifth of Palestinian families live below the poverty line defined as a monthly income of less than US$640. Unemployment rates are high: 26.9 per cent in the State of Palestine -- 41.7 per cent in the Gaza Strip, one of the highest rates in the world, with unemployment reaching 60 per cent of youth in the Gaza strip, where 80 percent of the population relies on some kind of humanitarian assistance. Coping mechanisms are eroding fast, with some children and families resorting to negative strategies like school drop-out, child labour, substance abuse and early marriage.

However, every day Palestinian children display inspiring stories of resilience and hope. Many adolescents demonstrate great skills and talents, a determination to continue to learn and to succeed despite the odds, and a wish to come up with innovative solutions to the problems their communities face and help build a brighter, more peaceful future.

Together with the Palestinian Authority, UN and NGO partners, UNICEF in Palestine continues to impact positively children’s development and to respond to the population’s humanitarian needs, in an integrated manner.

How can you make a difference? 

Under the general direction and guidance of the Chief of Operations, accountable for provision of managerial leadership and policy guidance for achievement of effective financial and administrative service management and staff capacity development in the office. Work with the Chief of Operations in managing, monitoring and overseeing the full range of administrative and financial services in support of program and operational activities (i.e. financial planning, disbursements of funds and payments, treasury and accounting, financial analysis and reporting of resources in addition to managing office properties, PSBs), ensuring compliance of all administrative and financial operations with organizational plans, policies, procedures, guidelines, standards of performance, ethics, and integrity.

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.

Support to financial planning and management

  • Prepare/analyze financial data/estimates and documentations, verifying relevancy, accuracy and completeness to facilitate financial planning for CPMP and regular management advice (including review of financial figures in PCAs). Provide technical and operational support throughout the financial planning and implementation. process.
  • Review budget implementation according to allotment, codes and certify compliance with guidelines and procedures. Keep stakeholders informed for timely action.
  • Provide technical and operational support on the application, interpretation and implementation of financial policies, procedures and guidelines to the Representative and CO colleagues and stakeholders. Resolve routine financial issues and/or recommend (and record) deviation from procedures and guidelines to meet objectives.
  • Evaluate financial and reputational risk in transactions carried out by the office and raise flags when actions are needed by management.
  • Prepare and/or monitor financial exception reports to assess unusual activities and transactions, investigate anomalies, and keep supervisor informed for timely action.
  • 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 work plans for supervisee/s, provide timely technical guidance, monitor work in progress and review work completed to approve transactions and/or certify/verify accuracy of work and compliance with IPSAS and UNICEF Regulations and Rules, policies, procedures, and guidelines.
  • Where applicable, advise and support PSFR activities on budget preparation, strategic income projection/ reporting, setting and monitoring performance indicators, revenue and expense reporting, and provide technical advice during strategic planning exercises.

Control of accounts

  • Process and/or review (as per delegated authority) the accurate and timely submission of payments (e.g. payroll, MIP, travel claims, pension fund, advances to governments etc), 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.
  • Process/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 and to follow to resolution of financial observations and recommendations.
  • Assure proper and timely completion of accounts closure activities (monthly, quarterly and yearly).
  • 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.

Administrative support and Services

  • Ensures timely and effective delivery and improvement in administrative support and office services for enhanced quality, efficiency and cost effectiveness, 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.
  • Ensures the timely and cost-effective provision of basic offices services including space management, equipment, communications and security to enhance staff safety and productivity. 
  • Supports the Inter-Agency Operations Management Team's approaches for enhancing UN common services to attain efficiencies and effectiveness.
  • Negotiates and supervises matters relating to office premises, utilities and services with vendors /agencies

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.
  • Primary contact with local bank management on routine operational matters including negotiation of exchange rate on replenishments.
  • Maintain a system to monitor and forecast periodic cash requirements.  Provide current information on cash position/forecast to management and make recommendation or take action to ensure sufficient availability of resources for programmes and operations activities.
  • Review monthly bank reconciliation and take appropriate corrective actions on findings identified by the GSSC.

Property Management

  • Manages properties of administrative supplies, office equipment and vehicles, updating inventory of items, serving as ex-officio member to the Property Survey Board and ensuring follow-up action.
  • Prepares Property Survey Board submissions for the Senior Operations Officer; prepares minutes of meetings and assists the Senior Operations Officer in executing PSB recommendations approved by the Head of Office.
  • Supervises adequate and appropriate use of supplies.  Ensures that services and maintenance of premises are in accordance with organizational standards. 

Contracts arrangements and control

  • Ensures that all administrative transactions and arrangements of contracts are in compliance with the applicable policies, procedures, rules and regulations.  Negotiate cost effective administrative contractual arrangements with service providers as well as with implementing partners as required.
  • Reviews all contractual arrangements related to administrative support (i.e. courier, premises maintenance, ancillary administrative support, vehicle maintenance, equipment maintenance etc.) to ensure that the terms and conditions of all contracts are being adhered to by providers of services.  Proposes to supervisor any changes that may be required.
  • Monitors payments against contractual obligations.

Partnership, coordination and collaboration

  • Facilitates and maintains effective working relations with other agencies (UN, Bilateral and NGOs),  local authorities and implementing partners relating to administrative matters for enhancement of information exchange, collaboration, and harmonization.
  • Cooperates and coordinates with other UN agency counterparts in the UN reform initiatives (including common services and premises agenda, etc.).
  • Coordinates field emergency services required for administration within the office working closely with the clusters coordinators (Health, Nutrition, Wash and protection) in line with the Interagency Standing Committee (IASC) and the needs as identified by the Humanitarian Country team (HCT).

Knowledge and capacity building

  • Promote culture of highest ethical standards and behavior in management of UNICEF’s resources.
  • Contribute to initiatives for management improvement by capturing, institutionalizing and sharing best practices and lessons learned. Implement and/or recommend management improvements to enhance productivity and performance including implementation of cost saving strategies.
  • Participate and/or organize training and learning events to build capacity of staff and stakeholders/partners.
  • Develops training programmes to enhance effective performance and efficiency in admin. services management. 
  • Implements staff learning and development programme activities for capacity building.  Conducts workshops for staff competency building, staff learning and development and career development.
  • Provides coaching and counselling to the staff on performance enhancement/development. 
  • Support operations of the office as required.

جميع الحقوق محفوظة لموقع جوبس.

متطلبات الوظيفة

Education:  A valid professional certification (CA; CPA; etc.) from an internationally recognized, accredited chartered accountancy institution is required or an advanced diploma qualification in CIPFA or its equivalent with other internationally recognized institutions, along with a first-level (Bachelor's) university degree; or an advanced university degree (Master's) in financial management related fields such as Accountancy or Finance or their equivalent;

Experience: A minimum of five years of professional experience in both financial and administrative management in an international organization and/or large corporation is required. Experience in a UN system agency or organization some of which served in a developing country is considered 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. Both national and International work experience in office management, administration, finance, accounting, ICT, human resources, supply or any other relevant function. Work experience in emergency duty station. Experience with IPSAS and/or IFRS is considered as an asset.

Language: Fluency in English and Arabic required.  Knowledge of another official UN language is considered an asset.

تفاصيل الوظيفة
المسمى الوظيفي Administrative and Finance Specialist
آخر موعد للتقديم 05 - Feb - 2019
المكان القدس
نوع الوظيفة دوام كامل
المستوى المهني إدارة
الراتب N/A
الدرجة العلمية الماجستير
الخبرة 5 Years
آلية التقديم

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