UNHCR seeks to recruit Senior Admin/Finance Officer – 15123, N’Djamena, Chad
Job Title: Snr Admin/Finance Officer
Job ID: 15123
Location: N’Djamena, Chad
Salary Grade: P4
Hardship Level: D
Family Location Type: Non-Family
Procedures and Eligibility
Before submitting an application, UNHCR staff members intending to apply to this Job Opening are requested to consult the Recruitment and Assignments Policy (RAP, UNHCR/HCP/2017/2 and the Recruitment and Assignments Administrative Instruction (RAAI), UNHCR/AI/2017/7 OF 15 August 2017.
Duties and Qualifications
Senior Administrative/Finance Officer
ORGANIZATIONAL CONTEXT
The Senior Admin/Finance Officer is part of the Senior Management of an office. He/she will establish and maintain efficient administrative control mechanisms to ensure compliance with UN Financial, Administrative and Staff rules and procedures.
Frequent external contacts with counterparts in other organizations or at working level in national Governments on issues of importance to Organization’s programmes. He/she acts as adviser or representative of the Organization with authority to discuss problems and seek common ground on which to recommend solutions based on predetermined guidelines provided by higher authority.
The incumbent directly supervises professional and general service staff.
FUNCTIONAL STATEMENT
Accountability
- UNHCR premises for the country operation are managed in an efficient and cost-effective manner, and provide a healthy, safe and respectful working environment.
- UNHCR’s financial rules and regulations, policies and procedures are adhered to by the country operation.
- UNHCR’s resources are allocated efficiently and transparently to meet the country operation’s objectives and priorities.
- UNHCR’s local cash is safeguarded.
- The Delegation of Authority Plan (DOAP) is up-to-date and reflects the necessary segregation of duties in the office.
- Risks are identified, and a mitigation plan is implemented.
- The country operation complies with UN security standards.
Responsibility
General Administration
- Ensure the provision of resources (human, material and services) necessary to support the day-to-day activities of the staff in the office.
- Manage the day-to-day personnel and administrative operations of the office.
- Advise the Head of Office and other staff on personnel and administrative policies and procedures.
- Participate in the physical verification of UNHCR property plant and equipment.
- Undertake missions to field locations within the assigned region to review administrative arrangements and make appropriate recommendations as required.
- Formulate, implement staff safety and security measures and ensure MOSS/MORSS compliance, in consultation with the Head of Office and Field Safety Advisers (FSAs).
Human Resources
- Oversee recruitment, appointments and administrative formalities concerning local General Service staff.
- Prepare the operational context for all international posts in the office.
- Review and approve the settlement of employee entitlements including DSA, local salaries and the Medical Insurance Plan (MIP).
- Coordinate training and capacity-building activities to staff in administrative related areas.
Finance/Budget
- Manage a transparent and consultative process to determine the country’s budget, which is consistent with UNHCR’s result framework and regional objectives.
- Ensure compliance with UNHCR’s internal control framework, financial rules, policies and procedures requesting guidance and support from headquarters as necessary.
- Identify potential risks in relation to the financial management of the office, and propose mitigating action to senior management, when applicable.
- Ensure that budget submission deadlines are met locally and prepare/endorse consolidated budgetary documentation for the country operation.
- Ensure timely and accurate monthly and year-end closure of accounts, including bank reconciliation, and submit reports to headquarters.
- Manage the FOCUS token for the country as a Focus Planning Coordinator.
- Monitor local compliance with UNHCR’s policies and processes for cash management, requesting support and guidance from headquarters when required.
- Ensure timely and effective follow-up to audit observations and recommendations.
- Provide training on financial matters.
Authority
- Implement country-level workforce management strategies.
- Approve and negotiate with local service providers, within the established financial parameters.
- Ensure local compliance with UNHCR’s administrative, human resources and financial policies and procedures.
- Approve and certify bank reconciliation and petty cash accounts.
- Certify country-level financial expenditure reports submitted to the regional office or Headquarters.
- Settle amounts due, or recover amounts receivables, from country operation staff.
- To correct deficiencies, identified through audits, in the country operation’s financial management.
ESSENTIAL MINIMUM QUALIFICATIONS AND PROFESSIONAL EXPERIENCE REQUIRED
- Graduate degree (equivalent of a Master’s) in Accounting, Finance, Public or Business Administration, Economics or related field, OR graduate degree (equivalent of a Master’s) in another field combined with a professional qualification in accounting or finance (CPA/CIA or equivalent) plus 8 years in the field of accounting or finance, of which at least five years in an intergovernmental organization (United Nations or similar). Undergraduate degree (equivalent of a BA/BS) plus 9 years or Doctorate degree (equivalent of a PhD) plus 7 years of previous relevant work experience may also be accepted.
- Excellent understanding of the workflows of PeopleSoft/Oracle Financial and HR modules, with working experience with either one.
- Proven experience with risk management.
