Overview of the functions of the post
Under the direct supervision of the Senior Operations Officer, with functional guidance from the Bureau of Financial Management (BFM), the incumbent is responsible for providing a range of administrative management support to the project “DIRECT” in GUINEA BISSAU managed by UNESCO DAKAR Regional Office .
He/she will have the responsibility for supervising administrative, budgetary and financial functions, processes and personnel in compliance with UNESCO’s rules and regulations.
The incumbent is accountable for the accuracy of administrative, budget and financial details, the consolidation of information related to administration, financial and budgetary matters and, in compliance with guidelines set by ADM and BSP, controls the commitments and budget components/structure of approved activities and projects.
He/she advises and supports the Project Manager or the designate on all administration, budget, financial, human resources, procurement, premises-related and security matters.
On matters of financial internal control in his/her capacity as certifying officer, the incumbent will have a functional reporting line to the Senior Operations Officer of Dakar Regional Office.
He/she will receive policy guidance/instructions from the Senior Operations Officer of Dakar Regional Office.


General accountabilities, liaison, and relationships
• Ensure continuous operational support to the DIRECT project implementation, by providing technically sound and compliant suggestions and solutions.
• Advise and support the Project Manager and the Team or the designate on all administration, budget, financial, human resources, procurement, premises-related and security matters, and take appropriate actions.
• Ensure compliance of all operations of the DIRECT project with UNESCO policies, rules, regulations and procedures in terms of budget, financial, human resources, procurement…
• Provide regular (monthly or bi-monthly, according to the topics) and ad hoc budget, financial, procurement and human resources aggregate information (organigrams charts and tables) to the Senior Operations Officer, or the designate to support informed decision-making.
• Participate through user feedback in the development of house-wide budget, finance, procurement and human resources policies and procedures.


Budget and financial accountabilities
• Advise the DIRECT Project Team concerning the preparation, execution and monitoring of the Project and budgets in developing and implementing the proper administrative and financial framework, advise the Project Team in preparation of the budgets.
• Work closely to the Project Manager in reporting past expenditures, elaborating budget forecast and preparing requests for payment for contribution agreement.
• Coordinate preparation of estimates for revenues and expenses, conduct programme and resources analysis to ensure that human and financial resources are aligned with strategic and programme priorities, and support management decision-making.
• Ensure adequate monitoring on the overall performance and implementation of the DIRECT project activities and budgets through development of regular reports and project reviews.
• Ensure the Project’s financial resources and expenditures are fully and properly accounted for and that internal control systems are adequate and functioning.
• Monitor and advise the DIRECT Project Team or the designates on the financial status of the project.
Travel and meeting-related administrative work:
• Assist in coordinating the travel of the Project team member, consultants, and any other staff member which relates or to the DIRECT Project implementation.
• Support the organization of meetings: compliance and budget adjustments


Human resource accountabilities
• Provide advice and guidance in assessing staffing needs, determining the appropriate contractual modality and contract level, and developing and organizing Project Antenna staff training.
• Advise the Senior Operations Officer or the designates on staff related matters and ensure that HR-related operations/actions are executed in a timely, complete manner in conformity with the UNESCO rules, provisions and standards.
• Ensure HR key documentation (e.g. organizational charts, lists of all personnel, recruitments tracking table, attendance tracking records…etc.) are maintained and regularly shared with the Senior Operations Officer.
• Ensure that newly appointed staff are well-briefed and informed of their terms of employment, conditions of service, administrative steps and associated procedures, and – for non-staff contract, their benefits and entitlements.
• Proactively pursue with HRM all issues relating to local UN harmonization and alignment of HR management, seeking clearance on those, which may affect UNESCO’s current rules and procedures.


Procurement and logistics accountabilities
• Oversee the various procurement activities to ensure they are well-planned and are in compliance with the established rules and regulations
• Monitor regularly the planning and execution of high-valued procurement/contracts ? including ensuring transparency and cost effectiveness of procurement process and clarity of terms of reference or specifications of deliverables with appropriate integration of efficient risk mitigation elements within contracts in order to protect UNESCO’s interest.
• Ensure procurement of services, equipment and supplies are in line with rules and procedures
• Ensure that the assets of the DIRECT Project are safeguarded at all times.


Competencies (Core / Managerial)
• Accountability (C)
• Communication (C)
• Innovation (C)
• Knowledge sharing and continuous improvement (C)
• Planning and organizing (C)
• Results focus (C)
• Teamwork (C)
• Professionalism (C)
For detailed information, please consult the UNESCO Competency Framework.


Required qualifications
Education
Advanced university degree (Master’s or equivalent) in the field of Finance, Business Administration, Accounting, or related discipline.
Professional experience
• Minimum (4) four years of progressively responsible relevant experience in management, finance and administration or related area.


Skills and competencies
• Ability to provide quality and timely support and services.
• Ability to work in a multicultural environment and to establish good working relationships with external and internal partners.
• Ability to e?ectively contribute to UN working groups and teams, including participation in the Business Operation Strategy (UN BOS).
Languages
• Excellent knowledge (spoken and written) of French and good knowledge (spoken and written) of English.


Desirable qualifications
Education
Advanced university degree (Master’s or equivalent) in the field of Finance, Business Administration, Accounting.


Work experience
• Experience working in UN or international organizations.
• Experience in financial and administrative management of projects financed by voluntary contributions
Language
• Working knowledge of Portuguese is an asset.


Benefits and entitlements
UNESCO’s salaries consist of a basic salary and other benefits which may include if applicable: 30 days annual leave, family allowance, medical insurance, pension plan etc.
The approximate annual starting salary for this post is 33 181 CFA.
For full information on benefits and entitlements, please consult our Guide to Staff Benefits.