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For every child, the right to fair chance The Administrative & Finance Specialist reports to the Deputy Representative Operations for general direction and guidance. The specialist is responsible for providing support to the common services center in Operations (Supply/Procurement, Administration/Protocol/Travel, Finance/Budget, and ICT) 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), ensuring compliance of all Administrative and financial operations with organizational plans, policies, procedures, guidelines, standards of performance, ethics, and integrity. This role plays an integral part of the Senegal country office to support administrative matters for the Senegal Country Office (SCO) and Regional Office (WCARO).
How can you make a difference? The Administrative and Finance Specialist, when supervising support staff, 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 Administrative and Financial Regulation and Rules, policies, procedures, guidelines, standards of accountability, and ethics.
Key Accountabilities and Duties & Tasks
Summary of key functions: Summary of key functions/accountabilities: 1. Support to financial planning, management & Budget management 2. Control of accounts 3. Treasury and cash management 4. Knowledge and capacity building 5. Administrative support & Property management 6. Contract arrangement and control 7. Partnership, coordination and collaboration 1. Support to financial planning, management & Budget management
Monitors the budget in close coordination with the Deputy Representative for Operations to ensure that objectives stipulated early in the fiscal year are realized for smooth operation of the country office/sub offices, where applicable. In Collaboration with Dep Rep Ops, liaises with the Regional Office and HQ Divisions to support policy reform in administrative service management; advises on the applicability of new policy directives at the country level. Provide technical and operational support on the application, interpretation and implementation of Administrative & Financial policies, procedures, and guidelines to the colleagues. Resolve routine Administrative & Financial issues and/or recommend (and record) deviation from procedures and guidelines to meet objectives. As a technical specialist and manager, accountable for the correct and consistent application of policies and procedures in the management of Administrative & Financial functions through the provision of technical leadership, guidance and support to the country office and sub-offices where applicable. Provides technical input to the establishment of Administrative & Financial guidelines in close coordination with the Deputy Representative Operations and DFAM. Support the Deputy Rep Ops in making viable recommendations on the improvement of systems and internal controls, and resolution of sensitive issues, considering the prevailing conditions in the locality. Support and Undertakes missions to field locations to review Administrative and Financial arrangements and make appropriate recommendations as required. 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 for implementing partners; monitor compliance with HACT framework, including support to assessments, assurance, and capacity development of staff and implementing partners. Prepare work plans for supervisees, 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. Support the Dep Rep Ops in the Preparation and Analyses of financial data/estimates and documentation, verifying relevancy, accuracy, and completeness to facilitate financial planning for CPMP and regular management advice. Provide technical and operational support throughout the financial planning and implementation process. Support the Review of budget implementation according to allotment, codes and certify compliance with guidelines and procedures. Keep stakeholders informed for timely action. 2. 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. 3. 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 supervisors 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 recommendations 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 4. Knowledge and capacity building Promote culture of the 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. Develop training activities to ensure effective operational performance and efficiency within area. Provide coaching and counselling to the staff under own supervision on performance enhancement/development. 5. Administrative support and Property management 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. Prepares Property Survey Board submissions for the Deputy Representative Operations and guide the Administrative Officer in executing PSB recommendations approved by the Head of Office. 6. Contract arrangement and control Ensures that all administrative transactions and arrangements of contracts follow the applicable policies, procedures, rules and regulations. Reviews of 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 7. Partnership, coordination and collaboration Facilitates and maintains effective working relations with other agencies, local authorities and implementing partners relating to Administrative and Finance 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.Impact of Results The ability of the Administrative & Finance Specialist to effectively manage and supervise the full range of Admin and financial services directly impacts on meeting organizational/staff needs and program delivery of goals and objectives. This in turn contributes to maintaining and enhancing the credibility of UNICEF as an effective and responsible manager of resources entrusted to the organization and to furthering UNICEF image as a competent organization for delivering cost effective and sustainable program results.
If you would like to know more about this position, please review the complete Job Description here: JD Specialist Adm Finance NOC.pdf
To qualify as an advocate for every child you will have…
Education: Advanced university degree in management, business administration, economics, financial management or related fields is required. Two years of additional relevant work experience that was gained after obtaining a bachelor’s degree may be accepted in lieu of advanced degree.
Experience: At least five years of relevant professional office management work experience at the national and international level including finance and accounting, premises management, protocol is required and/or other related fields. Supervisory experience is required. Previous experience in shared /common services is an asset.
Language: Fluency in English and French is required. Knowledge of another UN working Language an asset.
For every Child, you demonstrate...
UNICEF’s Core Values of Care, Respect, Integrity, Trust and Accountability and Sustainability (CRITAS) underpin everything we do and how we do it. Get acquainted with Our Values Charter: UNICEF Values
The UNICEF competencies required for this post are…
(1) Builds and maintains partnerships
(2) Demonstrates self-awareness and ethical awareness
(3) Drive to achieve results for impact
(4) Innovates and embraces change
(5) Manages ambiguity and complexity
(6) Thinks and acts strategically
(7) Works collaboratively with others
(8) Nurtures, leads and manages people
Familiarize yourself with our competency framework and its different levels.
UNICEF promotes and advocates for the protection of the rights of every child, everywhere, in everything it does and is mandated to support the realization of the rights of every child, including those most disadvantaged, and our global workforce must reflect the diversity of those children. The UNICEF family is committed to include everyone, irrespective of their race/ethnicity, disability, gender identity, sexual orientation, religion, nationality, socio-economic background, minority, or any other status.
UNICEF encourages applications from all qualified candidates, regardless of gender, nationality, religious or ethnic backgrounds, and from people with disabilities, including neurodivergence. We offer a wide range of benefits to our staff, including paid parental leave, breastfeeding breaks and reasonable accommodation for persons with disabilities. UNICEF provides reasonable accommodation throughout the recruitment process. If you require any accommodation, please submit your request through the accessibility email button on the UNICEF Careers webpage Accessibility | UNICEF. Should you be shortlisted, please get in touch with the recruiter directly to share further details, enabling us to make the necessary arrangements in advance.
UNICEF does not hire candidates who are married to children (persons under 18). 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 based on gender, nationality, age, race, sexual orientation, religious or ethnic background or disabilities. UNICEF is committed to promote the protection and safeguarding of all children. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles. 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, and selected candidates with disabilities may be requested to submit supporting documentation in relation to their disability confidentially.
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Remarks:
As per Article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity.
UNICEF does not charge a processing fee at any stage of its recruitment, selection, and hiring processes (i.e., application stage, interview stage, validation stage, or appointment and training). UNICEF will not ask for applicants’ bank account information.
Humanitarian action is a cross-cutting priority within UNICEF’s Strategic Plan. UNICEF is committed to stay and deliver in humanitarian contexts. Therefore, all staff, at all levels across all functional areas, can be called upon to be deployed to support humanitarian response, contributing to both strengthening resilience of communities and capacity of national authorities.
All UNICEF positions are advertised, and only shortlisted candidates will be contacted and advance to the next stage of the selection process. An internal candidate performing at the level of the post in the relevant functional area, or an internal/external candidate in the corresponding Talent Group, may be selected, if suitable for the post, without assessment of other candidates.
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