- Excellent computer skills, in particular in MS Office applications.
- Excellent communication skills.
- Excellent knowledge of English and working knowledge of another UN language.
(In offices where the working language is not English, excellent knowledge of UN working language of duty station and working knowledge of English.)
- **For National Officer positions, very good knowledge of local language and local institutions is essential.
DESIRABLE QUALIFICATIONS & COMPETENCIES
- Professional qualification in accounting or finance (CPA/CIA or equivalent).
- Excellent knowledge of United Nations administrative, human resources and financial rules and procedures.
Position Competencies
- C001L3 – Accountability Level 3
- C002L3 – Teamwork & Collaboration Level 3
- C003L3 – Communication Level 3
- C004L3 – Commitment to Continuous Learning Level 3
- C005L3 – Client & Result Orientation Level 3
- C006L3 – Organizational Awareness Level 3
- M001L3 – Empowering and Building Trust Level 3
- M006L3 – Managing Resources Level 3
- M002L3 – Managing Performance Level 3
- M003L3 – Judgement and Decision Making Level 3
- M004L3 – Strategic Planning and Vision Level 3
- M005L3 – Leadership Level 3
- X001L3 – Analytical Thinking Level 3
- X005L3 – Planning and Organizing Level 3
Additional Information
<p>For those people applying for High Risk Duty Stations, we strongly encourage colleagues to read the country specific security and welfare profiles which can be found on the Intranet under Support Services – Duty of Care (https://intranet.unhcr.org/en/support-services/duty-of-care.html). These profiles have been specifically designed to answer some of the key questions (on security conditions, medical provisions, staff welfare, living and working conditions) potential applicants might have before deciding to apply. Ensuring staff are better informed is part of the increased attention UNHCR is paying to Duty of Care. This project is still in the pilot phase, and as such some of the information leaflets are being produced as we speak and might not be available yet. They will be soon, so keep checking. </p>
See below for this postion’s Operational Context
Desirable Attributes
The Snr Admin/Finance Officer based in N’Djamena reports directly to the Representative and will be expected to be conversant with the current programming tools of UNHCR including the FOCUS, and MSRP.
The candidate will be expected to have proven managerial and excellent functional competencies. In this context, the Snr Admin/Finance Officer is part of the management of the office. He/she will establish and maintain efficient administrative control mechanisms to ensure compliance with UN Financial, Administrative and Staff rules and procedures. The incumbent of this position should also possess strong understanding and implementation of IPSAS directives. She/he should have advanced skills for planning and coordination of the work of the staff in admin and finance units of the office and Sub-Offices.
She/he will therefore coordinate and provide clear guidance on Finance and planning budget to the Branch Office and the four Sub-Offices. The position requires strong Finance skills and experience in order to coordinate and contribute effectively in the respective UNHCR programming phases. She/he should be client oriented and able to attend various demands emanating from various field Offices.
Desirable Attributes
Given the considerable and diverse work load, it is important that the applicant be motivated, hard-working, organized and fluent in French (written and spoken), as all communications within the office and with external partners and humanitarian agencies are conducted in French. Working knowledge in English, especially written, is also required as more and more reports, internal as well as external, are requested in English.
Given the considerable and diverse work load, it is important that the applicant be motivated, hard-working, organized and fluent in French (written and spoken), as all communications within the office and with external partners and humanitarian agencies are conducted in French. Working knowledge in English, especially written, is also required as more and more reports, internal as well as external, are requested in English.
Current Situation
The Admin/Finance Section in N’Djamena is responsible for the coordination of all activities linked to Administration and Finances in the Chad operation.
Chad hosts some 400,000 refugees including Sudanese, Central Africans, and Nigerian, Congolese and other refugees and tens of thousands of Chadians who returned from CAR and are at risk of statelessness.
The operation in Chad is currently decentralized and the Branch Office in N’Djamena retains the role of strategy provision and coordination of four Sub-Offices and their respective Field Offices. Each Sub-Office has an Administrative Finance Officer who reports directly to the respective Head of Sub-Office.
Working and Living Conditions
N’Djamena is an expensive city. Finding good accommodations remains a challenge. However there are a number of supermarkets where local and foreign goods are available and expatriates frequent a number of restaurants offering Lebanese, Chinese, French and other foods.
Security Considerations
N’Djamena is a security level 2 duty station. While security in N’Djamena is, at present, stable, due to criminality staff are discouraged from walking in the streets, taking taxis, staying out late at night and visiting public places alone. Physical integrity of UNHCR staff. UNHCR staff are always reminded the need to strictly respect all norms of security.
Additional Factors
Given the considerable and diverse work load, it is important that the applicant be motivated, hard-working, organized and fluent in French (written and spoken). Working knowledge in English, especially written, is also required as more and more reports, internal as well as external, are requested in English.
Closing Date
Please note that the closing date for all vacancies in the March 2018 Compendium is Wednesday 11 April 2018 (midnight Geneva time).