Administrative Officer, P-2

Purpose

Under the supervision of the Deputy Director, Administrative Management Section (AMS), the incumbent will manage the financial operations of the section. Within this function, the post will coordinate for AMS, the sourcing, management and expenditure monitoring of all contractual agreements, NYHQ Lease & Insurance Administration, the preparation and monitoring of the section’s budgets and transactions, procurement of supplies and equipment, the financial application of depreciation and amortization schedules as related to the IPSAS Guidelines and serve as AMS focal point with Supply Division on all purchases, contracts and LTA related matters.

The post will focus on management, monitoring and support, ensuring the due diligence process of the section in: contractual agreements, IPSAS compliance, issuance of supply requisitions, statements of work, request for proposals, preparation and submission of CRC documentation, Vendor selection, issuance of institutional contracts and LTAs for services, verification and processing of complex invoices for payment relating to NYHQ facilities lease agreements, operating costs, utility consumption and escalations schedules, reports on the status of budgetary allotments, commitments, obligations, variance reports, preparation of biennium budgets, participate in the procurement of office supplies and equipment.

Qualification

University degree in Business Administration, Financial Management or equivalent related practical experience in Budgeting, contracting, Lease & insurance management.

A minimum of ten years of practical “hands on”, progressively responsible experience in financial and contract management (particularly in the areas of Lease & insurance administration), budgeting and budget management is required. Incumbent is expected to bring expert knowledge of UNICEF’s rules and regulations and demonstrated competence in their application and interpretation.

Specialized training in IPSAS a plus.

Fluency in English and another UN language is required.

Key Expected Results:

1. Budget Management: • Prepare biennium support budgets for the section which includes eight cost centers and totaling approximately $18M annually. Based on the desired results established in the OMP, plan the budget in consultation with the Deputy Director, AMS and the Chiefs of Facilities Management, Field Services and Travel & General Services. Consolidates and enters proposed budgets into IBCS for Comptroller’s approval and inclusion in the divisional budget. • Participates in regular divisional budget review meetings where such estimates are reviewed and discussed; also provides background materials as required. • Coordinate, with the Deputy Director, AMS and the Chiefs, the budget implementation and alignment of budgets with the section and divisional work plan. • Approves administrative and budgetary transactions based on applicable financial rules, regulations, policies & procedures; processes financial transactions in FLS. • Ensures accurate and timely processing of invoices; processes travel claims in accordance with authorizations; ensure recovery of over-entitlements and accounts receivable. • Monitors financial transactions and accounting reports to ensure accurate and up-to-date financial information. Review expenditures and commitments against each cost center. Prepare status of budgetary allotment reports for submission to Chiefs and Deputy Director. Identify and document deviations from planned budgets and proposes solutions to keep expenditures within approved budgets. Take corrective action(s) as necessary.
2. Procurement of Supplies, Equipment & Contracts Administration: • In accordance with the new Supply Division (SD) guidelines, be responsible for preparing and defending the section’s submissions to the Contracts Review Committee (CRC) for institutional/corporate contracts for services in excess of $100K. Prepare, manage and monitor contracts for approved CRC submissions.
   • Prepare, manage and monitor contractual agreements for all other contracts: individual contractors, consultants and institutional/corporate contracts. • Support the section in developing statement of works (SOWs), Terms of Reference (TORs) and request for proposals (RFPs). In consultation with SD, be responsible for the issuance and receipt of invitations to bid (ITBs) and the identification of acceptable suppliers. • Conduct technical and commercial evaluation of bids with respect to delivery performance, product acceptability and commercial acceptability; prepare Long-Term Arrangements (LTAs), where necessary; create contracts in FLS and finalize purchase orders with vendors. • Coordinate the preparation and monitoring of the section’s supply plans, based on the OMP and special projects. Prepare and manage the issuance of supply requisitions by certifying in FLS the supply requisitions.
   • Participates in the planning and acquisition of office supplies and equipment; prepare and manage the issuance of purchase requisitions for action by SD. Issues purchase orders for equipment procured under established LTAs; provides administrative support in the acquisition of expendable (inventory) and non-expendable (asset) property; ensures that procurement is done according to applicable rules and regulations and that established guidelines are followed. • Monitor the usage of the section’s electronic equipment (computers, monitors, scanners, printers, projectors, etc); ensures that broken and obsolete hardware are replaced within established guidelines; issues purchase orders based on approved requisitions. Maintain record of same and update records accordingly.
3. Administrative Support: • Facilitate the timely renewal of NYHQ insurance policies: NYHQ Property and Terrorism Insurance Programs, General Liability Insurance policies for 6th Floor, 633 Third Avenue and Secaucus Records Center, Air Travel Insurance policy and NYHQ Motor Vehicle Insurance policy; support Field Services in the renewal of Property Insurance for selected Field Offices. • Facilitate the timely renewal of the Global Third-Party Motor Vehicle Insurance Policy; support Field Services in the payment of insurance premiums. • Manage lease agreements for all NYHQ premises: UNICEF House, 633 Third Avenue (22-26 floors and 6th Floor) and Secaucus Records Center. Calculation of the capital (finance) lease cost for inclusion in annual financial statement. • Facilitate the expense allocation of the United Nations Task Team on Common Premises (TTCP); prepare expense report for expenditures incurred by UNICEF on behalf of the TTCP; when requested, prepare quarterly consolidated bill for reimbursement by agencies. Bill agencies for monies due to UNICEF; follow up regarding receipt of payments and instruct Cashier’s Office in the correct recording of funds received. • Support the section’s efforts in the implementation of IPSAS with regards to the acquisition, maintenance and disposal of expendable (inventory) and non-expendable (assets) properties; preparation of depreciation and amortization schedules utilizing established guidelines. • Any other duties that may be assigned by the Director, DFAM and/or Deputy Director, DFAM/AMS.

Competencies:

Communicates effectively.

Sets high levels of quality and productivity for self.

Able to work effectively in a multi-cultural environment.

Accepts changes in circumstances when presented with them.

Analyzes and integrates verbal, numerical and other types of data.

Demonstrates and shares detailed technical knowledge and expertise.

Ensures that team or department follows relevant company policies and procedures.

Sets clearly defined objectives and plans activities for self, own team or department.

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.

If you want a challenging career while improving the lives of children around the world UNICEF, the leading children’s rights organization, would like to hear from you. Visit us at www.unicef.org/about/employ to register in our new e-Recruitment system and apply to this and other vacancies, quoting E-VN-2011-000540. Applications must be received by 20 May 2011. Please note that only candidates who are under serious consideration will be contacted.

In the selection of its staff, UNICEF is committed to gender balance and diversity without distinction as to race, sex or religion, and without discrimination of persons with disabilities: well qualified candidates are strongly encouraged to apply.

UNICEF’s salary and benefits package is based on the United Nations Common System; visitwww.un.org/Depts/OHRM/salaries_allowances for further information.