Organization: UNICEF – United Nations Children’s Fund
Location: Nairobi
Grade: Mid level – P-4, International Professional – Internationally recruited position
Occupational Groups:
Operations and Administrations
Children’s rights (health and protection)
Managerial positions
Closing Date: 2024-06-20
Under the general supervision of the Deputy Representative, Operations, the Operations Manager manages the administrative, financial and accounting functions of the country office which includes USSC. As the manager and functional expert of administration, finance and accounts in a large country office, the incumbent is accountable for provision of managerial leadership and policy guidance for achievement of effective financial and administrative management and staff capacity development ensuring that the office’s administrative operations and services as well as management of funds and accounts are in compliance with the organization’s policies, 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, Hope
How can you make a difference?
Under the general supervision of the Deputy Representative Operations, the Operations Manager manages the administrative, financial, and accounting functions of the country office which includes USSC. As the manager and functional expert of administration, finance and accounts in a large country office, the incumbent is accountable for provision of managerial leadership and policy guidance for achievement of effective financial and administrative management and staff capacity development ensuring that the office’s administrative operations and services as well as management of funds and accounts are in compliance with the organization’s policies, procedures, rules and regulations.
Summary of key functions/accountabilities:
Responsible for timely and cost-effective provision of basic office services including space management (offices and guesthouses), USSC in Nairobi, equipment, communications, travel and transport, conference, document reproduction, mail and delivery, local procurement and bill payments of utilities and admin services. Negotiates and oversees matters relating to office premises, utilities and services with vendors and agencies. Ensures continuous improvement in administrative support and office services for enhanced quality, efficiency, and cost effectiveness.
Responsible for appropriate, accurate and timely processing and recording of expenditures and disbursements (e.g., MIP, rental payments, trips, pension fund, insurance, direct cash transfers etc), in the VISION system, in accordance with established rules and regulations. Also ensures adequate monitoring and recovery of advances and accounts receivable, and timely clearing of GL accounts as necessary.
Oversees administrative and financial management support and services to Zone offices and sub-offices including management of guesthouses and guesthouse budget.
Monitors and evaluates systems, procedures and compliance with rules and regulations at the CO and in Zone offices and sub-offices and makes appropriate recommendations.
Advises and updates staff on administrative 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.
Reviews internal controls for compliance with UNICEF policies, systems, and procedures, ensuring accuracy, promptness, and appropriateness of information. Responsible to ensure that table of authority is updated regularly and there are no conflicts in segregation of duties.
Briefs/Trains the staff on the application and interpretation of UN/UNICEF accounting and financial policies, regulations, procedures, and delegation of authority.
Manages the operations budget in close coordination with the Chief of Operations to ensure that objectives are realized for smooth operations of the Country Office/sub-office, where applicable. Prepares estimates on office premises, guesthouse expenses, admin supplies and equipment requirements and coordinates operations budget preparation purposes ensuring adequate support to zone offices. Monitors and controls the administrative budget.
Manages bank accounts in accordance with UN/UNICEF financial rules and regulations and local banking practices. Forecasts liquidity and monitors the cash position. Supervises reconciliation of bank statements, keeps abreast of all procedures and regulations regarding the maintenance of bank accounts, exchange and interest rates, etc. Responsible for the safekeeping of cash and cheques.
Develops and maintains effective working relations with other agencies, local authorities and implementing partners relating to administrative and financial matters for enhancement of information exchange, collaboration, and harmonization.
Supports the Inter-Agency Operations Management Team’s approaches for enhancing UN common services to attain efficiencies and effectiveness. And represents UNICEF in the inter-agency Common Services Management Team and Inter-agency Budget Management Committee.
Develops training programmes to enhance effective performance and efficiency in areas of admin and financial services. Organizes innovative staff learning and development programme activities for staff capacity building. Provides coaching and counselling to the staff on performance enhancement/ development.
Coordinates with the Regional Office and HQ Divisions to support policy reform in the functional areas and makes substantive recommendations on the improvement of systems and internal controls, planning, restructuring, and resolution of sensitive issue.
Manages and controls Assets (non-expendable properties), its utilization and disposal in accordance with IPSAS rules. Ensures the safekeeping, annual physical inventory, including cost analysis and recommends replacement/disposal of administrative equipment and supplies. Ensures appropriate follow-up and timely action on PSB decisions.
Provides oversight and operational management to the USSC office in Nairobi, Kenya.
To qualify as an advocate for every child you will have…
Minimum requirements:
Education: Advanced university degree in Business Administration or a related field with solid academic background in Accounting and Finance.
Work Experience: Eight years of progressively responsible professional work experience in finance management and office administration, some of which should be at the international level.
Language Requirements: Fluency in English is required/Knowledge of another official UN language (Arabic, Chinese, French, Russian or Spanish) or a local language is an asset.
Desirables:
Developing country work experience and/or familiarity with emergency.
For every Child, you demonstrate…
UNICEF’s Core Values of Care, Respect, Integrity, Trust and Accountability and Sustainability (CRITAS) underpin everything we do and how we do it. Get acquainted with Our Values Charter: UNICEF Values
The UNICEF competencies required for this post are…
Builds and maintains partnerships.
Demonstrates self-awareness and ethical awareness.
Drive to achieve results for impact.
Innovates and embraces change.
Manages ambiguity and complexity.
Thinks and acts strategically.
Works collaboratively with others.
Nurtures, leads, and manages people.
Familiarize yourself with our competency framework and its different levels.
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 measures to include a more diverse workforce, such as paid parental leave, time off for breastfeeding purposes, and reasonable accommodation for persons with disabilities. UNICEF strongly encourages the use of flexible working arrangements.
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. UNICEF is committed to promoting the protection and safeguarding of all children.
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.
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.