Administrative & Finance Specialist, Nairobi

Closing date: Tuesday, 28 April 2015

Administrative & Finance Specialist, P-4, USSC Nairobi
Vacancy No: E-VN-2015-000859
Duty Station: Nairobi
Country: Kenya
Region: ESARO
Job Level: P-4
Position: 00042233
Application Close: 28-Apr-15
Contract Type: Long-term Staff (FT)
Purpose of the Position
Under the general supervision of the Chief of Operations, the incumbent of this post will manage the administrative, financial and accounting functions of the country office. As the manager and functional expert of administration, finance and accounts in a large country office, the incumbent will be accountable for provision of managerial leadership and policy guidance for achievement of effective financial and administrative management and staff capacity development ensuring that the office's administrative operations and services as well as management of funds and accounts are in compliance with the organization's policies, procedures, rules and regulations.
Key Expected Results

1. Responsible for timely and cost-effective provision of basic office services including space management (offices and guesthouses), equipment, communications, travel and transport, conference, document reproduction, mail and delivery, local procurement and bill payments of utilities and admin services. Negotiate and oversee matters relating to office premises, utilities and services with vendors and agencies. Ensure continuous improvement in administrative support and office services for enhanced quality, efficiency and cost effectiveness.
2. Responsible for appropriate, accurate and timely processing and recording of expenditures and disbursements (e.g. rental payments, trips, pension fund, insurance, direct cash transfers etc) in VISION system, in accordance with established rules and regulations. Also ensure adequate monitoring and recovery of advances and accounts receivable, and timely clearing of GL accounts as necessary.
3. Oversee administrative and financial management support and services to zone offices and sub-offices including management of guesthouses and guesthouse budget. Monitor and evaluate systems, procedures and ensure compliance with rules and regulations at the CO and in zone offices and sub-offices and make appropriate recommendations.
4. Advise and update staff on administrative policies, procedures, rules and regulations, providing authoritative advice and administrative support. Decide on the appropriate application and interpretation of administrative rules, regulations, policies and procedures. Ensure arriving and departing staff are briefed on administrative procedures and requirements.
5. Review internal control for compliance with UNICEF policies, systems and procedures, ensure accuracy, promptness and appropriateness of information. Ensure that table of authority is updated regularly and there are no conflicts in segregation of duties.
6. Brief/train the staff on the application and interpretation of UN/UNICEF accounting and financial policies, regulations, procedures and delegation of authority.
7. Manage the operation 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. Prepare estimates on office premises, guesthouse expenses, admin supplies and equipment requirements and coordinate operations budget preparation purposes ensuring adequate support to zone offices. Monitor and control the administrative budget.
8. Manage bank accounts in accordance with UN/UNICEF financial rules and regulations and local banking practices. Forecast liquidity and monitor the cash position. Supervise reconciliation of bank statements, keep 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.
9. Develop and maintain 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.
10. Support the Inter-Agency Operations Management Team's approaches to enhancing UN common services to attain efficiencies and effectiveness. Represent UNICEF in the inter-agency Common Services Management Team and Inter-agency Budget Management Committee.
11. Develop training programmes to enhance effective performance and efficiency in areas of admin and financial services. Organize innovative staff learning and development programme activities for staff capacity building. Provide coaching and counselling to the staff on performance enhancement/development.
12. Coordinate with the Regional Office and HQ Divisions to support policy reform in the functional areas and make substantive recommendations on the improvement of systems and internal controls, planning, restructuring and resolution of sensitive issues.
13. Manage and control assets (non-expendable properties), their utilization and disposal in accordance with IPSAS rules. Ensure the safekeeping, annual physical inventory, including cost analysis and recommends replacement/disposal of administrative equipment and supplies. Ensure appropriate follow-up and timely action on PSB decisions.

Qualifications of Successful Candidate

• An advanced university degree (Master's) in Social Sciences, Accounting, Business Administration, Financial Management, Economics, or a directly-related technical field(s) is required.
• A valid professional certification (CA; CPA; etc.) from an accredited chartered accountancy institution, in conjunction with a relevant first-level (Bachelor's) university degree in a directly-related technical field (as identified above), may be taken in lieu of an advanced university degree.
• A minimum of eight (8) years of relevant experience, at the national and international levels, in finance, budget, accounting and/or administration is required.
• Previous knowledge of and experience with International Public Accounting Standard (IPSAS) and/or International Financial Reporting standards (IFRS) is desirable.
• Previous hands on experience in a supervisory/managerial capacity is required.
• Work experience in emergency duty station is considered an asset.
• Fluency in English (verbal and written) is required. Knowledge of an additional UN Language (Arabic, Chinese, French, Russian, Spanish) is considered an asset.

Competencies of Successful Candidate

• Communicates effectively to varied audiences, including during formal public speaking.
• Able to work effectively in a multi-cultural environment.
• Consistently achieves high-level results, managing and delivering projects on-time and on-budget.
• Analyzes and integrates potentially conflicting numerical, verbal and other data from a number of sources.
• Demonstrates and shares detailed technical knowledge and expertise.
• Has good leadership and supervisory skills; co-ordinates group activities, ensuring that roles within the team are clear.
• Translates strategic direction into plans and objectives.
• Sets clearly defined objectives and plans activities for self, own team or department.

UNICEF is committed to diversity and inclusion within its workforce, and encourages qualified female and male candidates from all national, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of our organisation.

More information and application details