Administrative & Finance Officer

Title: Administrative & Finance Officer
Job no: 576573
Contract type: Temporary Appointment (364 days)
Duty Station: Kharkiv
Level: NO-1

UNICEF works in over 190 countries and territories to save children’s lives, defend their rights, and help them fulfill their potential, from early childhood through adolescence.

At UNICEF, we are committed, passionate, and proud of what we do. Promoting the rights of every child is not just a job – it is a calling.

UNICEF is a place where careers are built: we offer our staff diverse opportunities for personal and professional development that will help them develop a fulfilling career while delivering on a rewarding mission. We pride ourselves on a culture that helps staff thrive, coupled with an attractive compensation and benefits package.

Visit our website to learn more about what we do at UNICEF.

For every child, hope

UNICEF Ukraine

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How can you make a difference? 

The fundamental mission of UNICEF is to promote the rights of every child, everywhere, in everything the organization does — in programs, in advocacy and in operations. The equity strategy, emphasizing the most disadvantaged and excluded children and families, translates this commitment to children’s rights into action. For UNICEF, equity means that all children have an opportunity to survive, develop and reach their full potential, without discrimination, bias or favoritism. To the degree that any child has an unequal chance in life — in its social, political, economic, civic and cultural dimensions — her or his rights are violated. There is growing evidence that investing in the health, education and protection of a society’s most disadvantaged citizens — addressing inequity — not only will give all children the opportunity to fulfill their potential but also will lead to sustained growth and stability of countries. This is why the focus on equity is so vital. It accelerates progress towards realizing the human rights of all children, which is the universal mandate of UNICEF, as outlined by the Convention on the Rights of the Child, while also supporting the equitable development of nations.

Purpose for the job

The Administrative & Finance Officer is responsible for executing a broad variety of standardized administrative and financial tasks requiring thorough knowledge of UNICEF administrative and financial procedures, processes, and policies. This post mainly supports the NO-2/NO-1 Operations Officer for delivery of efficient and cost-effective administrative support services, providing guidance for operations of administrative support services. This post ensures the office’s administrative operations and services are in compliance with the organization's administrative policy, procedures, rules and regulations. In this capacity, the need to project the image of a credible and reliable service provider is imperative to quality of process delivery, and the impact of work directly reflects on the overall reputation of the team in terms of responsiveness to client needs and quality of process execution. This post may supervise general service staff.

Summary of key functions/accountabilities:

• Administrative support and services
• Travel Management
• Contracting of consultants and service providers
• Support to Financial control including treasury and cash management
• Record-keeping and file management
• Knowledge and capacity building

Administrative support and services

• Undertakes delivery and improvement in administrative support and office services including space management, transport services, vehicle use and maintenance, equipment, conference and travel arrangements, document reproduction, communications, mail and delivery services, local procurement and bill payments of utilities.
• Ensures the timely and cost-effective provision of basic office services including space management, equipment, communications and security to enhance staff safety and productivity.
• Ensures effective management of administrative supplies, office equipment, vehicles and other properties, conducts regular verification and count exercises and timely responds to applicable corporate reporting to office management and headquarters.
• Provides official translation of documents (Polish to English and vice versa that will be used internally or to be submitted to GSSC.
• Supports the Inter-Agency Operations Management Team's approaches for enhancing UN common services to attain efficiency and effectiveness.
• Helps negotiate and administer matters relating to office premises, utilities and services with vendors and agencies.
• Work closely with ICT, Supply and other relevant sections on budget, billing certification, inventory and asset management.
• Contributes to the Business Continuity Plan maintenance and implementation.

Travel Management

• Provides technical assistance to staff for travel arrangements and entitlements based on the organization’s rules and policies. Liaises with relevant travel focal points to ensure that the organization obtains the best service and price for all travel.
• Briefs/de-briefs staff members on issues relating to related administrative matters such as visas, security clearance, documentation procedures.
• Extracts, inputs, maintains and verifies correctness of travel records in the organization’s travel system to ensure accurate transactions related to travel costs and staff travel.
• Assists in preparing travel costs budgets and maintain travel budgetary control records.
• Monitors travel certification, travel expenses, identifies and addresses issues and challenges to ensure effective follow-up and timely resolution and closure of travel documents.
• Supports implementation of the corporate travel strategies and systems. Recommends improvements and suggestions to the team.

