Only candidates who are entitled to work in Fidji may apply to this position.

(Duration of contract: 1 year, with possibility of extension subject to availability of funds and performance)

OVERVIEW

Post Number : 4FJED0003PA

Grade : G-6

Parent Sector : Education Sector (ED)

Duty Station: Suva

Job Family: Finances

Type of contract : Project Appointment

Duration of contract : 1 year

Recruitment open to : Internal and external candidates

Application Deadline (Midnight Paris Time) : 31-MAR-2022 (Extended)

UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism

OVERVIEW OF THE FUNCTIONS OF THE POST

The UNESCO Office for the Pacific States promotes development opportunities, actions and mobilize resources for sustainable development, democracy and peace in the Pacific. The Office’s work in the Pacific is guided by the United Nations (UN) Cooperation Framework, UNESCO Pacific Strategy and other international and regional frameworks.

Based in Suva, Fiji, the Senior Finance Assistant, GS-6, Project Appointment (PA) works as part of both the Administration and Education Sector teams in the UNESCO Office for the Pacific States, providing full-time , financial, procurement and administrative assistance support to the GPE funded and the Asian Development Bank (ADB) administered grant to UNESCO for the implementation of the Pacific Regional Education Framework (PacREF). The Senior Finance Assistant reports to the Finance and Administrative Officer who leads the Administration Unit in the UNESCO office for the Pacific States. The position will work closely with the Senior Project Officer (P4) who manages the Programme under the PacREF, the Senior Project Assistant (GS-6) of the education team as well as with other members of the education sector in the UNESCO Office for the Pacific States, and education staff from other offices as advised by the supervisor. The senior manager (or the Senior Project Officer’s manager) is the Programme Specialist for Education who acts as the team leader for the education sector in the Pacific. The Senior Finance Assistant will work closely with the Admin and Finance team of the UNESCO Office for the Pacific States to ensure administrative propriety, internal coordination, information-sharing and reporting, and joint actions as required.

Under the guidance and supervision of the Finance and Administrative Officer and the Senior Project Officer, the Senior Finance Assistant provides programme administration, including, operational and secretarial support for the implementation, monitoring and reporting on the programme by UNESCO. The Senior Finance Assistant works in close collaboration with the IAs, partners and the government counterparts to support the Programme Manager deliver UNESCO’s work in accordance with the regulations, rules and procedures of the Organizations and additional procedures set by the Office.

Long Description

• General Accountabilities:
  • Act as certifying officer up to an authorized level delegated by the Chied Financial Officer (CFO);
  • Provide guidance and interpretation on administrative rules, regulations and procedures;
  • Advise on operational and technical routine transactions;
  • Recommend process and system related modifications and improvements to support successful     administration and financial monitoring and control;
  • Interpret provisions and provide guidance on complex and non-recurring issues;
  • May supervise activities related to office maintenance, security, transport and similar services.

• Financial Accountabilities:
  • Ensure that the Office’s financial resources and expenditures are fully and properly accounted for and that internal control systems are adequate and functioning; schedule payments and disbursement of funds;
  • Ensure accurate and timely processing of assigned accounts, developing budget estimates and monitoring expenditures, participating and advising in the preparation of financial statements and budgets;
  • Assist in the preparation and coordination of financial activities under EXB funds;
  • Compile and consolidate data from various sources into financial statements; prepare worksheets;
  • Monitor expenditures, review payments and reconcile accounts;
  • Investigate anomalies and erroneous charges and take corrective action;
  • Provide assistance and guidance to undertake coding and data entry task and to extract information, to run reports from iRIS/SAP/ SISTER or other online programme and financial systems.

• Budgetary Accountabilities:
  • Prepare extra-budgetary (EXB) budget reports and communicate on them;
  • Assist and advise on planning and budgetting and recommend modifications;
  • Prepare budget proposals and cost estimates and ensure that data is correct;
  • Identify irregularities and undertake transactions to correct errors/omissions;
  • Support project coordinator in budget management.

• HR Accountabilities:
  • Handle non-routine or complex cases, prepare associated documents/ correspondence for personnel  actions based on oral instructions and previous experience;
  • Follow-up on coming HR actions and oversee maintenance, update and clean-up of database;
  • Issue non-staff contracts, advise on recruitment process and entitlements;
  • Liaise with central services (HRM, BFM, MSS etc) to discuss and obtain additional information, clarifications and policy interpretation.

• Procurement Accountabilities:
  • Procurement: Research and retrieve information on supply sources, vendors by commodity and obtain specifications on the market;
  • Review, advise and support preparation of the procurement and partnership related documents to the Contracts committee;
  • Review contractual documents (Terms of References (TOR), budget, contract nature and type);
  • Resolve issues/ problems related to delivered goods;
  • Prepare requisitions for supplies and equipment;
  • Ensure that payments are processed and provide information to the assigned Sector on invoicing and payment issues.

• Logistics:
  • Ensure Office travel, vehicle, other logistical matters are planned and executed in accordance with UNESCO Policies, Regulations, Rules and Office procedures.

• Inventory Management:
  • Arrange for control and distribution of inventory records.

• Security:
  • Ensure compliance with the UNDSS rules, UNESCO policies.

COMPETENCIES (Core / Managerial)

REQUIRED QUALIFICATIONS

Education:

• Completed secondary, technical and/or vocational education.

Work Experience:

• Minimum 8 years of relevant professional experience in finance, administration, accounting or related areas.

Skills and competencies:

• Excellent planning, organizational and coordination skills.
• Very good analytical and problem-solving skills, good sense of judgement and capacity to support sound financial and budgetary practices.
• Ability to work efficiently under pressure and deliver under tight deadlines.
• Excellent IT skills (Outlook, Word, Excel, PowerPoint, Data Management, SAP etc.).

Languages

• Excellent knowledge (Oral and Written) of English.

DESIRABLE QUALIFICATIONS

Education:

• A first level degree in Finance, Accounting or Administration.
• A specialized training in Accounting, Finance or Economics, Business Administration.

Work Experience:

• Work experience within UNESCO and/or in an international organisation and/or the UN System.

Skills & Competencies:

• Sense of confidentiality, tact and diplomacy.
• Excellent interpersonal skills and capacity to work in an intercultural environment.
• Knowledge of UNESCO’s rules, regulations and procedures as well as financial/administrative practices, and other similar systems (IRIS, DUO, SISTER, CRM).
• Understanding of UNESCO’s structure, Governing Bodies, Institutes, Commissions, etc.
• Knowledge in ERP systems (such as SAP).

BENEFITS AND ENTITLEMENTS

SELECTION AND RECRUITMENT PROCESS