UN WOMEN Jobs - 3561- Chief, Finance, Procurement and Administrative Ser

Chief, Finance, Procurement and Administrative Services

Advertised on behalf of

UN WOMEN

Location :

New York, UNITED STATES OF AMERICA

Type of Contract :

200 Series

Starting Date :

01-Apr-2008

Application Deadline :

11-Feb-08 (Midnight New York, USA)

Post Level :

L-5 (ICS12)

Duration of Initial Contract :

1 year

Languages Required :

English

Expected Duration of Assignment :

Rewable annually subject to preformance

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence. UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

Background

Further to the delegations of authority from the UNDP Administrator to the UNIFEM Executive Director, the Executive Director has further delegated authorities in matters of human resources, programme and finance administration and procurement and management of property and services to UNIFEM Headquarters functional units and Sub-Regional Offices ( “Field Offices”).

The Finance, Procurement and Information Technology Centre (FPIC) is responsible for managing the finance, budget, procurement and information/communications technology functions of UNIFEM. As a service centre in these areas, the FPIC provides advice, oversight and support to UNIFEM senior management and to Headquarters Sections and Field Offices. As part of the Organizational Services Team (OST), the FPIC works in a highly collaborative, team-based environment dedicated to strong client service.

Under the general direction of the Deputy Executive Director, Organizational and Business Development Services, the Resources Adviser (the “Chief”), FPIC, provides strategic leadership, policy advice and guidance to UNIFEM in financial, budget, procurement and information/communications management, including the development and implementation of policies, guidelines, strategies and systems, to ensure effective and efficient management of the organization’s financial and informational resources and property (assets). S/he leads the FPIC as a “Help Desk” to UNIFEM management and staff members at Headquarters and in the Field Offices.

The Chief is the principal adviser to UNIFEM management in finance and procurement, ensuring consistency and compliance with UN Financial and Procurement Regulations and Rules. The incumbent provides oversight and helps ensure sustainability of ongoing decentralization of financial and procurement activities to UNIFEM Field Offices. In this context, the incumbent helps lead the strategic shift in the organization’s approach to financial resource management from an ex-ante to ex-post stance. S/he also champions results-based budgeting within the organization, manages its ICT resources and is overall coordinator in UNIFEM for Atlas.

The Chief supports and provides policy advice to UNIFEM senior management regarding utilization of regular and non-core financial resources and donor funding, effective financial planning and results-based budgeting, and strengthening financial controls and financial reporting to Governments and other donors. The incumbent is also UNIFEM’s senior adviser on procurement matters. In this capacity, s/he reports to the Executive Director who is the Chief Procurement Officer for UNIFEM. The Chief provides policy advice, oversight, services and support to UNIFEM units, especially Field Offices, on financial and procurement management involving programme and project implementation. S/he works closely with OBDT to develop new standards and agreements to facilitate resource mobilization, and on donor reporting and contributions management.

The Chief provides advice and support to the Deputy Executive Director, Organizational and Business Development Services, on the strategic management of UNIFEM’s financial resources, including results-based budgeting, negotiations with UNDP to support cost recovery and on strategies to support UNIFEM’s decentralization initiative. The incumbent also supports the DED in the area of strategic planning, as required, including the monitoring and reporting on organizational and office-specific performance, as well as on matters related to the Oversight Committee.

Within OST, the Chief collaborates with colleagues in the Human Resources Centre to strengthen and streamline functional linkages between OST units to improve organizational effectiveness, enhance business development and support UNIFEM programming to help achieve the goals outlined in the Strategic Plan. S/he works closely with HRC counterparts to ensure effective integration of Atlas into human resources management processes, and on the decentralization initiative.

The Chief leads and guides the FPIC, consisting of three professional and nine support staff. The incumbent represents UNIFEM at high-level meetings with management counterparts within the UN system on financial resources issues, procurement, budget and information/communications technology, and negotiates cost-recovery agreements with UNDP.

Duties and Responsibilities

Summary of key functions:

Provides strategic leadership in the financial management of the organization;
Leads in providing effective and efficient financial services;
Directs planning, development and monitoring of UNIFEM budgetary process, including development of the biennial budget;
Ensures efficient procurement and general administrative advice and support;
Ensures forward-looking information and communication management.

