Administrative & Finance Manager, (P-4), Juba, South Sudan - Fixed Term # 119521 (Open to Non-South Sudanese nationals only)

UNICEF South Sudan is looking for an experienced professional passionate about positively impacting every child to join the team as a Finance & Administrative Manager. The individual will be accountable for provision of managerial leadership and policy guidance for achievement of effective administrative and Financial management and staff capacity development. Also, will ensure management of administrative staff for cost effective, quality and efficient administrative operations in support of office administration and the country programmes. In addition, the incumbent will ensure that the office’s administrative operations and services follow the organization's administrative policy, procedures, rules and regulations.

UNICEF works in over 190 countries and territories to save children’s lives, defend their rights, and help them fulfill their potential, from early childhood through adolescence.

At UNICEF, we are committed, passionate, and proud of what we do. Promoting the rights of every child is not just a job – it is a calling.

UNICEF is a place where careers are built: we offer our staff diverse opportunities for personal and professional development that will help them develop a fulfilling career while delivering on a rewarding mission. We pride ourselves on a culture that helps staff thrive, coupled with an attractive compensation and benefits package.

Visit our website to learn more about what we do at UNICEF.

For every child, Future

The fundamental mission of UNICEF is to promote the rights of every child, everywhere, in everything the organization does — in programmes, in advocacy and in operations. The equity strategy, emphasizing the most disadvantaged and excluded children and families, translates this commitment to children’s rights into action. For UNICEF, equity means that all children have an opportunity to survive, develop and reach their full potential, without discrimination, bias or favoritism. To the degree that any child has an unequal chance in life — in its social, political, economic, civic and cultural dimensions — her or his rights are violated. There is growing evidence that investing in the health, education and protection of a society’s most disadvantaged citizens — addressing inequity — not only will give all children the opportunity to fulfill their potential but also will lead to sustained growth and stability of countries. This is why the focus on equity is so vital. It accelerates progress towards realizing the human rights of all children, which is the universal mandate of UNICEF, as outlined by the Convention on the Rights of the Child, while also supporting the equitable development of nations.

How can you make a difference

Job Purpose

Under the direct supervision of the Deputy Representative Operations, the individual will be accountable for the provision of managerial leadership and policy guidance for achievement of effective administrative and financial management and staff capacity development.  The individual will ensure management of administrative staff for cost effective, quality, and efficient administrative operations in support of office administration and the country programmes. In addition, the incumbent will ensure that the office’s administrative operations and services follow the organization's administrative policy, procedures, rules, and regulations.

Key Accountabilities 

Policy, procedures and strategies

As technical manager, accountable for the correct and consistent application of policies and procedures in the management of administrative and Finance functions through the provision of technical leadership, guidance and support to the country office and sub-offices where applicable. 

Contributes to global, regional and country strategic planning and policy changes/formulation on administrative matters as necessary.  Provides technical input to the establishment of administrative and Finance guidelines in close coordination with the head of office, Deputy Representative Operations and DFAM. 

Advises the head of the office and updates staff on administrative and Finance policies, procedures, rules and regulations, providing authoritative advice and administrative support.  Decides on the appropriate application and interpretation of administrative rules, regulations, policies and procedures.  Ensures arriving and departing staff are briefed on administrative procedures and requirements.  

Coordinates with the Regional and HQ Divisions to support policy reform in the area of administrative and Financial management; advises on the applicability of new policy directives at the country level.  Makes substantive recommendations on the improvement of systems and internal controls, planning, restructuring, and resolution of sensitive issues taking into account the prevailing conditions in the locality.  

Keeps the supervisor abreast of potential problem areas, and identifies and recommends solutions.  Prepares reports on administrative matters.  

Oversees administrative and Finance support and services to field offices and sub-offices including preparation and funding of service contracts, preparations of requisitions for all administrative supplies and guidance on administrative procedures.  Manages oversight on the activities of Financial Service Providers to ensure efficient transfer of funds to programme and project sites.

Undertakes missions to field locations to review administrative arrangements and makes appropriate recommendations as required.  

Support to financial planning and management

Prepare/analyze financial data/estimates and documentations, verifying relevancy, accuracy and completeness to facilitate financial planning for CPMP and regular management advice (including review of financial figures in PCAs). Provide technical and operational support throughout the financial planning and implementation process.

