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 champion….
The fundamental mission of UNICEF is to promote the rights of every child, everywhere, in everything the Organization does — in programmes, in advocacy and in operations. The equity strategy, emphasizing the most disadvantaged and excluded children and families, translates this commitment to children’s rights into action.
How can you make a difference?
French Version 
VA Sr Admin and Fin fr.docx
Purpose of the job
Under the supervision of the Operations Officer, the Senior Administrative and Finance Associate is responsible for providing support to the supervisors and colleagues in the office by administering and executing a variety of administrative and financial transactions and processes, applying theoretical skills and thorough knowledge of organizational goals, objectives, rules, regulations, policies, and procedures to complete the tasks.
The Senior Administrative and Finance Associate, when supervising support staff will be responsible for planning and guiding work in progress and for reviewing work completed by subordinate staff, assist in the area of accounting, control, recording, reporting of assets, liabilities and income. Monitors the appropriate disbursements of funds and payment accounts in accordance with International Public Sector Accounting Standards (IPSAS), UNICEF Financial Regulations and Rules, policies, procedures, guidelines, standards of accountability, and ethics. He/She ensures the office’s administrative operations and services are in compliance with the organization's administrative policy, procedures, rules and regulations.
Summary of key functions/accountabilities:
1 Appropriate and consistent interpretation and application of administrative policy and procedure timely implemented to support operations at the country or sub-country levels
• Provides practical input on implementation of administrative guidelines, in close coordination with the head of office, operation staff/ supervisor.
• Supports supervisor and the head of the office, and updates staff on administrative policies, procedures rules and regulation. Implements the appropriate application and interpretation of administrative rules, regulations, policies and procedures. Briefs and assists arriving and departing staff on basic administrative procedures and requirements.
• Contributes to recommendations on the improvement of internal controls systems taking into account the prevailing conditions in the locality.
• Keeps supervisor abreast of potential problem areas, prepares reports on administrative matters as required.
• Provides administrative support and services to sub-country (zone) offices and out postings, where applicable, including preparation and funding of service contracts, preparations of requisitions for all admin supplies and guidance on administrative procedures.
2 Budget preparation and implementation are properly administered in the area of administrative management and services
• Assists supervisor in preparing estimates on office premises, supplies and equipment requirements for budget preparation purposes. Assists zone offices in the establishment and maintenance of administrative services and the administrative budget.
3 Control of accounts
• Process and/or review (as per delegated authority) the accurate and timely processing submission of payments (e.g. 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 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.
• Participate in the 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.
4 Treasury and cash management
• Assist in the management of 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.
5 Operations of delivery of administrative support services are timely and effectively provided, and security arrangements are well established for enhanced safety and security
• Assists the Deputy Representative Operations and/or Chief of Field offices in the establishment and maintenance of security arrangements and related administrative services.
6 Property management of administrative supplies, office equipment, vehicles and other properties is effectively performed
• Supports management of administrative supplies, office equipment and vehicles, updating inventory of items, serving as ex-officio member to the Property Survey Board where applicable. Assists supervisor in Property Survey Board submissions, preparing minutes of meetings. Assists supervisor in executing PSB recommendations approved by the Head of Office.
• Monitors and supervises adequate and appropriate use of supplies. Ensures that services and maintenance of premises are in accordance with organizational standards.
7 All administrative transactions and arrangements of contracts satisfy the requirements as stipulated and are in compliance with the applicable policies, procedures, rules and regulations
• Ensures that all administrative transactions and arrangements of contracts are in compliance with the applicable policies, procedures, rules and regulations.
• Contributes to the reviews of 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 goods and services. Proposes to supervisor any changes that may be required.
• Monitors payments against contractual obligations.
8 Staff capacity is enhanced through active staff learning/development programmes in the area of administrative support and services.
• Develops training activities to ensure effective performance and efficiency in admin services management. Implements effective staff learning and development programme activities for capacity building. Contributes to workshops for staff’s competency building, staff learning and development, career development.
9 Effective working relations are maintained with other agencies, local authorities and implementing partners
• Support effective working relations with other agencies, local authorities and implementing partners on issues relating to administrative matters through information exchange, collaboration, and harmonization. Cooperates with other UN agency counterparts in the UN reform initiatives (including common services and premises agenda, etc.).
10 Any other assigned administrative support responsibilities and services are effectively carried out and delivered.
• Performs any other duties and responsibilities assigned as required.
To qualify as an advocate for every child you should have:
Education
Completion of Secondary School, University level courses or degree in administration, finance, accounting, audit or any other related administrative and financial field is required.
Work Experience and Requirements:
A minimum of seven years of professional experience in administrative and financial management or audit si required.
A bachelor’s degree from a recognized academic institution in a field relevant to the position may replace three years of related work experience. A master’s degree may replace an additional two years.
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 and/or IFRS is considered as an asset
Language Proficiency
Fluency in both French and English is required. Knowledge of another official UN language or a local language is an asset.
Female candidates are highly encouraged.
For every Child, you demonstrate...
UNICEF's values of Care, Respect, Integrity, Trust, Accountability and Sustainability (CRITAS). Get acquainted with Our Values Charter: https://uni.cf/UNICEFValues
UNICEF competencies required for this post are…
- 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)
- Drive to achieve impactful results (2)
- Manages ambiguity and complexity (2)
Functional Competencies:
▪ Analyzing (II)
▪ Applying technical expertise (II)
▪ Planning & Organizing (III)
▪ Following Instructions and Procedures (II)
During the recruitment process, we test candidates following the competency framework. Familiarize yourself with our competency framework and its different levels: here.
UNICEF is here to serve the world’s most disadvantaged children and our global workforce must reflect the diversity of those children. The UNICEF family is committed to include everyone, irrespective of their race/ethnicity, age, disability, gender identity, sexual orientation, religion, nationality, socio-economic background, or any other personal characteristic.
We offer a wide range of benefits to our staff, including paid parental leave, breastfeeding breaks and reasonable accommodation for persons with disabilities. UNICEF strongly encourages the use of flexible working arrangements. 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 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.
Remarks:
UNICEF’s active commitment towards diversity and inclusion is critical to deliver the best results for children. For this position, eligible and suitable Congolese national professionals are encouraged to apply.
Mobility is a condition of international professional employment with UNICEF and an underlying premise of the international civil service.
UNICEF appointments are subject to medical clearance. Issuance of a visa by the host country of the duty station, which will be facilitated by UNICEF, is required for IP positions. Appointments may also be subject to inoculation (vaccination) requirements, including against SARS-CoV-2 (Covid). Government employees that are considered for employment with UNICEF are normally required to resign from their government before taking up an assignment with UNICEF. UNICEF reserves the right to withdraw an offer of appointment, without compensation, if a visa or medical clearance is not obtained, or necessary inoculation requirements are not met, within a reasonable period for any reason.
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.
Additional information about working for UNICEF can be found here.
