Finance and Administrative Officer

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Description

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OVERVIEW OF THE FUNCTIONS OF THE POST

The International Institute for Educational Planning (IIEP-UNESCO) is a UNESCO specialized institute with Offices in Buenos Aires, Dakar, and Paris. The mandate of IIEP-UNESCO is to strengthen Member States’ capacity to plan and manage their education systems. The IIEP-UNESCO Office in Dakar (IIEP-UNESCO Dakar) is renowned for its cutting-edge educational sector analyses and supports African countries in developing realistic and credible education system development plans in support of the Education 2030 agenda, an essential part of the 2030 Agenda for Sustainable Development. Through a well-crafted and targeted capacity development approach, IIEP-UNESCO Dakar contributes to diagnostic analyses, sector plans and the development of pedagogical as well as methodological tools. These contribute to more relevant and sustainable educational policies across the African continent, and beyond. IIEP-UNESCO Dakar is also actively involved in knowledge creation for the education sector, not just in Africa but for countries that share similar development profile. Under the overall authority of the IIEP Director and the direct supervision of the Head of IIEP Dakar Office, the Finance and Administrative Officer is responsible for providing a range of administrative and support services in various operational areas to ensure application and compliance with the rules, regulation, policies and practices in place, with overall guidance from and a functional reporting line to IIEP Finance and Operations Manager in Paris.

DUTIES AND RESPONSABILITIES

General Accountabilities

• Advise and support the Head of Office or the designate on all administration, budget, financial, human
• resources, premises related, IT and security matters within the Office. Such support will include discussions with partners in the countries benefitting from IIEP support.
• Ensure compliance with UNESCO policies, rules, regulations, and procedures in terms of financial and human resources, as well as with provisions of Host Country Agreement.
• Participate through user feedback in the development of house-wide budget, financial and human resources policies and procedures.
• Draft correspondence and internal procedural directives relating to budgetary, financial, human resources and administration matters.
• Office Focal Point for UNESCO Environmental Management System.              

Budget Accountabilities

• Assist and advise on planning and budgeting and recommend modifications.
• Advise and guide the Head of Office and technical leads in the preparation of core funding proposals for DIR/IIEP approval.
• Assist and advise the Head of Office and technical leads in the negotiation of donor budget & agreements.
• Prepare/Review budgets, agreements and donor reports under project funding for final approval by the Finance and Operations Manager in Paris, in consultation with the Finance and Accounting Officer, and the Budget Officer.
• Oversee and monitor cost recovery under project funding, to contribute to IIEP overall financial sustainability.   

Financial Accountabilities

• Ensure the Office’s financial resources and expenditures are fully and properly accounted for and that internal control systems are adequate and functioning.
• Monitor and advise the Head of Office or the designate 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 up to the authorized level delegated by the Finance and Operations Manager, ensuring that financial transactions including travel are in compliance with regulations, rules, policies and procedures.
• In line with the Organization’s policies and procedures, set up proper accounting procedures and systems – including inter alia review of payments and disbursement of funds, replenishments, petty cash, segregation of duties – as well as internal controls having regard to specific requirements of the office.
• Supervise the billing and receipt of income from various services.
• Support technical areas in the preparation and finalization of procurement processes. Ensure procurement of services, equipment and supplies are in line with rules and procedures, office staff awareness of proper procedures, and that deliverables are in conformity with the specifications and terms of contracts.
• Ensure the proper management of Fixed Assets in line with UNESCO rules; responsible for ensuring the maintenance of a full office inventory and stock taking at year end.
• Supervise the Finance and Administrative team.

Human Resources Accountabilities

• The following duties will be carried out in consultation with the HR Officer in IIEP Paris, from whom guidance will be sought as necessary:
• Ensures that IIEP Dakar staffing tables and HR data (staff and non-staff) as well as the organizational chart are updated on a monthly basis.
• Provide support to staff members with regards to various HR administrative processes and ensures that they are directed to the proper channels.
• Administer day to day HR issues within the Office and ensure appropriate and timely follow-up with the HR
• Officer in IIEP Paris, HRM and BFM sections as necessary.
•  Issue non-staff contracts.

Logistics & Administration Accountabilities

• Supervise the maintenance, upkeep and operation of the technical facilities and installations, keeping risks to a minimum: healthy and safe working environment; effective local area network, individual workstations, printers and photocopying machines, communication facilities; functioning cars; etc.
• Supervise the ICT Associate Officer in conjunction with Paris ICT Officer
• Maintain proper inventory, filing and recording systems.
• Ensure that the assets of the organization are safeguarded at all times.
• Ensure that appropriate insurance coverage for premises, vehicles and equipment is in place and timely renewed.
• As applicable, assist and advise the Head of Office or the designate in the identification of proper locations and local arrangements for Antennas and in their establishment. Assist and advise the Head of Office or the designate in the negotiation of rental or lease agreements/arrangements.
• Supervise a pool of administrative assistants dedicated to program support.

Safety and Security Accountabilities

• Act as the Office’s Focal Point for the safety and security of the IIEP Dakar office personnel and consultants as well as for UNESCO-IIEP premises in the Office’s host country.
• Collaborate with the Designated Official for Security and with the UNDSS Chief Security Advisor on all security-related issues.
• Ensures that all critical security issues/events are escalated on time.
• Assist the Head of Office or designate in ensuring compliance with prevailing UN Common security policies, procedures and standards.
• Ensure compliance of all the personnel of the Office with security travel requirements and monitor completion of mandatory security training.
• Assist UNESCO staff and consultants on mission in the Office’s host country on safety and security issues and facilitate their briefing by UNDSS as necessary.

REQUIRED QUALIFICATIONS

Education

• Advanced university degree (Masters or equivalent) in Finance, Business Administration, Accounting, or related field.

Work Experience

• Minimum 4 years of relevant professional work experience in finance and administration, of which preferably 2 years acquired at international level.

Languages

• Good knowledge of Portuguese

Source: https://careers.unesco.org/job/Dakar-Finance-and-Administrative-Officer/799731202/

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