Job Description

OVERVIEW Post Number : 3JMBFM0005RP Grade : P-1 / P-2 Parent Sector : Bureau Of Financial Management (BFM) Duty Station: Kingston Job Family: Administration Type of contract : Fixed Term Duration of contract : 2 years Recruitment open to : Internal and external candidates Application Deadline (Midnight Paris Time) : 03-AUG-2020 UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism OVERVIEW OF THE FUNCTIONS OF THE POST Under the overall guidance of the Chief Financial Officer/Bureau of Financial Management and direct supervision of the Director of the UNESCO Office in Kingston (Jamaica), the incumbent provides a range of administrative management support activities to the UNESCO Office. On matters of financial internal control in their capacity as certifying officer, the incumbent will have a functional reporting line to the Chief Financial Officer. He/She will receive policy guidance/ instructions from relevant sectors within UNESCO on the areas of Financial Management, Human Resources Management, Security and Office Administration. He/She will be assisted in the discharge of his/her duties by the Bureau for Financial Management. In the Field Office, he/she advises and supports the Director of Office or the designate on administration, budget, financial, human resources management, premises-related and security matters within the Office. The incumbent will, in particular: Long Description General, Finance and Budget Accountabilities
  • Advise and support the Director of the UNESCO Office or the designate on administration, budget preparation, financial, human resources, premises-related and security matters within the Office and its Antenna(s) as applicable.

  • Ensure compliance with UNESCO policies, rules, regulations and procedures in terms of financial and human resources, as well as with provisions of Host Country Agreement.

  • Maintain proper inventory, filing and recording systems.

  • Ensure that the assets of the organization are safeguarded at all times, ensure supervision and insurance of premises, equipment, furniture and vehicles and its maintenance.

  • Represent the Office in the Organizational Management Team (OMT) set by the UN Country Team (UNCT) to advise on administration, budget, financial, human resources (HR), premises-related and security matters.

  • Monitor execution of Regular Budget and extra-budgetary resources and ensure appropriate budgetary control.

  • Ensure that managers within the Office, and its Antenna(s) as applicable, are aware of budgetary principles, methodologies, rules and procedures and facilitate their training when required.

  • Liaise with UNESCO central services on all budgetary issues relating to harmonization and alignment within the UN system, seeking clearance on those which may affect UNESCO’s current rules and procedures.

Long Description
  • Liaise with the Office’s host country authorities (and national authorities of the Office's Antenna(s) as appropriate) on logistical matters and contributions to operations as per Host Country Agreement.

  • Assist the Director of the Office or designate in ensuring compliance with prevailing UN Common Security Policies, procedures and standards.

  • Assist and advise the Director of the Office or the designate in the negotiation of lease agreements as applicable.

  • Ensure the Office’s (and Antenna(s) as applicable) financial resources and expenditures are fully and properly accounted for and that internal control systems are adequate and functioning.

  • Act as Certifying Officer ensuring that financial transactions are in compliance with regulations, rules, policies and procedures.

  • In line with the Organization’s policies and procedures, set up proper accounting procedures and systems – payments and disbursement of funds, replenishments, petty cash, segregation of duties and internal controls.

  • 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, Office (and Antenna(s) as applicable) staff awareness of procedures and deliverables in conformity with the specifications/terms of contracts.

Human Resources Accountabilities
  • Advise the Director of the Office or the designate on staff related matters.

  • Provide explanations to staff on their rights and duties, related administrative steps and procedures, and assist them in matters involving personnel management problems.

  • Administer day to day HR issues within the Office and ensure appropriate and timely follow-up with the relevant Programme Sectors, FSC and with HRM sections.

  • Implement UNESCO human resources management information systems and provide/facilitate related training to Office staff (and Antenna(s) staff as applicable) whenever required.

  • Liaise with HRM on all issues relating to local UN harmonization and alignment of human resources management, seeking clearance on those which may affect UNESCO’s current rules and procedures.

Safety and Security Accountabilities
  • Act as the Office’s Focal Point for the safety and security of the UNESCO personnel and consultants and the UNESCO premises in the Office’s host country.

  • Collaborate with the Designated Official for Security and with the UNDSS Chief Advisor" id="link" class="link">Security Advisor on all security-related issues.

COMPETENCIES (Core / Managerial) Communication (C) Accountability (C) Innovation (C) Knowledge sharing and continuous improvement (C) Planning and organizing (C) Results focus (C) Teamwork (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 of two (2) years of relevant professional experience in administration, finance, accounting or related areas.

  • At least one (1) year of experience acquired at the international level.

Skills & Competencies
  • Ability to identify issues and formulate options/recommendations

  • Knowledge and understanding of institutional UNESCO mandates in the region.

  • Ability to coordinate and monitor own work plan and those under his/her supervision.

  • Ability to solve routine and non-routine issues in the field of human resources, finance and budget.

  • Ability to provide quality and timely support and services

  • Ability to work in a multicultural environment and to establish good working relationships with external and internal partners.

  • Ability to lead, manage and motivate staff and teams.

  • Ability to take initiative and seek innovative ways to improve results.

  • Good IT skills and knowledge of ERP and financial, human resources or administrative management tools.

  • Excellent knowledge of English and working knowledge of French.

  • Professionally recognized Accountancy Certification.

Work Experience
  • Experience in international organisations or United Nations agencies.

  • Experience working in the field.

Skills & Competencies
  • Experience in the use of SAP.

  • Knowledge of UN Rules, Regulations and administrative procedures.

  • Familiarity with the work and general functioning of international organizations and/or the UN system.

  • Knowledge of another official UNESCO languages (Arabic, Chinese, Russian or Spanish).

  • Knowledge of the language of the duty station is an asset.

BENEFITS AND ENTITLEMENTS UNESCO’s salaries consist of a basic salary and other benefits which may include if applicable: 30 days annual leave, family allowance, medical insurance, pension plan etc. For more information in benefits and entitlements, please consult ICSC website and UNESCO's career website. ASSESSMENT Evaluation of qualified applicants may include an assessment exercise and a competency-based interview. UNESCO applies a zero tolerance policy against all forms of harassment UNESCO is committed to promoting geographical distribution (last update) and gender equality within its Secretariat. Therefore, women candidates are strongly encouraged to apply, as well as nationals from non- and under-represented Member States. Persons with disabilities are also encouraged to apply. Worldwide mobility is required for staff members appointed to international posts. UNESCO does not charge a fee at any stage of the recruitment process.
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