Contracting of consultants or other service providers

• Ensures that all administrative transactions and arrangements of contracts are in compliance with the applicable policies, procedures, rules and regulations.
• Participates in the reviews of the contractual arrangements related to administrative support (i.e. courier, premises maintenance, ancillary administrative support, vehicle maintenance, equipment maintenance etc.) to ensure that the terms and conditions of all contracts are being adhered to by providers of services. Provides support for the negotiation of cost effective administrative contractual arrangements with service providers as well as with implementing partners as required and proposes to supervisor any changes that may be required. Monitors payments against contractual obligations.

Support to Financial control including treasury and cash management

• Review and process payments in VISON related to HACT, utility payments, supplies, PO, advances, and other financial transactions within scope on a timely basis to the Global Shared Services Center (GSSC), and ensuring compliance with budgetary limits, IPSAS and organizational regulations, rules, policies, procedures, standards of accountability, and ethics. Take timely action on outstanding accounts to resolve pending issues. This includes dialogue and follow up with the GSSC to facilitate timely processing of financial transactions submitted to the center.
• Process (as per delegated authority) the disbursement of payments when done locally via bank letters, checks, or petty cash. Process cash receipts and reconcile income contributions to ensure their timely deposit and recording in UNICEF systems
• Complete applicable accounts closure activities (monthly, quarterly and yearly) on a timely basis and per closure instructions.
• Review financial and reputational risks in the transactions carried out by the office and raise flags when action is needed by management. Prepare financial exception reports, highlight unusual activities and transactions, investigate anomalies and keep supervisor informed for timely action.
• Conduct regular quality and compliance review of financial transactions’, including DCT’s (transfer, adjustments, reprogramming and liquidation) supporting documents to ensure documents are recorded properly and expenses are reasonable.
• Support the control, operations and management of bank, petty and cash on hand accounts in accordance with UNICEF/UN financial regulations and rules and local banking practices. Keep abreast of procedures and regulations regarding maintenance of bank accounts and exchange and interests rates. Keep supervisor and relevant colleagues informed for timely action.
• Maintain contact with local bank management on routine operational matters. Submit monthly bank statements to the GSSC for reconciliation and take necessary corrective action on findings identified by the center.
• Maintain a system to monitor and forecast periodic cash requirements. Provide current information on cash position/forecast to management and make recommendations to ensure sufficient availability of resources for programmes and operations activities.

Record-keeping and file management

• Check the requests have the necessary supporting documents, usually the original document, validity of the charge, they are certified by the staff responsible and are coded correctly. File the transactions and the related supporting documents regularly and share copies with relevant sections as required.
• Maintain hard and electronic files and update database systems ensuring timely and appropriate recording, safekeeping and disposal of confidential information.
• Develop an efficient filing system to make updating and retrieving files easier, following policies and confidentiality dictations to safeguard data and information.
• Organize paperwork according to the filing system and digitalize all important documents. Protect and update files as necessary.

Knowledge and capacity building

• Promote culture of highest ethical standards and behavior in management of UNICEF’s resources.
• Support initiatives for management improvement by capturing, institutionalizing and sharing best practices and lessons learned. Recommend improvements in processes and procedures to enhance productivity and performance including implementation of cost saving strategies. 
• Participate and/or organize training and learning events to build capacity of staff and stakeholders/partners.

Impact of Results

The ability of the Admin and Finance Officer to effectively manage and execute financial transactions and administrative services directly impact on meeting organizational/staff needs and program delivery of goals and objectives. This in turn contributes to maintaining/enhancing the credibility of UNICEF as an effective and responsible manager of resources entrusted to the organization and to furthering UNICEF’s image as a competent organization for delivering cost effective and sustainable program results.

To qualify as an advocate for every child you will have…

Minimum requirements:

Education:

• A university degree in one of the following fields is required: Business management, Financial Management, Accounting, Public Finance, Related operations function (International Business, Project management, etc.) or any other Social Sciences field.

