JOB VACANCY FOR ADMINISTRATIVE OFFICER, P-2, DFAM, NEW YORK (USA)


Purpose of the Position:

Under the supervision of the Senior Adviser, Finance, Office of the Comptroller, the incumbent will support the Division in the operational function of the budget, administration and contracting.

The post will focus on management, monitoring and/or support ensuring the due diligence process of the Division in: contractual agreements, IPSAS compliance with respect to
accounting for Division's activities, issuance of supply requisitions, statements of work, request for proposals, preparation and submission of CRC documentation, vendor selection, issuance of institutional contracts and LTAs for services. The incumbent will be responsible for producing reports on the status of budgetary allotments, commitments, obligations, variance reports, and preparation of biennium / quadrennial budgets.

Key Expected Results:

    Budget Management
        Prepare biennium / quadrennial support budgets for the Division which includes five centrally managed budgets and totaling approximately $19M annually. Based on the desired results established in the OMP, plan the budget in consultation with the DFAM Senior Management Team.
        Participates in divisional budget review meetings where such estimates are reviewed and discussed; also provides background materials as required.
        Advise the Senior Adviser of the budget implementation and alignment of budgets with the divisional work plan.
        Monitor administrative and budgetary transactions, ensuring applicable financial rules, regulations, policies and procedures are followed.
        Supervise the accurate and timely processing of invoices.
        Monitor financial transactions and accounting reports to ensure accurate and up-to-date financial information. Review expenditures and commitments against each cost center. Prepare status of budgetary allotment reports for submission to DFAM Senior Management Team. Identify and document deviations from planned budgets and proposes solutions to keep expenditures within approved budgets. Take corrective action(s) as necessary.
        Responsible for ensuring Division meets monthly / annual year end closure requirements.
        Monitor and track all expenditures related to capital improvement projects, report expenditures to Accounts as per IPSAS requirements.
        Delegate funds to other business areas and monitors usage and recovery
        Assist the Division in the billing and reimbursement of funds for services requested by other business areas and performed by third parties / vendors.
        Manage Sales Tax Exemption Certificates.

    Procurement of Supplies, Equipment and Contracts Administration
        In accordance with the Supply Division (SD) guidelines, responsible for preparing the Division's submissions to the Contracts Review Committee (CRC) for institutional / corporate contracts for services in excess of $1OOK. Prepare contracts for approved CRC submissions.
        Prepare contractual agreements for all other contracts: goods, individual contractors, consultants and institutional / corporate contracts, ensuring compliance with applicable regulations, rules and policy.
        Support the section in developing statement of works (SOWs), Terms of Reference (TORs) and request for proposals (RFPs). In consultation with SD, be responsible for the issuance and receipt of invitations to bid (ITBs) and the process of identification of acceptable suppliers.
        Manage and participate in technical and commercial evaluation of bids with respect to delivery performance, product acceptability and commercial acceptability; prepare Long-Term Arrangements (LTAs), where necessary; create contracts in SAP and finalize purchase orders with vendors.
        Coordinate the preparation and monitoring of the section's supply plans, based on the OMP and special projects. Prepare and manage the issuance of supply requisitions.
        Lead in the process of office supplies and equipment acquisition and monitoring.

    Administrative Support:
        Facilitate the timely renewal of NYHQ insurance policies: NYHQ Property and Terrorism Insurance Programs, General Liability Insurance policies for Secaucus Records Center, Air Travel Insurance policy, NYHQ Motor Vehicle Insurance policy and Global Third Party Motor Vehicle Insurance Policy; support Field Services in the renewal of Property Insurance for selected Field Offices.
        Manage lease agreements for all NYHQ premises: UNICEF House and Secaucus Records Center. Ensure capital (finance) lease accounting is performed accurately.
        Facilitate the expense allocation of the United Nations Task Team on Common Premises (TTCP); prepare expense report for expenditures incurred by UNICEF on behalf of the TTCP; when requested, prepare quarterly consolidated bill for reimbursement by agencies. Bill agencies for monies due to UNICEF; follow up regarding receipt of payments and instruct Cashier's Office in the correct recording of funds received.
        Develop and maintain Divisional standard operating procedures in relation to administrative and financial management.
        Any other duties that may be assigned by the Comptroller and/or Deputy Directors DFAM.

Qualifications of Successful Candidate:

    First-level university degree in Accounting, Business Administration, Financial Management, Economics, or directly related technical field(s).* Specialized training in IPSAS and SAP or other ERP systems is considered an asset.

    A first-level university degree from an unrelated technical field, in conjunction with a valid professional certification (CA; CPA; etc.) from an accredited chartered accountancy institution may be taken into consideration.

    A minimum of two (2) years of relevant hands-on experience at the national and international levels in financial and contract management, budgeting and budget management is required

    Fluency in English is required. Knowledge of an additional UN Language (Arabic, French, Spanish, Russian, Chinese) is considered an asset.

Competencies of Successful Candidate:

    Communicates effectively.
    Sets high levels of quality and productivity for self.
    Able to work effectively in a multi-cultural environment.
    Accepts changes in circumstances when presented with them.
    Analyzes and integrates verbal, numerical and other types of data.
    Demonstrates and shares detailed technical knowledge and expertise.
    Ensures that team or department follows relevant company policies and procedures.
    Sets clearly defined objectives and plans activities for self, own team or department

Remarks:

This is a re-advertisement due to the time-lapse from the closing of the original vacancy. Previous applicants need not reapply as their original application will be duly considered.
How to apply:

UNICEF is committed to diversity and inclusion within its workforce, and encourages qualified female and male candidates from all national, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of our organisation. If you want a challenging career while improving the lives of children around the world UNICEF, the leading children’s rights organization, would like to hear from you. Visit us at www.unicef.org/about/employ to register in our new e-Recruitment system and apply to this and other vacancies. Applications must be received by 06 November, 2013.

Vacancy position link:
https://careers.unicef.org/sap/bc/webdynpro/sap/hrrcf_a_posting_apply?PA...

Please note that only candidates who are under serious consideration will be contacted. In the selection of its staff, UNICEF is committed to gender balance and diversity without distinction as to race, sex or religion, and without discrimination of persons with disabilities: well qualified candidates are strongly encouraged to apply.
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