Summary of key functions/accountabilities:
Responsible for timely and cost-effective provision
of basic office services including space management (offices and guesthouses),
USSC in Nairobi, equipment, communications, travel and transport, conference,
document reproduction, mail and delivery, local procurement and bill payments
of utilities and admin services. Negotiates and oversees matters relating to
office premises, utilities and services with vendors and agencies. Ensures
continuous improvement in administrative support and office services for enhanced
quality, efficiency, and cost effectiveness.
Responsible for appropriate, accurate and timely
processing and recording of expenditures and disbursements (e.g., MIP, rental
payments, trips, pension fund, insurance, direct cash transfers etc), in the
VISION system, in accordance with established rules and regulations. Also
ensures adequate monitoring and recovery of advances and accounts receivable,
and timely clearing of GL accounts as necessary.
Oversees administrative and financial management support and services to Zone offices and sub-offices including management of guesthouses and guesthouse budget.
Monitors and evaluates systems, procedures and
compliance with rules and regulations at the CO and in Zone offices and
sub-offices and makes appropriate recommendations.
Advises and updates staff on administrative policies,
procedures, rules, and regulations, providing authoritative advice and
administrative support. Decides on the appropriate application and
interpretation of administrative rules, regulations, policies, and
procedures. Ensures arriving and departing staff are briefed on
administrative procedures and requirements.
Reviews internal controls for compliance with UNICEF
policies, systems, and procedures, ensuring accuracy, promptness, and
appropriateness of information. Responsible to ensure that table of authority
is updated regularly and there are no conflicts in segregation of duties.
Briefs/Trains the staff on the application and
interpretation of UN/UNICEF accounting and financial policies, regulations,
procedures, and delegation of authority.
Manages the operations budget in close coordination
with the Chief of Operations to ensure that objectives are realized for smooth
operations of the Country Office/sub-office, where applicable. Prepares
estimates on office premises, guesthouse expenses, admin supplies and equipment
requirements and coordinates operations budget preparation purposes ensuring
adequate support to zone offices. Monitors and controls the administrative
budget.
Manages bank accounts in accordance with UN/UNICEF
financial rules and regulations and local banking practices. Forecasts
liquidity and monitors the cash position. Supervises reconciliation of bank
statements, keeps abreast of all procedures and regulations regarding the
maintenance of bank accounts, exchange and interest rates, etc. Responsible for
the safekeeping of cash and cheques.
Develops and maintains effective working relations
with other agencies, local authorities and implementing partners relating to
administrative and financial matters for enhancement of information exchange,
collaboration, and harmonization.
Supports the Inter-Agency Operations Management
Team’s approaches for enhancing UN common services to attain efficiencies and
effectiveness. And represents UNICEF in the inter-agency Common Services
Management Team and Inter-agency Budget Management Committee.
Develops training programmes to enhance effective
performance and efficiency in areas of admin and financial services.
Organizes innovative staff learning and development programme activities for
staff capacity building. Provides coaching and counselling to the staff on
performance enhancement/ development.
Coordinates with the Regional Office and HQ Divisions
to support policy reform in the functional areas and makes substantive
recommendations on the improvement of systems and internal controls, planning,
restructuring, and resolution of sensitive issue.
Manages and controls Assets (non-expendable
properties), its utilization and disposal in accordance with IPSAS rules.
Ensures the safekeeping, annual physical inventory, including cost analysis and
recommends replacement/disposal of administrative equipment and supplies.
Ensures appropriate follow-up and timely action on PSB decisions.
Provides oversight and operational management to the
USSC office in Nairobi, Kenya.
To qualify as an advocate for every child you will
have…
Minimum requirements:
Education: Advanced
university degree in Business Administration or a related field with solid
academic background in Accounting and Finance.
Work Experience: Eight years of progressively responsible professional work
experience in finance management and office administration, some of which
should be at the international level.
Language Requirements: Fluency in English is required/Knowledge of
another official UN language (Arabic, Chinese, French, Russian or Spanish) or a
local language is an asset.
Desirables:
Developing country work experience and/or familiarity
with emergency.
How To Apply