L’UNESCO recrute un assistant financier et administratif, Canada

OVERVIEW OF THE FUNCTIONS OF THE POST

The incumbent works under the direct supervision of the Sr. Finance and Administrative Officer. S/he shall act as a focal point in Administration to provide guidelines and advice to all Sections / Units of UIS on the full range of procurement and contracts matters; serve as a certifying officer; and ensure adherence to the rules and regulation in regards to contractual agreements. The Senior Finance and Administration Assistant will also assist in the preparation and execution monitoring of the Institute’s budget, in consolidating the cost estimates for staff and activities budgets. S/he is also expected to coordinate the inventory of UIS capitalized office goods in Montreal and the field, in accordance with IPSAS requirements.

Core results include:

Effective and timely support to Sections/Units in the full cycle of procurement processes from initial request through fulfilment, to ensure that they comply with UNESCO policies and rules.
Assist in the preparation, monitoring, analysis and reporting of the annual programme and budget, ensuring compliance with budget policies and procedures.
Coordinate asset inventory management and the production of IPSAS compliant inventory reports.
Preparation of quantitative and analytical reports on budget, procurement, and other areas of Administration, as needed.

Major Activities
1. Provide advice, guidance and technical support to all Sections/Units on the full range of procurement issues during all stages of the procurement process:
a)    Guide and advise all concerned parties on contractual rights and obligations.
b)    Assist sections in the preparation of purchase and/or tender documents for procurement of goods and services, as needed.
c)    Prepare guidelines, instructions, etc. related to procurement matters, as needed.
d)    Provide recommendations to programme specialists and section heads on more complex contractual matters, requiring their intervention.
e)    Train employees on procurement related activities, as required.
f)    Document procurement processes and related activities, as needed.
g)    Keep up to date on best practices in the areas of contractual and procurement management.
h)    Assist the program units with the vendor creation process.

2. Ensure adherence to contractual agreements, amendments and extensions: 
a)    Review all documents received from Sections / Units to ensure adherence to UNESCO rules and regulations.
b)    Evaluate if proposals/quotations ensure overall competitiveness, quality, and conformity to specified requirements.
c)    Verify that all costs related to the contracts are in accordance with the rules and regulations.
d)    As a certifying officer, create Purchase Orders (POs) for various contracts in DUO/IRIS (i.e. commodity, fee contract, individual consultant, and translation, implementation partnership agreement, activity financing) after carefully reviewing all related documents.
e)    Review all requests for contract amendments and create amendment POs in accordance with rules and regulations.
f)    Coordinate the issuance and the signature of the contracts by both parties in a timely manner.
g)    Raise and maintain funds reservations
h)    Prepare quantitative and qualitative reports, correspondence and other documents on procurement-related matters, as needed.

3. Monitor and report on commitments and execute the related financial processes :
a)    Production of commitment status reports on regular basis for monitoring project implementation and to support management decision-making processes. Monitor open commitments, follow up on outstanding and overdue items with the respective sections;
b)    Follow up on deliverables received; ensure completeness of supporting documentation; verify that the process is in accordance with UNESCO financial rules; review and post invoices as Certifying Officer in accordance with delegated authority.
c)    Monitor and report on staff cost; produce reconciliation on a monthly basis

4. Coordinate the Asset inventory management and the registration of the Institute assets in compliance with IPSAS by:
a)    Coordination of periodic physical inventory of the Institute’s assets.
b)    Verification of proper identification and registration of the Institute’s assets in the Fixed Asset Module in the UNESCO ERP systems (currently SAP-IRIS).
c)    Liaise with the Information Technology section of the Institute to ensure proper registration of IT Equipment and small and attractive items as per IPSAS standards.

5. Participate in the yearly budget closing process and monthly financial closures:
a)    Perform reconciliation between (Financial Management) FM and PS (Project System) and advise on corrective measure, as needed.
b)    Completion of overall review of year-end open commitments to validate compliance.
c)    Preparation of the carry forward exercise by preparing the relevant reports (obligations and residual budget).
d)    Assist with the carry forward process as required.
e)    Post journal vouchers, intercompany payment transfers and other transactions required, as authorised.

6. Any additional activities that may be required to ensure the success of the work team to which assigned, such as:
a)    Provide recommendations to enhance internal controls.
b)    Participate in the preparation of replies to internal and external audit observations in assigned areas, as needed.

COMPETENCIES (Core / Managerial)

REQUIRED QUALIFICATIONS

Education

• Completed secondary, technical and/or vocational education.

Work Experience

• A minimum of eight (8) years of experience in finance, budget, accounting, administrative services or related area.

Skills and Competencies

• High standards of professional ethics.
• Personal organisation, prioritisation and time management skills and attention to detail.
• Service orientation.
• Excellent interpersonal skills allowing effective communication with colleagues and clients in a multi-cultural environment.
• Ability to handle multitude of tasks, ensuring efficiency and quality.
• Knowledge of office software packages (MS Word, Excel, etc).

Languages

• Excellent knowledge of English (oral and written) with a good knowledge of French.

DESIRABLE QUALIFICATIONS

Education

• Specialized training or extensive experience in Accounting, Finance or Economics, Business Administration, project management or related field.

Work Experience

• Experience in preparing budget and performance reports for an international organization.
• Experience in applying financial rules and procedures in an international organization.

Skills and Competencies

• Ability to process transactions using the financial module of an Enterprise Resource Planning (EPR) software such as SAP, Peoplesoft, Oracle, or equivalent.
• Knowledge of spreadsheet and database packages
• Knowledge of web based management systems.

BENEFITS AND ENTITLEMENTS

SELECTION AND RECRUITMENT PROCESS