Associate Finance and Administrative Officer

Il y a 2 mois

Paris, France UNESCO Temps plein

OVERVIEW

**Post Number**: ADM 907

**Grade**: P-1 / P-2

**Parent Sector**: Sector For Administration and Management (ADM)

**Duty Station**: Paris

**Job Family**: Administration

**Type of contract**: Fixed Term

**Duration of contract**: 2 years, renewable

**Application Deadline (Midnight Paris Time)**: 20-MAR-2023

**UNESCO Core Values**: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism

OVERVIEW OF THE FUNCTIONS OF THE POST

Under the overall authority of the Assistant Director-General for Administration and Management (ADG/ADM), guidance from the Chief of Section for Administrative Support, and the direct supervision of the Operations Management Officer, the Associate Finance and Administrative Officer is responsible for providing a range of administrative management support activities to the assigned Sectors/Bureaux. On matters of financial internal control, he/she receives a delegated authority from the Chief Finance Officer as certifying officer. S/he will be responsible for a broad range of administrative support activities and will facilitate the execution of programs and activities warranting respect of UNESCO’s Rules and Regulations in the field of finance budged, human resources and office management. The incumbent will be assisted in the discharge of his/her duties by the Administrative Support Team.

Specifically, the incumbent will be responsible for the following.

Long Description
General Accountabilities

Assist the Operations Management Officer on all administration, budget, financial, human resources and office management.
Ensure compliance with UNESCO policies, rules, regulations and procedures in terms of budget, financial, human resources.
Provide regular and ad hoc budget, financial and human resources information to assigned Sectors/Bureaux to support informed decision-making.
Participate through user feedback in the development of budget, financial and human resources policies and procedures.
Draft correspondence and internal procedural directives relating to budgetary, financial, human resources and administration matters.
Supervise staff as required.
Ensure that proper inventory, filling and recording systems procedure are set.

Budget Accountabilities

Assist supervisor, Heads of unit, Chiefs of section and Directors/ADGs of the Sectors/Bureaux in budget preparation (C/5 documents and related work plans, extra budgetary programmes and related project documents) and provide all relevant information required.
Monitor execution of Regular Budget and extra-budgetary resources and advise your supervisor, Heads of unit, Chiefs of section and Directors/ADGs of Sectors/Bureaux accordingly on their revisions: administer day to day budgetary issues, ensure the appropriate budgetary control, validate and process requests made to BFM and or BSP for allotments and funds transfers, and provide relevant information requested. Identify problem areas, alert and discuss corrective actions with your supervisor and the responsible officer concerned.
Ensure that budget data is adequately and timely entered in the appropriate management systems, and that budgetary transactions are in compliance with regulations, rules, policies and procedures.
Ensure that managers are fully aware of budgetary principles, methodologies, rules and procedures and facilitate their training as may be required.

Financial Accountabilities

Ensure that the financial resources and expenditures are fully and properly accounted for and that internal control systems are adequate and functioning.

Monitor and advise your supervisor, Heads of unit, Chiefs of section and Directors/ADGs of Sectors/Bureaux on the financial status of projects and programmes, including funds confirmed but not yet available for expenditure; funds available for expenditure and funds already spent.

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

Review and analyse current operating practices with a view to make recommendations on revising established procedures.

Ensure procurement of equipment and supplies are in line with rules and procedures, staff awareness of proper procedures, and that deliverables are in conformity with the specifications and terms of contracts.

Support managers for operational planning for contracting, travel, meeting and conferences in accordance with work plans requirements.

Long Description
Human Resources Accountabilities

Assist personnel in assigned Sectors/Bureaux on Staff related matters - such as initiating of post related actions, extension and conversion of appointments, recruitment, review the revised Job Descriptions if required, monitor leave records and performance status of assigned Sectors/Bureaux staff - in accordance with UNESCO Rules and Regulations and ensure timely follow-up.

Maintain up-to-date organizational chart and lists of temporary personnel, consultants and volunteers.

Provi

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