Finance & Administrative Officer

The Finance and Administrative Officer provides administrative and support services in finance, budgeting, human resources, premises, IT, and security to ensure compliance with UNESCO rules and policies. The role supports the Head of Office and contributes to financial sustainability, procurement, and office management in the Buenos Aires office.

Responsibilities

• Advise and support the Head of Office on administration, budget, financial, human resources, premises related, IT and security matters.
• Ensure compliance with UNESCO policies, rules, regulations, and procedures in financial and human resources matters.
• Participate in the development of budget, financial and human resources policies and procedures.
• Draft correspondence and internal procedural directives relating to budgetary, financial, human resources and administration matters.
• Serve as Office Focal Point for UNESCO Environmental Management System.
• Assist and advise on planning and budgeting and recommend modifications.
• Advise and guide preparation of core funding proposals and donor budget negotiations.
• Prepare and review budgets, agreements and donor reports under project funding.
• Oversee and monitor cost recovery under project funding.
• Ensure financial resources and expenditures are properly accounted for and internal controls are functioning.
• Monitor financial status of projects and programmes.
• Act as Certifying Officer up to authorized level ensuring compliance with regulations.
• Set up proper accounting procedures and internal controls.
• Supervise billing and receipt of income from services.
• Support procurement processes ensuring compliance with rules and procedures.
• Manage Fixed Assets and maintain office inventory and stock taking.
• Supervise the Finance and Administrative team.
• Ensure staffing tables and HR data are updated monthly.
• Provide support to staff on HR administrative processes and issue non-staff contracts.
• Supervise maintenance and operation of technical facilities and installations.
• Collaborate and supervise local ICT needs in coordination with Paris ICT Officer.
• Maintain proper inventory, filing and recording systems.
• Ensure safeguarding of organizational assets and insurance coverage.
• Assist in identification and negotiation of rental or lease agreements for office locations.
• Supervise administrative assistants dedicated to program support.
• Act as Office’s Focal Point for safety and security of personnel and premises.
• Collaborate with security officials on security-related issues and ensure compliance with UN security policies.
• Assist staff and consultants on safety and security issues and facilitate security briefings.
• Perform additional activities to ensure success of the work team.

Requirements

• Advanced university degree (Masters or equivalent) in Finance, Business Administration, Accounting, or related field.
• Minimum 4 years of relevant professional work experience in finance and administration.
• Ability to interpret rules and administrative guidelines and to solve routine and non-routine issues in the field of Human Resources, Finance, and Budgeting.
• Good interpersonal skills as well as managerial skills and the capacity to exercise supervision.
• Excellent analytical and problem-solving skills.
• High level of reliability with a responsive and service-minded attitude and behavior.
• Ability to establish and maintain effective working relationships in a multicultural environment and with external and internal partners.
• Discretion, tact and maturity with ability to apply good judgment in the context of given assignments.
• Ability to work independently with minimal supervision, to take initiative, prioritize, plan, coordinate and organize own work in order to respect deadlines.
• Excellent communication skills (oral and written).
• Ability to work under pressure, paying close attention to detail and quality of work.
• Excellent IT skills, including knowledge of the Microsoft office suite package (Word and Excel).
• Recognized Accountancy Certification (desirable).
• Experience in the use of an ERP, preferably SAP (desirable).
• Knowledge and understanding of UNESCO operating context in Latin America and the Caribbean Region (desirable).
• Good/fair knowledge of French (desirable).

Skills

• Finance Management
• Budgeting
• Human Resources Administration
• Administrative Support
• Rules Interpretation
• Problem Solving
• Supervisory Abilities
• Interpersonal Skills
• Analytical Skills
• MS Word
• MS Excel
• ERP Systems
• SAP
• Accounting Certification
• Office Management
• Procurement
• Communications Skills
• Work Planning
• Multi-cultural Team Collaboration

Languages

English, Spanish, French