Administrative and Finance Officer at United Nations Office on Drugs and Crime (UNODC)

The Administrative and Finance Officer will be responsible for the following specific duties:  
Administration and Operations management:   

• Assess and improve existing administrative operating policies and procedures at ROEA, ensuring compliance with relevant UN and UNODC rules, regulations, polices and guidelines, and donor requirements, etc.; safeguards of assets; optimizing operational efficiencies; and accurate financial reporting in accordance with IPSAS.  
• Ensure implementation of corporate operational strategies, establishment of management targets and monitoring of achievements of results.  
• Establish sound procedures, practices, standards, and tools that are consistent with UN policy and practice in order to ensure proper budget, accounting, financial, property and human resources management and control.  
• Ensure knowledge sharing of lessons learnt/best practices, and sound contributions to knowledge networks and communities of practice, and organization of the operations staff trainings.  
• In close cooperation and coordination with the Programme Management Officer, provide support to the enhancement of monitoring and compliance and internal controls based on financial risk assessment.  
• Monitor support services, including facility and assets management, transport, travel, communications, and information technology support and provision of local utilities and service requirements.  
• Supervise smooth administration of travel processes consistent with UNODC rules and regulations.  
• Supervise the work of staff providing information and communication technologies (ICTs) services and ensure activities are in conformity with United Nations (UN) Regulation and Rules and UNODC established policy and procedures.  
• Collect and analyze data to identify trends or patterns and provide insights through graphs, charts, tables and reports using data visualization methods to enable data-driven planning, decision-making, presentation and reporting.  

Financial resources management:  

• Offer substantive support to HQ in developing and implementing new accounting systems/standards/policies.  
• Prepare and consolidate ROEA’s overall budgets, including providing assistance to programme/project managers on their specific budgets, analyse and monitor budget implementation, prepare regular update reports, identify deviations from plans and propose corrective measures to the regional office’s management and programme managers, as appropriate.  
• Certify that proposed obligations or expenditure for services, facilities’ supplies, equipment, and personnel related, are in accordance with the Financial Regulations and Rules of the UN, donor requirements if applicable, and corresponding approved allotments.  
• Manage, monitor, and advise Programme Officers/Coordinators on the financial status of Project/Programme (including status of budgets and related contributions; commitments, receivables/payables items, paymaster advances, travel advances/expense reports, UNDP financial authorization and eIOVs, and other Umoja related troubleshooting).  
• Supervise reporting to HQ on year-end closing-related requirements in accordance with relevant closing guidelines and communications, ensuring provision of timely and accurate information.  
• Respond to internal/external audit information request/queries/observations and follow up/implement audit recommendations.   
• Manage and oversee the timely preparation and submission of financial reports (semi-annual and annual project progress reports, and ad hoc reports to donors, etc.).  
• Supervise activities relating to overseeing the budgeting, recording, reporting, and compliance monitoring of EU funding arrangements.  
• Distribute work, guide, train and supervise general service and professional staff in the function, ensuring proper segregation of duties and timely provision/deprovision of user accesses to the ERP system.  

Human resources management:  

• Manage and oversee the work of human resources focal points to ensure staffing of the office and projects in compliance with human resources policies and strategies.
• Monitor recruitment processes and other staff management related issues in accordance with UNODC rules and regulations, the appropriate use of different contractual modalities and contracts management; support performance management of staff with supervisory functions and encourage staff development.  
• Ensure that onboarding and separation processes are implemented to guarantee smooth arrival and departure of personnel (i.e. ensure that the welcome guide is provided, liaise with teams to ensure equipment is ready to receive the staff, ensure that departure procedures are well implemented and processed (i.e. return of equipment, etc.)).  

Partnerships:  

• Ensure functional relationships with the Operations Management Team (OMT) of the United Nations Country Team (UNCT) to ensure efficiency and follow up for all transactions and services executed by UNODC and other UN entities. Represent UNODC at OMT meetings and participate in UN common services coordination machinery.  
• Perform other work-related duties and/or assignments as required.

Competencies

• Professionalism: Has knowledge of internal control principles. Is able to master financial principles and practices.
• Has ability to apply rules and regulations in work situations. Has conceptual analytical and evaluative skills to conduct independent research and analysis.
• Has ability to analyze and interpret data in support of decision-making and convey resulting information to management. Has ability to identify issues, formulate opinions, make conclusions and recommendations. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations.
• Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.  Planning and organizing:
• Develops clear goals that are consistent with agreed strategies. Identifies priority activities and assignments; adjusts priorities as required. Allocates appropriate amount of time and resources for completing work.
• Foresees risks and allows for contingencies when planning. Monitors and adjusts plans and actions as necessary. Uses time efficiently.  
• Accountability: Takes ownership of all responsibilities and honours commitments.  Delivers outputs for which one has responsibility within prescribed time, cost and quality standards.  Operates in compliance with organizational regulations and rules. Supports subordinates, provides oversight and takes responsibility for delegated assignments. Takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.  
• Leadership: Serves as a role model that other people want to follow. Empowers others to translate vision into results. Is proactive in developing strategies to accomplish objectives.  Establishes and maintains relationships with a broad range of people to understand needs and gain support. Anticipates and resolves conflicts by pursuing mutually agreeable solutions. Drives for change and improvement; does not accept the status quo. Shows the courage to take unpopular stands. Provides leadership and takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work; demonstrates knowledge of strategies and commitment to the goal of gender balance in staffing.

Education

• An advanced university degree (Master’s degree or equivalent) in finance, accounting, or related area is required (for Master of Business Administration or Master of Public Administration, a focus in finance, accounting, or related area is required). A first level university degree in similar fields (finance, accounting or related area) in combination with two additional years of qualifying experience may be accepted in lieu of the advanced university degree.

Work Experience

• A minimum of seven years of progressively responsible professional experience in administration and managing finance related operations, such as grants and payments is required    
• Work experience in maintaining and assessing internal control systems and improving business processes is required.    
• Work experience in providing management advisory services is required.    
• Supervisory experience with performance management is required.    
• Work experience with Enterprise Resource Planning (ERP) systems is required.    
• Work experience with SAP/Umoja is desirable.    
• Work experience within the United Nations system or similar international organizations is desirable.    
• Work experience in working with European Union (EU) funding is desirable.    
• Two years or more of experience in data analytics or related area is desirable