Work Experience:

• A minimum of 1 year of professional experience, at the national and/or international level, is required, specifically in one or more operations management area including budget; financial management and reporting; facilities management; administration.
• Familiarity with Microsoft Office applications is required.

Language Requirements: 

• Fluency in English and Ukrainian is required.

Desirables:

• Developing country work experience and/or familiarity with emergency. 
• Experience in a UN system agency, large private or public company is an asset.
• Experience working in a developing country and/or humanitarian/ emergency context is an asset.
• Experience in working with corporate ERPs (Enterprise Resource Planning) and IPSAS (International Public Sector Accounting Standards) is highly desirable.
• Knowledge of another official UN language or the local language is considered an asset.

For every Child, you demonstrate...

UNICEF’s Core Values of Care, Respect, Integrity, Trust and Accountability and Sustainability (CRITAS) underpin everything we do and how we do it. Get acquainted with Our Values Charter: UNICEF Values

The UNICEF competencies required for this post are…

(1) Builds and maintains partnerships

(2) Demonstrates self-awareness and ethical awareness

(3) Drive to achieve results for impact

(4) Innovates and embraces change

(5) Manages ambiguity and complexity

(6) Thinks and acts strategically

(7) Works collaboratively with others 

(8) Nurtures, leads and manages people 

Familiarize yourself with our competency framework and its different levels.

UNICEF is here to serve the world’s most disadvantaged children and our global workforce must reflect the diversity of those children. The UNICEF family is committed to include everyone, irrespective of their race/ethnicity, age, disability, gender identity, sexual orientation, religion, nationality, socio-economic background, or any other personal characteristic.

We offer a wide range of measures to include a more diverse workforce, such as paid parental leave, time off for breastfeeding purposes, and reasonable accommodation for persons with disabilities. UNICEF strongly encourages the use of flexible working arrangements.

UNICEF does not hire candidates who are married to children (persons under 18). UNICEF has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UNICEF, including sexual exploitation and abuse, sexual harassment, abuse of authority, and discrimination. UNICEF is committed to promoting the protection and safeguarding of all children. All selected candidates will undergo rigorous reference and background checks and will be expected to adhere to these standards and principles. Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.

UNICEF appointments are subject to medical clearance.  Issuance of a visa by the host country of the duty station is required for IP positions and will be facilitated by UNICEF. Appointments may also be subject to inoculation (vaccination) requirements, including against SARS-CoV-2 (Covid). Should you be selected for a position with UNICEF, you either must be inoculated as required or receive a medical exemption from the relevant department of the UN. Otherwise, the selection will be canceled.

Remarks:

As per Article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity.

UNICEF’s active commitment to diversity and inclusion is critical to deliver the best results for children. For this position, eligible and suitable women are encouraged to apply.

Government employees who are considered for employment with UNICEF are normally required to resign from their government positions before taking up an assignment with UNICEF. UNICEF reserves the right to withdraw an offer of appointment, without compensation, if a visa or medical clearance is not obtained, or necessary inoculation requirements are not met, within a reasonable period for any reason. 

UNICEF does not charge a processing fee at any stage of its recruitment, selection, and hiring processes (i.e., application stage, interview stage, validation stage, or appointment and training). UNICEF will not ask for applicants’ bank account information.

All UNICEF positions are advertised, and only shortlisted candidates will be contacted and advance to the next stage of the selection process. An internal candidate performing at the level of the post in the relevant functional area, or an internal/external candidate in the corresponding Talent Group, may be selected, if suitable for the post, without assessment of other candidates.

Eligible staff members on fixed-term, continuing or permanent contracts applying to IP TA positions in a duty station designated as L2/L3, may be able to retain a lien and their fixed-term entitlements, subject to approval by their Head of Office. The conditions of the temporary assignment will vary depending on the status of their post and relocation entitlements may be limited as per the relevant policies.

Additional information about working for UNICEF can be found here.

This position is based in Kharkiv, and the incumbent will be expected be work on-site. However, depending on the security conditions and advisory, s/he will be required to relocate within Ukraine.

Application Deadline: 04 November 2024 FLE Daylight Time