Review budget implementation according to allotment, codes and certify compliance with guidelines and procedures. Keep stakeholders informed for timely action.

Provide technical and operational support on the application, interpretation and implementation of financial policies, procedures and guidelines to the Representative and CO colleagues and stakeholders. Resolve routine financial issues and/or recommend (and record) deviation from procedures and guidelines to meet objectives.

Evaluate financial and reputational risk in transactions carried out by the office and raise flags when actions are needed by management.

Prepare and/or monitor financial exception reports to assess unusual activities and transactions, investigate anomalies, and keep supervisor informed for timely action.

Provide technical support to the programme counterparts/committees, e.g. review budgets and financial plans of implementing partners; monitor compliance with HACT framework, including support to assessments, assurance and capacity development of implementing partners.

Prepare work plans for supervisee/s, provide timely technical guidance, monitor work in progress and review work completed to approve transactions and/or certify/verify accuracy of work and compliance with IPSAS and UNICEF Regulations and Rules, policies, procedures, and guidelines.

Manages the budget in close coordination with the Deputy Representative Operations to ensure that objectives stipulated early in the fiscal year are realized for smooth operations of the Country Office/sub-office, where applicable.  

Recommends and prepares estimates on office premises, supplies and equipment requirements for budget preparation purposes.  Assists zone offices in the establishment and maintenance of administrative services. Prepares, monitors and controls the administrative budget. 

Property management and administrative support and services

Manages properties of administrative supplies, office equipment and vehicles, updating inventory of items, serving as ex-officio member to the Property Survey Board and ensuring follow-up action.  

Prepares Property Survey Board submissions for the head of office or Deputy Representative Operations, prepares minutes of meetings and assists in executing PSB recommendations approved by the Head of Office. 

Oversees to ensures that services and maintenance of premises are in accordance with organizational standards,  

Ensures timely and effective delivery and improvement in administrative support and office services for enhanced quality, efficiency and cost effectiveness, including space management, transport services, vehicle use and maintenance, equipment, conference and travel arrangements, document reproduction, communications, mail and delivery services, local procurement and bill payments of utilities.  

Ensures the timely and cost-effective provision of basic offices services including space management, equipment, communications and security to enhance staff safety and productivity.  

Supports the Inter-Agency Operations Management Team's approaches for enhancing UN common services to attain efficiencies and effectiveness.  

Negotiates and oversees matters relating to office premises, utilities and services with vendors and agencies. 

Ensures that all administrative transactions and arrangements of contracts are in compliance with the applicable policies, procedures, rules and regulations.

Reviews all 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 services. Proposes to supervisor any changes that may be required.

Staff learning and development

Develops training programmes to enhance effective performance and efficiency in admin and finance services management.  Organizes innovative staff learning and development programme activities for capacity building. Organizes workshops for staff competency building, staff learning and development, career development. Provides coaching and counselling to the staff on performance enhancement/ development. 

Promote culture of highest ethical standards and behavior in management of UNICEF’s resources.

Contribute to initiatives for management improvement by capturing, institutionalizing and sharing best practices and lessons learned. Implement and/or recommend management improvements to enhance productivity and performance including implementation of cost saving strategies.

Participate and/or organize training and learning events to build capacity of staff and partners especially UNICEF implementing partners on sound administrative and financial management.

Partnership, coordination and collaboration  

Develops and maintains effective working relations with other agencies, local authorities and implementing partners relating to administrative and Finance matters for enhancement of information exchange, collaboration, and harmonization. 

Cooperates and coordinates with other UN agency counterparts in the UN reform initiatives (including common services and premises agenda, etc.). Represents UNICEF in UNCT/OMT working groups on Finance and Administration

Coordinates field emergency services. Ensures Administrative and Finance components of Business Continuity Plan and Office Emergency Preparedness Plan are kept updated and regularly tested.

Performs any other duties and responsibilities assigned as required.  

Provides quality services to beneficiaries in a timely and cost-effective manner by performing additional duties and responsibilities assigned in conformance with the policy, standards, rules and regulations.

To qualify as an advocate for every child you will have…

Minimum requirements:

Education:

Advance university degree in Accounting, Finance or Business Management/Administration, social sciences or equivalent or any other comparable   recognized professional qualification.

