UNESCO | Finance and Administrative Officer

UNESCO Finance and Administrative Officer (Gender Policy Institute) - Ramallah

Application Type : External Vacancy
Job ID/Title :     936 - UNESCO Finance and Administrative Officer (Gender Policy Institute)
Category : Other
Brand : UN Organization
Post Level : UNESCO SC Level 5
Application Deadline :     24-Feb-17
Duty Station :     Ramallah
Type of Contract : Service Contract
Languages Required :Arabic, English,
Starting Date :15-Mar-17
Duration of Initial Contract :     12 Months. Renewable subject to funding.

Background:

UNESCO is supporting the development of Palestine's first policy institute focused on gender. The institute as a non-partisan, autonomous entity whose policy driven mandate is to execute the following four core functions:

- Policy agenda setting – problem identification underpins the center’s work
- Policy formulation – provide evidence-based action oriented policy advice and guidance  for integrating gender across different sectors and   national gender related strategies
- Policy review – provide review and recommendations on the status of policy  implementation to change the reality for women and secondly, to review   ministerial  processes related to gender to help advocate for progressive practices
- Coordination – maintain the GPI library as an accessible shared resource, provide a  platform and ‘safe’ space for policy debates, dialogues and   idea exchanges as well as  disseminating information between all relevant stakeholders
Description of Responsibilities:

Role

While the position is initially a 12-month UNESCO SC contract, the intent is to transition the post to an independent contract under the institute once it is legally established. The Administrative Officer will in close collaboration with and as guided by the Executive Director, work to ensure that organizational policies and administrative systems are operational for the GPI, and are achieved with maximum efficiency and cost-effectiveness. The Administrative Officer will in the first 3 months, ensure that organizational guidelines are designed, adopted, instituted and maintained at the GPI.  These should be in compliance with general accepted finance and administrative standards and be aligned with those of the different stakeholders and partners.  Constant assessment and benchmarking of processes will be carried out to ensure overall compliance with the adopted organizational policies, ensuring efficiency and compliance and constantly identifying strengths, weaknesses, opportunities and threats and making recommendations for improvement.

Job Summary

As a senior and key member of the leadership team, and reporting to the Executive Director, the post-holder will be responsible for developing, leading, implementing and monitoring Financial, Administrative, Human Resources and Procurement, Asset Management and associated policies for the GPI.  The main duties and responsibilities include:

Finance

-Ensure proper planning, expenditure tracking and audit of financial resources in accordance with GPI rules and regulations and the adopted  financial ERP/Accounting system
-Instill proper financial management, monitoring and reporting in compliance of donor and any other financial or assets contributions agreements
-Perform certification role, bank reconciliation, clearing of pending financial transactions and day to day oversight of the GPI budget and  approved transactions.
-Ensure that all financial transactions are identified, recorded and verified in compliance with IPSAS guidelines.

Human Resources

-Monitor and ensure compliance with corporate human resources policies and strategies;
-Maintain oversight of robust recruitment and performance management processes in accordance with corporate rules and regulations, appropriate  use of different contractual modalities and effective contracts management and benefits monitoring and administration
-Ensure optimal coverage of all essential staff by compiling and managing time and attendance for all team members
-Identify staff learning needs and implement effective training and learning strategies

Administrative support in the development and support of project implementation:

-Develop and formally adopt administrative and financial policies that are compliant with standard accounting and administrative guidelines and  ensure they are in tandem not in conflict with UN, donor, or government guidelines.
-Monitor and draft financial implementation reports focusing on the planned versus actual for goods and services received and not only on  obligations, and timely preparation and submission of accurate and evidence-based financial reports for management meetings, monthly reports,  proposals, donor meetings and board meetings
-Maintain constant monitoring and analysis of the operating environment and any new business and legislative requirements for quick readjustment  of objectives as well as risk assessment.

Effective supervision of junior administrative and support staff:

-Effective monitoring of all resources, and ensure that financial integrity is maintained;
-Ensure that adequate internal control systems are put in place;
-Maintain security of office premises and assets as well as compliance of safety measures and systems installed;
-Institute a high level of fiduciary integrity for funds and assets, ensuring the support of effective and timely execution of planned project  and administrative activities
-Develop user-friendly templates, standard operating practices (SOPs) and work-flow processes and procedures

Procurement and Logistics

-Oversee procurement processes, logistical services and asset management in accordance with corporate rules and regulations;
-Develop a planned procurement strategy, including sourcing , supplier selection, evaluation and contracting
-Ensure office communications and systems are kept connected and up-to date as well as software licences and website renewals for the GPI  library

Competencies :

-Proven experience in formulating, interpreting and implementing policies, as well as monitoring compliance, and mitigating risks based on robust systems and strong internal controls.
-Strong writing and communication skills in English and proven ability to effectively articulate administrative and planning and budgeting issues to a wide variety of audiences
-Personal qualities that include absolute integrity, commitment to gender equality and women’s rights, respect for diversity and the ability to inspire and motivate

Qualifications :


-Master degree in Administration, Business Management, Public Administration, Finance, Accounting or other related fields
-At least five years professional work experience in Administration, Finance, Office Management or similar at an senior head of unit level
-Fluent level (reading, writing, speaking) in both English and Arabic is required.
-Effective presentation skills
-United Nations or NGO/INGO project experience will be an added advantage
-Proven proficiency in MS Office programmes (MS Word, Powerpoint, Excel, Outlook, Explorer)
-Proof of a valid ID card/permit that allows you to work in Ramallah will be requested for shortlisted candidates.

How to apply

All interested and qualified applicants are requested to apply on the UNDP PAPP jobs website at
 

Apply online

and submit the following online:

- A one page cover letter/statement indicating how your experience matches the requirements of the post
- A completed UN P11 - Personal History profile, detailing all professional experience. Any periods of unemployment are to be included with all fields on the form completed in full, including your title/position, salary history, names of former supervisors and detailed information on the position’s responsibilities and your achievements. Include 3 professional references, who must be former supervisors.
- A Curriculum Vitae (CV) is a plus, but does not replace the P11

Due to the high number of expected applicants, only shortlisted candidates will be contacted. Evaluation during the recruitment process will include a written assessment as well as an oral interview.

Pension and medical benefits can be paid in addition to the net salary, subject to the terms of the SC Contract.

Deadline: 24 February 2017 (midnight Ramallah Time)
 
 

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