Job Title: Finance and Administrative Officer
Organisation: United Nations Office on Drugs and Crime
Location: Nairobi, Kenya
Closing Date: 11 July 2020
Salary: Not Stated
Contract Type: Not Stated
Working Pattern: Not Stated
Sponsors international candidates? Not Stated
The position is located in the Regional Office for Eastern Africa (ROEA) of the United Nations Office on Drugs and Crime (UNODC) in Nairobi, Kenya. The incumbent will work under the overall guidance and the direct supervision of the UNODC Regional Representative for ROEA and in close cooperation with the Division for Management (DM), especially the Financial Resources Management Service (FRMS) of UNODC headquarters in Vienna.
Role and Responsibilities
Within assigned authority, the incumbent will be responsible for the overall monitoring, coordination, and timely implementation of all ROEA administrative and financial related functions (procurement, finance, human resources, property management and Information and communication technologies (ICTs) in conformity with United Nations (UN) Financial Rules and Regulations and UNODC established policy and procedures. The Finance and Administrative Officer will be responsible for the following duties:
Coordinate quarterly recruitment plans with relevant managers and HR Focal Points and submit to the Programme Management Officer (Programme Management and Analysis) and the Regional Representative for their review and submission to headquarters.
Liaise and monitor with the Office of the Representative and HR Focal Points to ensure timelines of the process and appointments within the agreed period.
Provide project development assistance to cost and plan human resource needs.
Support development of HR workflow and office guidance notes for the review, issuance and dissemination by the Representative.
Collaborate with HR Focal Points and develop monitoring tools to ensure compliance of mandatory training, e-PAS cycles, and other staff obligations.
Provide guidance on privileges and immunities to international staff and liaise with the Host Country Offices.
Ensure that onboarding and separation processes are implemented to guarantee smooth arrival and departure of personnel (i.e. ensure that the welcome guide is provided, liaise with teams to ensure equipment is ready to receive the staff, ensure that departure procedures are well implemented and processed (i.e. return of equipment, etc.))
Budget and Finance
Establish standardised and IPSAS (International Public Sector Accounting Standards) compliant internal controls for Finance and Administration related matters at ROEA to ensure that proper monitoring mechanisms are in place to identify weaknesses and propose enhancement.
Monitor and advise UNODC ROEA Programme Officers/Coordinators on the financial status of Project/Programme (including pending and approved budgets; contribution pending cash deposition; contribution available for budget release/expenses; validity of contribution; other Umoja related trouble-shooting).
Ensure integrity and consistency of data in the SAP system (Umoja).
Coordinate and assist Programmes for their biennium budgets, budget implementation, implementation rate, and provide regular update reports to programme managers.
Prepare and consolidate ROEA’s overall biennium front office budget and programme budget, analyse and monitor budget implementation, and prepare regular update reports for the Representative.
Contribute to the preparation and submission of financial reports (semi-annual and annual project progress reports, and ad hoc reports to donors).
Coordinate and monitor the office commitments, including travel (and imprest), purchase orders, United Nations Development Programme (UNDP) financial authorisation on a bi-monthly basis and ensure timely closure in line with UNODC ROEA established timelines.
Provide assistance in the implementation of IPSAS at UNODC ROEA.
Respond to internal/external audit queries/observations and follow up on audit recommendations.
Coordinate the work, provide support, advice and guidance to ROEA programme staff performing the functions in the areas of procurement, finance, human resources, information technology, property management, and premises management that benefit the implementation of all ROEA programmes.
Identify administrative bottlenecks and liaise with ROEA management and relevant UNODC Headquarters Divisions and Sections seeking appropriate solutions.
Convene and chair the Finance and Administration Committee at UNODC ROEA managing all finance and administration matters on a regular basis.
Contribute to preparedness actions such as early warning, risk analysis and contingency planning and make the necessary recommendations. Periodically monitor the management of risks and report on any actions taken.
Manage the development of relevant annual/quarterly plans, such as procurement plans, staff development plans, quarterly recruitment plans, quarterly leave plans, quarterly official mission plans, etc.
Monitor and supervise the work of assigned staff.
Undertake HR and finance support missions to UNODC programme offices, including, but not limited to, Ethiopia and Somalia.
Perform any other work-related duties as required.
Experience and Qualifications
An advanced university degree (Master’s degree or equivalent) in finance, business administration, accounting or other related discipline is required. A first-level university degree in similar fields in combination with two additional years of qualifying experience may be accepted in lieu of the advanced university degree.
A minimum of five years of progressively responsible professional experience in finance, business administration, human resources, accounting, procurement or other related area is required.
Administrative and financial experience with greater independence and decision making and managing complex budgets is required.
Supervisory experience with performance management is required.
Experience and knowledge of Enterprise Resource Platform (ERP) systems is required.
Work experience in project management or related area is desirable.
Experience in working with European Union (EU) funding and developing countries is desirable.
Working experience with SAP/Umoja is desirable.
Work experience within the United Nations system or a similar international organization is desirable.
English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required.
Knowledge of another official United Nations language is an advantage.
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