Finance and Administrative Officer
JOB DETAIL
OVERVIEW
Post Number : 1DEED 0011UI
Grade : P-3
Parent Sector : Education Sector (ED)
Duty Station: Hamburg
Job Family: Administration
Type of contract : Fixed Term
Duration of contract : 2 years, renewable
Recruitment open to : Internal and external candidates
Application Deadline (Midnight Paris Time) : 30-SEP-2023
UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism
OVERVIEW OF THE FUNCTIONS OF THE POST
Under the immediate supervision of the Director of the Institute for Lifelong Learning (UIL), the Administrative Officer (AO) assists the Director in overall administration of the institute. The incumbent is responsible for the leadership of the administration and technical staff and supervising the full team of local and international staff of the administrative unit. He/She is responsible for budget and finances of the institute and preparing the necessary actual financial records, financial and budgetary reports to UNESCO Bureau of Financial Management and Governing Board documents as well as financial reporting to donors and closing procedures including financial statements and yearly external audits. The incumbent assists the Director in all human resources issues of local and international staff and HR management. He/She is also contributing to fundraising strategies and co-responsible for the technical relations to the Host Country Germany and the Free and Hanseatic City of Hamburg and its University including the management of the premises and other co-operation tasks.
Long Description
He/she will be expected to perform the following essential tasks:
- Lead and supervise the staff of the Administrative Unit, and ensure the effective planning, coordination and prioritization of daily tasks and responsibilities in order to achieve the overall team and Institute objectives.
- Oversee the efficient execution and delivery of the full range of administrative and financial services in support of the activities and projects of UIL, including budget preparation, contract management, financial accounting, internal control, travel management and implementation monitoring.
- Efficiently coordinate the full range of human resources administration-related matters, including staffing actions, recruitment, performance assessments, advice and training, in order to meet organizational requirements and support a productive, positive and healthy work environment.
- Contribute to the digitization of the administrative and financing operations and align with UNESCO’s digitization strategies.
Long Description
- Implement and maintain effective security arrangements and policies in the interest of all staff and property, while liaising with UNESCO headquarters and other UN agencies concerned.
- Ensure the systematic upkeep and proper functioning of the Office premises, including compliance with the Host Country Agreement and maintain effective relationships with the authorities concerned. Take the appropriate action to account for, manage and safeguard the fixed-assets under the custody of all personnel.
- Provide inputs to key documents including UIL Governing Board (GB) documents, financial statements, donor reports, etc, and actively participate in and make contributions to UIL strategy, donor proposal preparation and agreements with partners.
- Prepare and certify donor financial reports in line with the approved budget and standard format as agreed in the donor agreement.
- Ensure that all UIL accounts are maintained, consolidated and reported to the Governing Board and to UNESCO Headquarters while abiding to standard audit requirements for certification of UIL’s Financial Statement.
Long Description
COMPETENCIES (Core / Managerial)
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REQUIRED QUALIFICATIONS
EDUCATION
- Advanced university degree (Master’s or equivalent) in business administration, accountancy, or in another related field.
- Qualified accounting professional or a professional accounting certification/program coupled with 3 years extensive hand-on experience in the preparation of annual financial statements.
WORK EXPERIENCE
- Minimum 4 years of progressively responsible, relevant work experience in management, finance and administration, of which preferably 2 years acquired at international level.
- Experience in financial management and internal control duties.
- Proven experience in the development and implementation of modern financial management practices, tools and procedures, including vis-à-vis programme and budget execution.
- Experience in the preparation of financial statements for audits.
- Experience in personnel management functions, as well as the provision of general administrative services.
- Proven experience in managing, motivating and supervising staff and teams and maintaining effective working relations in a multicultural environment.
SKILLS/COMPETENCIES
- Problem-solving, creativity and analytical thinking skills, related to financial management and control.
- Ability to interpret complex organizational rules and processes.
- Excellent organizational and multi-tasking abilities.
- Demonstrated integrity and discretion in the execution of duties.
- Familiarity with internal and external audit proceedings, techniques and requirements.
- Good I.T. skills, including practical experience with the use of Microsoft or other software packages.
LANGUAGES
- Excellent knowledge (written and spoken) of English or French and good knowledge (written and spoken) of the other language.
DESIRABLE QUALIFICATIONS
SKILLS/COMPETENCIES
- Knowledge of an Enterprise Resource Planning (ERP) system (preferably SAP), including Finance and HR modules.
LANGUAGES
- Knowledge of other official UN languages (Arabic, Chinese, Russian, Spanish).
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.
The approximate annual starting salary for this post is 100 349 US $.
For full information on benefits and entitlements, please consult our Guide to Staff Benefits.
SELECTION AND RECRUITMENT PROCESS
Please note that all candidates must complete an on-line application and provide complete and accurate information. To apply, please visit the UNESCO careers website. No modifications can be made to the application submitted.
The evaluation of candidates is based on the criteria in the vacancy notice, and may include tests and/or assessments, as well as a competency-based interview.
UNESCO uses communication technologies such as video or teleconference, e-mail correspondence, etc. for the assessment and evaluation of candidates.
Please note that only selected candidates will be further contacted and candidates in the final selection step will be subject to reference checks based on the information provided.
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UNESCO recalls that paramount consideration in the appointment of staff members shall be the necessity of securing the highest standards of efficiency, technical competence and integrity. UNESCO applies a zero-tolerance policy against all forms of harassment. UNESCO is committed to achieving and sustaining equitable and diverse geographical distribution, as well as gender parity among its staff members in all categories and at all grades. Furthermore, UNESCO is committed to achieving workforce diversity in terms of gender, nationality and culture. Candidates from non- and under-represented Member States (last update here) are particularly welcome and strongly encouraged to apply. Individuals from minority groups and indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the highest level of confidentiality. Worldwide mobility is required for staff members appointed to international posts.
UNESCO does not charge a fee at any stage of the recruitment process.
