Finance and Administrative Officer

OVERVIEW

Post Number : 4PKADM0005RP

Grade : P-1 / P-2

Parent Sector : Sector For Administration and Management (ADM)

Duty Station: Islamabad

Job Family: Administration

Type of contract : Fixed Term

Duration of contract : 2 years

Recruitment open to : Internal and external candidates

Application Deadline (Midnight Paris Time) : 09-SEP-2024 

UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism

OVERVIEW OF THE FUNCTIONS OF THE POST

The Finance and Administrative Officer is responsible for providing a range of administrative services to the UNESCO National Office in Islamabad, in the areas of general administration, budget, financial, human resources, logistics, premises-related and security matters within the National Office.

He/She reports directly to the Head of Office with a functional reporting line to the ADG/ADM (or his/her representative in the Regional Office – Senior Operations Officer, if applicable).  He/She will receive policy guidance/ instructions from the Bureau of Financial Management, Human Resources Management, Division of Operations, Security and Safety Section, and Programme Sector ADGs on their respective areas of responsibilities.  He/She will be assisted in the discharge of his/her duties by the Administrative Support Section.

On matters of financial internal control, he/she receives a delegated authority from the Chief Finance Officer as certifying officer.
 

Specifically, the incumbent shall be responsible for the following:
 

Long Description

General Administration 

• Assist the Head of the Office in the decision-making related to administrative matters, by providing regular information, updates, analysis, findings of reviews and guidance related to budget, financial, human resources, logistics, premises­ related and security matters, within the National Office.
• Analyse operational requirements and practices of the National Office and make recommendations to assist the Head of Office and the programme specialists in finding responsive and effective solutions with a view to benefit programme implementation.
• Supervise the work of the Administrative Unit staff providing operational guidance, support and oversight for the execution of work.
• Participate in the OMT to keep abreast of administrative matters, including budget, financial, logistics, human resources, premises-related and security matters in the duty station.

Finance & Budget  

• Assist the Head of the Office in budget preparation (C/5 documents and related work plans, voluntary contributions and related project documents), monitoring and reporting.
• Approve/ certify disbursements up to an authorized level.
• Ensure that the Office’s financial resources and expenditures are fully and properly accounted for and that internal control systems are adequately implemented.
• Brief and provide guidance to staff within the office on the application of routine finance rules, regulations and procedures.

Long Description

Human Resources 

• Assist in processing personnel actions in accordance with UNESCO Rules and Regulations. Analyze and evaluate individual cases and make recommendations for action.
• Administer day to day HR issues within the Office and ensure appropriate and timely follow up.
• Interpret and apply the organization’s human resources policies, rules and related provisions.
• Respond to routine queries of staff on their rights and duties and on related administrative steps and procedures.

Procurement, Logistics and Security

• Monitor the maintenance, upkeep and operation of the technical facilities and installations, keeping risks to a minimum.
• In line with rules and procedures, assist in procurement planning for contract actions; ensure follow-up action to contract award and that the deliverables are in conformity with the specifications and terms of contracts.
• Coordinate the good maintenance of inventory, filing and recording systems.
• Maintain contact with the Office’s host country authorities on logistical matters and contributions to operations as per the Host Country Agreement. 
• As applicable, assist the Head of the Office or the designate in the negotiation of lease agreements.
• Act as the Office’s focal point for safety and security of UNESCO personnel and the UNESCO premises in the host country.
• Assist the Head of Office in ensuring compliance with prevailing UN Common security policies, procedures and standards, and in follow up of UNDSS recommendations.

COMPETENCIES (Core / Managerial)

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REQUIRED QUALIFICATIONS

Education

• Advanced university degree (Master’s or equivalent) in the field of Finance, Business Administration, Accounting, or related discipline.
• A first‐level university degree in combination with two additional years of qualifying experience in administration and finance may be accepted in lieu of the advanced university degree.

Work Experience

• Minimum two years of progressively responsible relevant experience in management, finance and administration or related area of which preferably one (1) year acquired at the international level.
• Experience in identifying solutions and making recommendations within the framework of internal guidelines and procedures.
• Experience in ensuring compliance with rules & regulations and administrative processes and providing advice to others.

Long Description

Skills and Competencies

• Knowledge and understanding of institutional UNESCO mandates in the country.
• Ability to provide quality and timely support and services.
• Ability to work in a multicultural environment and to establish good working relationships with external and internal partners.
• Ability to lead, manage and motivate staff and teams.
• Ability to take initiative and seek innovative ways to improve results.
• Good IT skills, Knowledge of ERP and financial, human resources or administrative management tools.
• Ability to analyze operations and find responsive and effective solutions to benefit programme implementation.
• Ability to effectively contribute to UN working groups and teams, including participation in the Business Operation Strategy (UN BOS).

Languages

• Excellent knowledge (spoken and written) of English and fair knowledge of French.

DESIRABLE QUALIFICATIONS

Work Experience

• Experience working in UN or international organizations.
• Experience in leading teams.
• Experience in financial and administrative management of projects financed by voluntary contributions.

Languages

• Knowledge of another official language of UNESCO (Arabic, Chinese, Russian and/or Spanish).

BENEFITS AND ENTITLEMENTS

SELECTION AND RECRUITMENT PROCESS

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