Under the general direction of the Deputy Executive Director, Organizational and Business Development Services, the Resources Adviser:

1. Provides strategic leadership in the financial management of the organization, focusing on achieving the following results:

Sound and cost-effective management of UNIFEM’s regular and non-core financial resources, in accordance with UNDP Financial Regulations and Rules;
Financial policies, procedures, systems and administrative arrangements developed and implemented for the receipt, management and administration of UNIFEM financial resources, including expenditure controls, cash management, accounting, monitoring and reporting; UNIFEM Reference Manual updated;
Financial strategies developed and implemented to ensure cost-effective utilization and reasonable return on UNIFEM financial resources, including cost-recovery strategies and favourable financial arrangements;
Coordination, development and review of financial input to UNIFEM’s Strategic Plan and related documents, including establishment of financial management targets and monitoring and reporting of results;
Strategic advice to UNIFEM senior management regarding the optimal level of decentralization to UNIFEM Field Offices of financial management, procurement and management of property and services; evaluation and recommendation made regarding Field Office capacity to assume and effectively implement delegated authorities;
Implementation of the balanced scorecard system and methodology for monitoring and reporting on organization performance; financial performance of Field Offices monitored and assessed, using available accountability tools and instruments;
Financial control policies developed, reflecting shift from ex-ante to ex-post stance, consistent with UNDP internal control policy framework; strengthened internal financial controls of Trust Fund, cost-sharing resources, and regular and non-core resources under the management of UNIFEM;
Resource allocations and reporting in a systematic, transparent and efficient manner to UNIFEM senior management, the UNIFEM Executive Board, the UNIFEM Consultative Committee, and to the donor community;
Management reporting developed, expanded, adapted and implemented within UNIFEM, including Field Offices;
Coordination of UNIFEM response to internal and external audit enquiries and findings; maintains auditor relations and follows up on audit reports and observations in a timely manner, including development of appropriate recommendations; support provided to the Deputy Executive Director on matters related to the Oversight Committee;
Business processes and systems developed, implemented and streamlined within the FPIC, between the FPIC and other OST units, and with other UNIFEM units to ensure efficient and timely flow of financial information and intelligence within UNIFEM;
Representation of UNIFEM at UN inter-agency meetings on strategic matters involving finance, budget and procurement.
Input into the formulation and implementation of UNIFEM’s organizational Learning Plan.

2. Leads in providing effective and efficient financial services, focusing on achieving the following results:

Sound advice to UNIFEM senior management on the strategic management of UNIFEM’s financial resources, including utilization of regular and non-core resources, administrative budget resources and donor funding;
Efficient and effective delivery of financial advisory services to Headquarters Sections and Field Offices; FPIC valued by UNIFEM management and staff members as a “Help Desk” on matters of financial policies and practices;
Analysis and recommendations regarding financial information and intelligence timely provided to strengthen management decision-making and programme and administrative operations;
Negotiation and updating of service-level agreements for support cost recovery between UNIFEM and UNDP;
Input into policies and development of new standards and agreements to facilitate resource mobilization, including cost-sharing and trust fund agreements, and ensure more cost-effective programme and project implementation; monitoring, reporting and analysis of programme and project implementation; operational issues identified and resolved;
On-going advice, training, monitoring, oversight and support to UNIFEM Field Offices to ensure the smooth and effective implementation of delegated authorities in finance;
On-line tools, templates, guidelines, standards and agreements developed to support the management of financial resources.

3. Directs planning, development and monitoring of UNIFEM budgetary process, including development of the biennial budget, focusing on achieving the following results:

