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Administrative & Finance Associate, G6, Fixed Term, Port-au-Prince, Haiti #118871

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Job no: 573815

Contract type: Fixed Term Appointment

Duty Station: Port-au-Prince

Level: G-6

Location: Haiti

Categories: Administration, Financial Management

UNICEF works in some of the world’s toughest places, to reach the world’s most disadvantaged children. To save their lives. To defend their rights. To help them fulfill their potential.

Across 190 countries and territories, we work for every child, everywhere, every day, to build a better world for everyone.

And we never give up.

For every child, a calling

Having effective teams in place will ensure solid coordination and monitoring of programme implementation, generation of data, and provision of timely responses at departmental level in the short- and longer-term, in a context of increasingly complex and protracted crisis. Scale-up programmes require ensuring that there is a strengthened operational capacity to manage the increased operational accountabilities related to the emergency's response with expanded budget, financial and risk management, complex in-country/regional and global Supply and Logistics Operations.

The incumbent will provide administrative and financial management support to the operations of the newly established Cash-On-Hand (COHA) modality with post factor invoices processing flexibilities enacted by DFAM, and re-organize the offices invoices recording, processing and timely payments of suppliers to improve quality of service and relationships of the office with its partners, suppliers and service providers.

How can you make a difference?

Under the supervision and guidance of the Finance Specialist, the Administrative & Finance Associate is responsible for executing a broad variety of procedural and specialized administrative and finance tasks for the respective section requiring a good knowledge of administrative, procurement and financial procedures, processes and policies of payments, bookkeeping and recording in accounting systems/software.

Key functions, accountabilities and related duties/tasks

Responsible for collecting invoices, checking their compliance with UNICEF policies, ensuring certification and filing the documents for approval and thereafter processing in VISION.

Uploads all electronic files related to invoice processing while ensuring they are correct, complete and in line with UNICEF policies and standards.

Maintain a closer collaboration between Operations units and Programmes in ensuring timely payment of invoices; and responds to clients’ queries (e.g. transaction status, certification, procedure, etc.).

Analyze and monitor the payment of all purchase and service invoices related to all UNICEF Haiti offices

Facilitate the invoice payment process by maintaining efficient administrative and financial tracker and systematic follow-up methods, taking into account all recommendations aimed at constant improvement of the process.

Establish a simplified and efficient communication system with suppliers for better monitoring and execution of tasks.

Initiate, timely monitor, amend and follow-up on all invoice payments in VISION, and support the Finance unit in the process of reconciliation of invoices payments on a monthly basis.

Ensure each payment has a valid accounting document such as contracts, Purchase Orders, Goods Receipt Notes, etc. Timely follow up with the administration on contract extensions for recurring services, requisitioning of funds for payments, making necessary corrections after required approvals are obtained, and process such corrections in VISION/system .

Coordinate with the different sections of the office and liaise with suppliers to plan, update and monitor the invoices payment cycle, and ensure funding is available in the system for timely payments once the material is delivered or the service is provided.

Gather and organize information from various relevant sources in order to address any issues related to payments (GSSC queries, returned payments, rejected cases, uncashed checks, bank queries, etc.)

Prepare periodic reports pertaining to the invoices payment, lessons learned and propose systematic improvements.

Keep statistical reports up to date in order to analyze the improvement of the payment process cycle.

Analyze and reconcile information from different control systems to provide clear and up-to-date information on invoices payments forecast, and ensure relevant parties are timely alerted to take action (expiring contracts, POs, FCs, etc).

Ensure the regularity of payments to partners (including UN agencies), and recovery/receipts of payments from them on UNICEF provided services and/or commitments (payments/costs recovery related to OMT, UNCT, common services, etc.).

Process and/or review the accuracy and timely submission of assigned payments, journal entries and other financial transactions within scope to the Global Shared Services Center (GSSC), ensuring compliance with budgetary limits.

Ensure correct payment parameters are assigned to all cases submitted to the GSSC.

Manage financial archives and ensure prior approvals are obtained for accessing financial documents by external party.

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

• Completion of secondary education is required, with a preference of supplementary technical or university courses related to the Operations functional area of the organization (Finance, Administration, Human Resources, ICT, Supply and Logistics).
• A minimum of 6 years of relevant administrative and/or financial work experience is required.

*A bachelor’s degree from a recognized academic institution in a field relevant to the position may replace three years of related work experience. A master’s degree may replace and additional two years of experience.

• Fluency in French and working knowledge of English are required. Knowledge of a local language is an asset.

For every Child, you demonstrate…

UNICEF’s Core Values of Care, Respect, Integrity, Trust, Accountability and Sustainability (CRITAS) underpin everything we do and how we do it. Get acquainted with Our Values Charter: UNICEF Values

UNICEF competencies required for this post are...

(1) Builds and maintains partnerships (2) Demonstrates self-awareness and ethical awareness (3) Drive to achieve results for impact (4) Innovates and embraces change (5) Manages ambiguity and complexity (6) Thinks and acts strategically (7) Works collaboratively with others.

During the recruitment process, we test candidates following the competency framework. Familiarize yourself with our competency framework and its different levels: competency framework here.

UNICEF is here to serve the world’s most disadvantaged children and our global workforce must reflect the diversity of those children. The UNICEF family is committed to include everyone, irrespective of their race/ethnicity, age, disability, gender identity, sexual orientation, religion, nationality, socio-economic background, or any other personal characteristic.

We offer a wide range of benefits to our staff, including paid parental leave, breastfeeding breaks and reasonable accommodation for persons with disabilities. UNICEF strongly encourages the use of flexible working arrangements.

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. UNICEF is committed to promote the protection and safeguarding of all children.

Remarks:

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

UNICEF appointments are subject to medical clearance. Issuance of a visa by the host country of the duty station, which will be facilitated by UNICEF, is required for IP positions. Appointments are also 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 cancelled.

All selected candidates will 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.

Government employees that are considered for employment with UNICEF are normally required to resign from their government 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.

Only shortlisted candidates will be contacted and advance to the next stage of the selection process.

Advertised: Eastern Daylight Time

Deadline: Eastern Daylight Time