Finance and Administrative Project Officer

OVERVIEW

Post Number : 2UAADM0001PA

Grade : P-3

Parent Sector : Sector For Administration and Management (ADM)

Duty Station: Ukraine

Job Family: Administration

Type of contract : Project Appointment

Duration of contract : 1 year

Recruitment open to : Internal and external candidates

Application Deadline (Midnight Paris Time) : 17-APR-2024

UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism

OVERVIEW OF THE FUNCTIONS OF THE POST

The Finance and Administrative Project Officer is responsible for providing a range of administrative management support activities to the UNESCO Desk in Kyiv. He/She reports directly to the Liaison Officer with a functional reporting line to the ADG/ADM. On matters of financial internal control, he/she receives a delegated authority from the Chief Finance Officer as certifying officer. He/She will receive policy guidance/ instructions from the Bureau of Financial Management, Human Resources Management, Bureau of Strategic Planning and Programme Sector ADGs on their respective areas of responsibilities. He/She will be assisted in the discharge of his/her duties by the Administrative Support Section.

Long Description

General Accountabilities

• Advise and support the Liaison Officer of the UNESCO Desk in Kyiv on all administration, budget, financial, human resources, premises-related and security matters within the Desk.
• Ensure compliance with UNESCO policies, rules, regulations and procedures in terms of budget, financial, human resources, as well as with provisions of Host Country Agreement.
• Maintain proper inventory, filing and recording systems.
• Supervise the good maintenance of premises, equipment, furniture and vehicles.
• Supervise and manage the administrative team.
• Represent the Office in the Organizational Management Team (OMT) set by the UN Country Team (UNCT) to advise on administration, budget, financial, human resources, premises-related and security matters.
• Collaborate closely as appropriate with relevant Programme Sectors and process owners at Headquarters.

  Budget Accountabilities

  • Advise the Liaison Officer in budget preparation (voluntary contributions financed programmes and related project documents) and provide all relevant information required.
  • Monitor execution of voluntary contribution resources and advise the Liaison Officer on their revisions and administer day to day budgetary issues within the Desk.
  • Ensure that the Desk’s budget data is adequately and timely entered in the appropriate management systems, and that budgetary transactions are in compliance with regulations, rules, policies and procedures.
  • Ensure that managers within the Desk are fully aware of budgetary principles, methodologies, rules and procedures and facilitate their training as may be required.

    Financial Accountabilities

    • Ensure the Desk's financial resources and expenditures are fully and properlu accounted for and that internal control systems are adequate and functioning.
    • Monitor and advise the Liaison Officer on the financial status of projects and programmes.
    • Act as Certifying Officer ensuring that financial transactions are in compliance with regultaions, rules, policies and procedures.
    • In line with the Organization's policies and procedures, set up proper accounting procedures and sustems- inclunding inter alia scheduling of payments and disbursement of funds, replenishements, petty cash, segregation of duties- as weill as internal controls having regard to specific requirements of the Office.
    • Ensure efficient local banking arrangements and compliance with local financial and banking regulations and UNESCO policy.
    • Ensure procurement of equipment and supplies are in line with rules and procedures, Desk's staff awareness of proper procedures, and that deliverables are in conformity with the specifications and terms of contrcats.

      Human Ressources Accountabilities

      • Advise the Liaison Officer on Staff related matters in accordance with UNESCO Rules and Regulations.
      • Maintain up-to-date organizational chart of the Desk and lists of temporary personnel, consultants, HR partnerships and volunteers.
      • Provide explanations to staff on their rights and duties and on related administrative steps and procedures, and assist them in matters involving personnel management problems.
      • Administer day to day HR issues within the Desk and ensure appropriate and timely follow-up with the relevant HQ Sectors and services.
      • Implement UNESCO human ressources management information systems and provide/facilitate related training to Desk staff whenever required.

        Long Description

        Logistics Accountabilities

        • Supervise the maintenance, upkeep and operation of the technical facilities, installations and equipment, keeping risks to a minimum.
        • Ensure that appropriate insurance coverage for premises, vehicles and equipment is in place and timely renewed.
        • Liaise with the host country authorities on logistical matters as per Host Country Agreement
        • As applicable, assist and advise the Liaison Officer in the negotiation of lease agreements and identification of proper locations.

          Safety and Security Accountabilities

          • Act as the Desk’s Focal Point for the safety and security of the UNESCO personnel and consultants and the UNESCO premises in the host country.
          • Collaborate with the Designated Official for Security, the UNDSS Chief Security Advisor and the UNESCO Security Focal Point on all security-related issues.
          • Assist the Liaison Officer in ensuring compliance with prevailing UN Common security policies, procedures and standards.
          • Assist the Liaison Officer in the follow-up on specific UNDSS recommendations resulting from security assessments of UNESCO premises and residencies of international staff, apply to the Security and Safety Section for corresponding budgetary provisions and report on implementation.
          • Ensure compliance of all the personnel of the Desk with security travel requirements and monitor completion of mandatory security training.
          • Assist UNESCO staff and consultants on mission in the host country on safety and security issues and facilitate their briefing by UNDSS as necessary.

            Long Description

            COMPETENCIES (Core / Managerial) Communication (C)Accountability (C)Innovation (C)Knowledge sharing and continuous improvement (C)Planning and organizing (C)Results focus (C)Teamwork (C)Professionalism (C)

            - For detailed information, please consult the UNESCO Competency Framework.

            REQUIRED QUALIFICATIONS

            Education

          • Advanced university degree (Master's or equivalent) in the field of Finance, Business Administration, Accounting, or related discipline.

            Work Experience

          • Minimum 4 (four) years of relevant professional experience in administration, finance, accounting or related areas, of which preferably 2 (two) years acquired at international level.

            Skills and competencies

          • Ability to identify issues and formulate options/recommendations
          • Knowledge and understanding of institutional UNESCO mandates in the country and the region.
          • Experience in leading, managing and motivating staff and teams.
          • Ability to solve routine and non-routine issues in the field of Human Resources, finance and budget.
          • Ability to provide quality and timely support/services and to ensure business continuity.
          • Ability to adapt to difficult and changing contexts.
          • Ability to work in a multicultural environment and to establish good working relationships with external and internal partners.