Strategic management of UNIFEM’s budget preparation exercises; the biennial support budget and annual non-core budgets are results-based and reflect corporate goals and objectives as stated in UNIFEM’s Strategic Plan;
Support to UNIFEM senior management in the presentation of the biennial budget to the UNIFEM Executive Board and to the UNIFEM Consultative Committee;
Advice, training and support to UNIFEM management and staff members in results-based budgeting;
Advice to senior management on budget policy issues relating to general administration, including the staffing table, post control and personnel management, travel and procurement procedures;
Presentation at the end of the financial year of a budget performance report with supporting statistical information to UNIFEM senior management;
Effective oversight of the programme allocation of regular and non-core resources.
Ensures efficient procurement and general administrative advice and support, focusing on achieving the following results:
Development, management and oversight of effective procurement policies and strategies, involving sourcing, supplier selection and evaluation, quality management, customer relations management e-procurement promotion and introduction and performance management;
Advice to the Executive Director on all procurement matters in her capacity as UNIFEM’s Chief Procurement Officer;
AMRC convened and procurement proposals reviewed in compliance with UNDP procurement Regulations and Rules;
Management of UNIFEM’s contract strategy, including tendering processes and evaluation, managing the contract and contractor, legal implications, oversight of procurement processes and logistical services in accordance with UNDP rules and regulations;
Advice, guidance, tools, templates and training provided to Headquarters Sections and Field Offices on procurement strategies and processes, and on submissions to the AMRC; FPIC valued by UNIFEM management and staff members as a “Help Desk” on matters of procurement policies and practices;
On-going advice, training, monitoring, oversight and support to UNIFEM Field Offices to ensure the smooth and effective implementation of delegated authorities in procurement and asset management;
Proper management of UNIFEM’S assets, facilities and logistical services at Headquarters; development, oversight and implementation of policies and procedures on asset management and related matters for Field Offices.

5. Ensures forward-looking information and communication management, focusing on achieving the following results:

Information technology management of UNIFEM, ensuring synergies with corporate financial and project management systems (Atlas); ICT for improved business results, simplification of transaction and reporting processes and improved client services;
Development and implementation of UNIFEM ICT Strategic Plan based on projected growth of organization, including assessment of functional requirements, optimal provision of ICT services and management of resources;
Atlas coordinator for UNIFEM; Atlas modules fully integrated into UNIFEM management processes; leadership in the review, implementation and training of staff members in functional modules, specific UNIFEM data requirements and promotion of innovative workflow approaches to leverage use of Atlas;
Maintaining a secure, reliable infrastructure environment for ICT and adequate planning for disasters and recoveries;
Promotion of systems and applications for optimal content management, knowledge sharing, information provision and learning;;
Establishment of administrative services that focus on client service orientation and open and transparent administration.

Competencies

CORPORATE:

Demonstrates integrity and fairness, by modeling the UN’s values and ethical standards
Promotes the vision, mission, and strategic goals of UNIFEM
Displays cultural and gender sensitivity and adaptability
Treats all people fairly without favoritism

FUNCTIONAL:

Strong knowledge and expertise in UNDP financial management, procurement and administration rules and regulations;
Proven ability to develop effective policies and strategies in finance, budgeting and procurement;
Proven understanding of the issues involving decentralization of the finance and procurement functions to the field;
Understanding of information technology and its application to business processes;
Ability to lead business process re-engineering and implementation of new systems;
Ability to work effectively with top management of an organization;
Strong knowledge of results-based management and budgeting;
Solid knowledge of Atlas as required for the position

MANAGERIAL/BEHAVIORAL:

Leadership

Focuses on impact and result for the client
Builds trust in interactions with others
Takes initiative and calculated risks
Leads teams creatively and effectively, and resolves conflicts
Displays positive and constructive attitude

Managing Relationships

Builds strong client relationships
Builds strong partner relationships
Communicates clearly and convincingly, both written and oral, adapting style and content to different audiences

Managing Complexity

Demonstrates openness to change and ability to manage complexities
Develops creative solutions to challenging problems and situations
Leads development of a clear organizational strategy in the areas of financial management, procurement and ICT

Building and Sharing Knowledge

Shares knowledge and experience with colleagues
Actively builds deep knowledge in the area of operations management
Makes valuable practice contributions in the area of operations management
Promotes knowledge management in the office

Learning and People Development

Provides constructive coaching and feedback
Promotes a learning environment in the office

Required Skills and Experience

An advanced degree in business administration, finance, accounting, economics, public administration, or a related field.
A minimum of ten (10) years experience in progressively more responsible positions providing management advisory services, including financial management, financial planning/budgeting, procurement and information/communications systems and services, most of which at the management level with an international organization;
at least five years financial management experience within the UN system;
some field experience desirable.
Fluency in English (written and oral).
Proficiency in another official UN language an asset.