Administrative and Finance Manager

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Description

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Under the guidance and leadership of Deputy Representative Operations (DRO), Administrative and Finance Manager is accountable for managing and leading a large finance and admin team and also guide operations staff in the field offices enduring delivery of quality results in the areas of finance, administration, accounting, common and local service delivery along with Country Programme, Operation’s work plan, rolling management plan and vision of change and innovation set by the DRO and the Representative. Given the complexity of the operational context, the focus is on enhancing support to programme delivery, implementing innovative solutions, taking strategic actions, fostering new partnerships, and optimizing operational processes.

Within the delegated authority and under the given organizational set-up, the incumbent may be assigned the primarily, shared, or contributory accountabilities for all or part of the following areas of major duties and key end-results.

Policy, procedures, and strategies:

As technical manager, accountable for the correct and consistent application of policies and procedures in the management of administrative and financial functions and carrying out business transactions through GSSC which can potentially entail also leading and managing of Local Shared Service Centre (LSSC) through the provision of technical leadership, guidance and support to the country office and sub-offices where applicable. Contributes to global, regional, and country strategic planning and policy changes/formulation on administrative and financial and Vision matters as necessary.

• Provides technical input to the establishment of administrative, financial, and business transactions guidelines in close coordination with Deputy Representative Operations and DFAM. Advises the head of the office and updates staff on administrative and financial policies, procedures, rules and regulations, providing authoritative advice and administrative and financial support. Decides on the appropriate application and interpretation of administrative and financial rules, regulations, policies and procedures. Ensures arriving and departing staff are briefed on administrative and financial procedures and requirements.
• Coordinates with the Regional and HQ Divisions to support policy reform in the area of administrative and financial service management plus Vision; advises on the applicability of new policy directives at the country level. Makes substantive recommendations on the improvement of systems and internal controls, planning, restructuring, and resolution of sensitive issues taking into account the prevailing conditions in the locality. Keeps the supervisor abreast of potential problem areas and identifies and recommends solutions.
• Prepares reports, on administrative, financial and Vision matters. Oversees administrative, financial, and business transaction support and services to field offices and sub-offices. Undertakes missions to field locations to review administrative and financial arrangements and makes appropriate recommendations as required.
• The budget preparation and implementation are properly administered, monitored, and controlled in the area of administrative, financial management and services.
• Manages the budget in close coordination with Deputy Representative Operations to ensure that objectives stipulated early in the fiscal year are realized for smooth operations of the Country Office/sub-office, where applicable. Recommends and prepares estimates on office premises, supplies and equipment requirements for budget preparation purposes. Assists zone offices in the establishment and maintenance of administrative services. Prepares, monitors and controls the administrative budget.

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 office services including space management, equipment communications and security to enhance staff safety and productivity. 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.
• Ensures that all administrative transactions and arrangements of contracts are in compliance with the applicable policies, procedures, rules and regulations. Support ongoing digitalization initiatives such as digital admin, environment footprint, accessibility and solarization.

Accounting, financial and budgetary transactions and control:

• Ensures the control and operation of bank accounts are in accordance with UN/UMCEF financial rules and regulations and local banking practices. Ensures up to date information on the cash position or status of such accounts. Manage bank reconciliation activities and keeps abreast of all procedures and regulations regarding the maintenance of bank accounts. Ensures accurate and timely processing and recording of disbursements and payments e.g., MIP, travel claims, pension fund, insurance, advances to government etc, in accordance with established rules, regulations, systems and within budget limits. Also, ensure recovery of advances and accounts receivable.
• Monitor financial transactions and accounting reports, and reconciliations of accounts to ensure accurate and up-to- date financial information. Prepare required reports and statements for Head of Office and HQ. Ensure accurate and timely year end closing as per DFAM instruction. Clear all open items before the month end and year-end deadline.
• all report and schedules in the year end closing share point site. Manage Vision finance module, provide training and orientation to staff on its use and coordinate with IT staff on technical adjustments or irregularities. Undertake visits to regions to provide accounting and finance training to counterparts and support, establish and/or review systems and procedures for compliance with rules and regulations, and prepare report and recommendations.
• Participate in country programme strategy, development, planning and preview/review meetings to identify financial and administrative requirements. Advise and recommend to Deputy Representative Operations when deviation from rules and regulations may be required and ‘ propose alternative solutions through the Representative to HQ to meet office objectives.

Staff learning and development:

• Develops training programmes to enhance effective performance and efficiency in admin and Finance services management. Organizes innovative staff learning and development programme activities for capacity building. Organizes workshops for staff competency building, staff learning and development, career development. Provides coaching and counselling to the staff on performance enhancement development.

Partnership, coordination, and collaboration:

• Develops and maintains effective working relations with other agencies, 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.
• Performs any other duties and responsibilities assigned as required.
• Provides quality services to beneficiaries in a timely and cost-effective manner by performing additional duties and responsibilities assigned in conformance with the policy, standards, rules, and regulations.

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

• An Advanced University Degree (Master’s and above) in one of the following areas is required: Business management; Financial management; Accounting; Public Finance; and related operations function (Supply Chain, Human Resources, Information Technology, International Business, Project management, etc.) is required or a full professional accounting designation (CA, ACA, ACCA, CPA, CIMA, CPFA, Expert Compatible) from an internationally recognized institute/body of accountancy with valid membership in good standing is required
• A minimum of eight (8) years of relevant professional work experience at national and international in office management, administration, finance, accounting.
• Experience in ICT, human resources, supply, or any other relevant function will be considered an advantage.
• Work experience in emergency duty station would be advantage.
• Language Proficiency:  Fluency in English is required. Knowledge of another official UN language (Arabic, Chinese, French, Russian or Spanish) or a local language is an asset.

Source: https://jobs.unicef.org/cw/en-us/job/571957

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