Senior Administrative & Finance Assistant, Gaborone, Botswana

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 Under the direct supervision of the Operations Manager, undertakes financial and administrative management support services in the country office. The incumbent assists in ensuring efficient and cost effective financial and administrative support services, providing guidance to finance and administrative staff and supporting staff in programme and operations with related finance and administrative activities. Ensures the office’s administrative operations and services are in compliance with the organization’s administrative policy, procedures, rules and regulations. In collaboration with the CO Operations Manager and the BNLS Hub Finance Specialist, advises the staff in the country office and ensures correct interpretation and implementation of UNICEF financial rules and regulations in the office. The Senior Finance and Administrative Services Assistant is the back up for the Operations Manager whenever required.

 

1. Appropriate and consistent application of financial and administrative policy and procedures for the timely implementation to support operations at the country office

• Provides practical input on implementation of financial and administrative guidelines, in close coordination with BNLSS finance specialist and operations staff/ supervisor.
• Supports the supervisor and the head of the office and updates staff on financial and administrative policies, procedures, rules and regulations.
• Implements the appropriate application and interpretation of financial and administrative rules, regulations, policies and procedures.
• Briefs and assists arriving and departing staff on basic financial and administrative procedures and requirements.
• Contributes to recommendations on the improvement of internal controls systems taking into account the prevailing conditions in the locality.
• Keeps the supervisor abreast of potential problem areas and prepares reports on financial and administrative matters as required.

 

1. Budget preparation support and implementation are properly administered in the area of administrative management and services

• Assists supervisor in preparing cost estimates for office premises, supplies and equipment requirements during budget preparation period.
• Prepares and maintains relevant administrative related service contracts and manages admin supplies.

1. Administrative support services are timely and effectively provided, including security arrangements for enhanced safety and security

• Assists the Operations Manager in the establishment and maintenance security and safety arrangements and related administrative services.

 

4. Management of administrative supplies, office equipment, vehicles and other properties is effectively   maintained

• Supports in the management of administrative supplies, office equipment and vehicles, updating of inventory items records, serving as ex-officio member to the Property Survey Board where applicable.
• Assists supervisor in preparing Property Survey Board submissions, preparing minutes of meetings and assists supervisor in executing PSB recommendations approved by the Head of Office.
• Monitors and ensures adequate and appropriate use of office supplies and ensures that services provided and quality of maintenance of premises are in accordance with organizational standards.

 

5.  Administrative transactions and contract arrangements satisfy the requirements as stipulated and are in compliance with the applicable policies, procedures, rules and regulations.

• Ensures that all administrative transactions and arrangements of contracts are in compliance with the applicable policies, procedures, rules and regulations.
• Contributes to the reviews of 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 goods and services and proposes to supervisor any changes that may be required.
• Monitors administrative payments against contractual obligations.
• Processes TAs and VISAs for staff, monitors and reports on TA certification and closure.

 

6. Financial transactions, including invoices submitted for payment to the BNLSS Hub or GSSC satisfy the requirements as stipulated in relevant SOPs and are in compliance with the applicable policies, procedures, rules and regulations.

 

• In collaboration with BNLSS Hub, analyse and reconcile appropriate accounts in VISION such as account payable, account receivables and staff PAR on monthly basis to ensure recovery of advances and accounts receivable and prepares any required period closure reports.
• Together with the Operations Manager, controls and operates local bank accounts in accordance with UN/UNICEF financial rules and regulations and local banking practices.
• In line with UNICEF bank optimisation regulations, carries out appropriate cash replenishment requests and maintains adequate cash balance in such accounts.

• Reviews and scans all invoices and any supporting documents relating to payments and submits to BNLSS Hub as per relevant SOPs

 

• Maintain relations with the local banks and ensure bank transfer orders are signed by signatory panels and submitted to the local banks timely.
• Collects monthly bank statements and provides appropriate support to GSSC in the bank reconciliation process.
• Ensures that any VAT refunds and exemptions are received and processed in Vision

7. Staff learning and development

• Develops training activities to ensure effective performance and efficiency in admin services management.
• Implements effective staff learning and development programme activities for capacity building.
• Contributes to workshops for staff’s competency building, staff learning and development, career development.

 

8. Partnership, coordination and collaboration

• Support effective working relations with BNLSS Hub, other agencies, local authorities and implementing partners on financial and administrative matters through information exchange, collaboration, and harmonization.
• Cooperates with other UN agency counterparts in the UN reform initiatives (including common services and premises agenda, etc.).

 

Core Values

• Commitment
• Diversity and inclusion
• Integrity

Core competencies

• Communication (II)
• Working with People (II)
• Drive for Results (II)

 

Functional Competencies:

• Analyzing (II)
• Following Instructions and Procedures (II)
• Planning and Organizing (II)
• Applying Technical Expertise (II)

Qualifications Requirements

Education: Completion of secondary school. University level courses or degree in administration, finance, or another discipline relevant to the job is an advantage.

Experience: At least seven years of relevant professional work experience in office management, administration, finance, and/or accounting. Knowledge of UN rules and regulations is an asset.

Language Requirements: Fluency in English and the local language applicable at the duty station.

 

Interested and qualified candidates are requested to submit their application to the following link: https://www.unicef.org/about/employ/?job=509671 by no later 20 January 2018.

Only Batswana nationals will be considered.  If you have not been contacted within two months of the closing date, please accept that your application was unsuccessful. Regret letters will only be sent to interviewed candidates

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

 

 

Opening Date Mon Dec 18 2017 09:00:00 GMT+0200 (South Africa Standard Time) South Africa Standard Time
Closing Date Sat Jan 20 2018 23:55:00 GMT+0200 (South Africa Standard Time)