Senior Administrative & Finance Assistant, GS-7, Gaborone, Botswana

Under the direct supervision of the Operations Manager, undertakes financial and administrative management support services in the country office. The incumbent assists in ensuring efficient and cost effective financial and administrative support services, providing guidance to finance and administrative staff and supporting staff in programme and operations with related finance and administrative activities. Ensures the office’s administrative operations and services are in compliance with the organization's administrative policy, procedures, rules and regulations. In collaboration with the CO Operations Manager and the BNLS Hub Finance Specialist, advises the staff in the country office and ensures correct interpretation and implementation of UNICEF financial rules and regulations in the office. The Senior Finance and Administrative Services Assistant is the back up for the Operations Manager whenever required

If you are a committed, creative professional and are passionate about making a lasting difference for children, the world's leading children's rights organization would like to hear from you.

For 70 years, UNICEF has been working on the ground in 190 countries and territories to promote children's survival, protection and development. The world's largest provider of vaccines for developing countries, UNICEF supports child health and nutrition, good water and sanitation, quality basic education for all boys and girls, and the protection of children from violence, exploitation, and AIDS. UNICEF is funded entirely by the voluntary contributions of individuals, businesses, foundations and governments.

Purpose of the Position

Under the direct supervision of the Operations Manager, undertakes financial and administrative management support services in the country office. The incumbent assists in ensuring efficient and cost effective financial and administrative support services, providing guidance to finance and administrative staff and supporting staff in programme and operations with related finance and administrative activities. Ensures the office's administrative operations and services are in compliance with the organization's administrative policy, procedures, rules and regulations. In collaboration with the CO Operations Manager and the BNLS Hub Finance Specialist, advises the staff in the country office and ensures correct interpretation and implementation of UNICEF financial rules and regulations in the office. The Senior Finance and Administrative Services Assistant is the back up for the Operations Manager whenever required.

Key Expected Results

1. Appropriate and consistent application of financial and administrative policy and procedures for the timely implementation to support operations at the country office.
2. Budget preparation support and implementation are properly administered in the area of administrative management and services
3. Administrative support services are timely and effectively provided, including security arrangements for enhanced safety and security
4. Management of administrative supplies, office equipment, vehicles and other properties is effectively   maintained
5. Administrative transactions and contract arrangements satisfy the requirements as stipulated and are in compliance with the applicable policies, procedures, rules and regulations
6. Financial transactions, including invoices submitted for payment to the BNLSS Hub or GSSC satisfy the requirements as stipulated in relevant SOPs and are in compliance with the applicable policies, procedures, rules and regulations.
7. Staff learning and development
8. . Partnership, coordination and collaboration

Key Accountabilities and Duties & Tasks

1.

1. Appropriate and consistent application of financial and administrative policy and procedures for the timely implementation to support operations at the country office

• Provides practical input on implementation of financial and administrative guidelines, in close coordination with BNLSS finance specialist and operations staff/ supervisor.
• Supports the supervisor and the head of the office and updates staff on financial and administrative policies, procedures, rules and regulations.
• Implements the appropriate application and interpretation of financial and administrative rules, regulations, policies and procedures.
• Briefs and assists arriving and departing staff on basic financial and administrative procedures and requirements.
• Contributes to recommendations on the improvement of internal controls systems taking into account the prevailing conditions in the locality.
• Keeps the supervisor abreast of potential problem areas and prepares reports on financial and administrative matters as required.

• Budget preparation support and implementation are properly administered in the area of administrative management and services

• Assists supervisor in preparing cost estimates for office premises, supplies and equipment requirements during budget preparation period.
• Prepares and maintains relevant administrative related service contracts and manages admin supplies.                              

• Administrative support services are timely and effectively provided, including security arrangements for enhanced safety and security

• Assists the Operations Manager in the establishment and maintenance security and safety arrangements and related administrative services.

1. Management of administrative supplies, office equipment, vehicles and other properties is effectively   maintained

• Supports in the management of administrative supplies, office equipment and vehicles, updating of inventory items records, serving as ex-officio member to the Property Survey Board where applicable.
• Assists supervisor in preparing Property Survey Board submissions, preparing minutes of meetings and assists supervisor in executing PSB recommendations approved by the Head of Office.
• Monitors and ensures adequate and appropriate use of office supplies and ensures that services provided and quality of maintenance of premises are in accordance with organizational standards.