A valid professional certification (CA; CPA; etc.) from an internationally recognized, accredited chartered accountancy institution is required; or an advanced diploma qualification in CIPFA or its equivalent with other internationally recognized institutions [Include the level of education required] in [include the areas and indicate if they are preferred areas or required areas of work]

Work Experience 

Eight years of relevant professional work experience in administration and finance or related area. 

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

Language Requirements: Fluency in English is required.

Desirables:

Developing country work experience and/or familiarity with emergency. 

For every Child, you demonstrate...

UNICEF’s Core Values (CRITAS) underpin everything we do and how we do it. Get acquainted with Our Values Charter: UNICEF Values

1. Care

2. Respect

3. Integrity

4. Trust

5. Accountability

6. Sustainability 

The UNICEF competencies required for this post are…

(1) Builds and maintains partnerships- 2

(2) Demonstrates self-awareness and ethical awareness- 2

(3) Drive to achieve results for impact- 2

(4) Innovates and embraces change- 2

(5) Manages ambiguity and complexity- 2

(6) Thinks and acts strategically- 2 

(7) Works collaboratively with others - 2

(8) Nurtures, leads and manages people -2

Familiarize yourself with our competency framework and its different levels.

UNICEF is committed to diversity and inclusion within its workforce, and encourages all candidates, irrespective of gender, nationality, religious or ethnic background, and persons with disabilities, to apply to become a part of the organization. To create a more inclusive workplace, UNICEF offers paid parental leave, breastfeeding breaks, and reasonable accommodation for persons with disabilities. UNICEF strongly encourages the use of flexible working arrangements. Click here to learn more about flexible work arrangements, well-being, and benefits.

According to the UN Convention on the Rights of Persons with Disabilities (UNCRPD), persons with disabilities include those who have long-term physical, mental, intellectual, or sensory impairments which, in interaction with various barriers, may hinder their full and effective participation in society on an equal basis with others. In its Disability Inclusion Policy and Strategy 2022-2030, UNICEF has committed to increase the number of employees with disabilities by 2030. At UNICEF, we provide reasonable accommodation for work-related support requirements of candidates and employees with disabilities. Also, UNICEF has launched a Global Accessibility Helpdesk to strengthen physical and digital accessibility. If you are an applicant with a disability who needs digital accessibility support in completing the online application, please submit your request through the accessibility email button on the UNICEF Careers webpage Accessibility | UNICEF.

UNICEF does not hire candidates who are married to children (persons under 18). UNICEF has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UNICEF, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination based on gender, nationality, age, race, sexual orientation, religious or ethnic background or disabilities. UNICEF is committed to promote the protection and safeguarding of all children. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles. Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check, and selected candidates with disabilities may be requested to submit supporting documentation in relation to their disability confidentially.

UNICEF appointments are subject to medical clearance.  Issuance of a visa by the host country of the duty station is required for IP positions and will be facilitated by UNICEF. Appointments may also be subject to inoculation (vaccination) requirements, including against SARS-CoV-2 (Covid). Should you be selected for a position with UNICEF, you either must be inoculated as required or receive a medical exemption from the relevant department of the UN. Otherwise, the selection will be canceled.

Remarks:

As per Article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity.

UNICEF’s active commitment to diversity and inclusion is critical to deliver the best results for children. For this position, eligible and suitable female candidates are encouraged to apply.

Government employees who are considered for employment with UNICEF are normally required to resign from their government positions before taking up an assignment with UNICEF. UNICEF reserves the right to withdraw an offer of appointment, without compensation, if a visa or medical clearance is not obtained, or necessary inoculation requirements are not met, within a reasonable period for any reason. 

UNICEF does not charge a processing fee at any stage of its recruitment, selection, and hiring processes (i.e., application stage, interview stage, validation stage, or appointment and training). UNICEF will not ask for applicants’ bank account information.

Mobility is a condition of international professional employment with UNICEF and an underlying premise of the international civil service.

All UNICEF positions are advertised, and only shortlisted candidates will be contacted and advance to the next stage of the selection process. An internal candidate performing at the level of the post in the relevant functional area, or an internal/external candidate in the corresponding Talent Group, may be selected, if suitable for the post, without assessment of other candidates.

Additional information about working for UNICEF can be found here.