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.