1. Administrative transactions and contract arrangements satisfy the requirements as stipulated and are in compliance with the applicable policies, procedures, rules and regulations.

• Ensures that all administrative transactions and arrangements of contracts are in compliance with the applicable policies, procedures, rules and regulations.
• Contributes to the reviews of contractual arrangements related to administrative support (i.e. courier, premises maintenance, ancillary administrative support, vehicle maintenance, equipment maintenance etc.) to ensure that the terms and conditions of all contracts are being adhered to by providers of goods and services and proposes to supervisor any changes that may be required.
• Monitors administrative payments against contractual obligations.
• Processes TAs and VISAs for staff, monitors and reports on TA certification and closure.

1. Financial transactions, including invoices submitted for payment to the BNLSS Hub or GSSC satisfy the requirements as stipulated in relevant SOPs and are in compliance with the applicable policies, procedures, rules and regulations.

• In collaboration with BNLSS Hub, analyze and reconcile appropriate accounts in VISION such as account payable, account receivables and staff PAR on monthly basis to ensure recovery of advances and accounts receivable and prepares any required period closure reports.
• Together with the Operations Manager, controls and operates local bank accounts in accordance with UN/UNICEF financial rules and regulations and local banking practices.
• In line with UNICEF bank optimization regulations, carries out appropriate cash replenishment requests and maintains adequate cash balance in such accounts.

• Reviews and scans all invoices and any supporting documents relating to payments and submits to BNLSS Hub as per relevant SOPs
• Maintain relations with the local banks and ensure bank transfer orders are signed by signatory panels and submitted to the local banks timely.
• Collects monthly bank statements and provides appropriate support to GSSC in the bank reconciliation process.
• Ensures that any VAT refunds and exemptions are received and processed in Vision

1. Staff learning and development

• Develops training activities to ensure effective performance and efficiency in admin services management.
• Implements effective staff learning and development programme activities for capacity building.
• Contributes to workshops for staff's competency building, staff learning and development, career development.

1. Partnership, coordination and collaboration

• Support effective working relations with BNLSS Hub, other agencies, local authorities and implementing partners on financial and administrative matters through information exchange, collaboration, and harmonization.

• Cooperates with other UN agency counterparts in the UN reform initiatives (including common services and premises agenda, etc.).

9. Performs any other duties and responsibilities assigned as required.

Qualifications of Successful Candidate

• Completion of Secondary School, University level courses in administration, finance, or any other related field of discipline relevant to the job is an asset.
• 7 years of relevant professional work experience with both national and International work experience in office management, administration, finance, accounting, ICT, human resources, supply or any other relevant function.
• Work experience in emergency duty station.
• Fluency in English and another UN language.

Competencies of Successful Candidate

Core Values

• Commitment
• Diversity and Inclusion
• Integrity

Core competencies

• Communication
• Working with People
• Drive for Results

Functional Competencies

• Analyzing
• Applying Technical Expertise
• Planning and Organizing 
• Following Instructions and Procedures

Technical Knowledge 

Common Technical Knowledge Required 

• Principles of office management, operations management, programme management and administration IT Skills and working knowledge of UNICEF SAP/HR, WEB HRIS, MICROSOFT – Excel, PowerPoint and Word software.
• Administrative service management's goals, visions, positions, policies, and strategies  
• Supply operations, logistics and purchasing administration
• Rights-based and Results-based management
• UNICEF emergency programme policies, goals, strategies, approaches and procedures

Specific Technical Knowledge Required 

• UNICEF administrative service management's policies, procedures and guidelines in the manual as relevant, in the context of the country situations and conditions of work. 
• UNICEF Mid-Term Strategic Plan (MTSP) as it relates to administrative service management in the context of the country situations and conditions of service. 

Technical Knowledge to be Acquired/Enhanced 

• UN policies and strategy to address issues in harmonization of administrative service management and operations in the common system..
• UNICEF positions about UN common approaches to administrative service management and operations issues.
• UN security guidelines. 
• Government regulations and laws in the locality pertinent to administrative service

To view our competency framework, please click here. 

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.