Website United Nations Educational, Scientific and Cultural Organization
OVERVIEW OF THE FUNCTIONS OF THE POST
The Finance and Administrative Officer is responsible for providing a range of administrative management support activities to the UNESCO Bamako Offices. S/he reports directly to the Head of the Office with a functional reporting line to the Assistant Director General for Administration and Management (ADG/ADM). On matters of financial internal control, s/he receives a delegated authority from the Chief Financial Officer as certifying officer. S/he will receive policy guidance/instructions from Bureau of Financial Management (BFM), Bureau ofHuman Resources Management (HRM), Bureau of Strategic Planning (BSP) and Programme Sector ADGs on their respective areas of responsibilities. S/he will be assisted in the discharge of his/her duties by the Administrative Support Section. In the Bamako, s/he advises and supports the Head of Office or the designate on administration, budget, financial, human resources management, premises-related and security matters within the Office.
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General, Finance and Budget Accountabilities
- Advise and support the Head of the UNESCO Office or the designate on administration, budget preparation, financial, human resources, premises-related and security matters within the Office and its Antennas 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.
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- Monitor execution of Regular Budget and extra-budgetary resources and ensure appropriate budgetary contrai.
- Ensure that managers within the Office, and its Antennas as applicable, are aware of budgetary principles, methodologies, rules and procedures and facilitate their training when required.
- Liaise with BFM 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.
- Liaise with the Office’s host country authorities (and national authorities of the Office Antenna(s) as appropriate) on logistical matters and contributions to operations as per Host Country Agreement.
- Assist the Head of Office or designate in ensuring compliance with prevailing UN Common security policies, procedures and standards.
- Assist and advise the Head of Office or the designate in the negotiation of lease agreements as applicable.
- Ensure the Office’s (and Antennas as applicable) financial resources and expenditures are fully and properly accounted for and that internai control systems are adequate and functioning.
- Act as Certifying Officer ensuring that financial transactions are in compliance with regulations, rules, policies and procedures.
- ln 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 internai 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 Antennas as applicable) staff awareness of procedures and deliverables in conformity with the specifications/terms of contracts.
Human Resources Accountabilities
- Advise the Head of 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, BFM and with HRM.
- 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 Security Advisor on all securityrelated issues.
- Advanced university degree (Master’s or equivalent) in the field of Finance, Business Administration, Accounting, or related discipline.
- Minimum 2 years of relevant professional experience in administration, finance, accounting or related areas.
- At least 1 year of experience acquired at the international level.
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Skills and 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, Knowledge of ERP and financial, human resources or administrative management tools.
- Excellent knowledge (oral and written) of French and good knowledge of English.