UNICEF Vacancies

I. POST TITLE:  Senior Supply Assistant 

MAIN RESPONSIBILITIES Receives and reviews requisitions for clarity, adequacy of specifications and completeness, confirms availability of funds and obtain additional information considered necessary. Interacts with Programme in the preparation of appropriate documents. Compiles lists of local sources of procurement, contacts local vendors for price quotations, prepares summary of bids including information on price and conditions of offer. Assists with logistics planning and arrangements facilitating efficient clearance, storage and distribution of supplies and equipment to end-users from ports of entry and warehouses. Coordinates meetings of the Tender Committee or local committee on contracts by arranging suitable dates and venue, preparing and distributing files containing the cases to be presented. Acts as secretary of the CRC, both for procurement of goods and services (including SSAs) and project cooperation agreements (PCAs and SSFSAs). Compiles procurement documents for appropriate signatures. Ensures distribution of signed obligating documents to all required offices. Reviews allotment account codes to ensure funds availability and ensures obligation of funds is recorded. Acts as OIC for Operations in the absence of the Chief of Operations. Provides guidance and coordinates operational matters accordingly, including finance and accounts, human resources, information and communication technology and administrative matters. Approves transactions in ProMS following OIC financial limits and authorization. Undertakes field visits to project sites and sub-offices to inventory and monitor supply inputs. Proposes corrective actions to improve supply effectiveness and logistical procedures. Extracts procurement information from logs and records and summarizes for use into annual and donor reports, biennium budget preparation and programme analysis, adjusting costs for inflation, exchange rates and other anticipated changes.
Maintains manual and automated procurement files and records, provides purchase information to receiving staff, and maintains procurement and supply, vendor reference library.
EDUCATION
Completion of secondary education or equivalent, supplemented by courses in purchasing methods and/or accounting. University degree is an asset. EXPIRIENCE
Seven years of progressively responsible work, with specialized experience in purchasing a variety of materials and services.  Experience with computer databases, for the maintenance of procurement records. LANGUAGES
Fluent in Russian and English OTHER SKILLS AND ATTRIBUTES Commitment, drive for results, embracing diversity, self-awareness and self-regulation, teamwork.
Good organization, analytical and communication (oral and written) skills.
Tact, discretion, initiative and good judgment in dealing with counterparts.
Ability to write administrative routine correspondence and analytical notes on meetings.
Ability to exercise highest level of integrity in dealing with counterparts. 
Knowledge of computer applications such as Word, Excel and Power Point.
Interested candidates please send cover letter, CV and P11 form to e-mail: rabota@unicef.org by 19 October 2009, or fax: (495) 933-8819

II. POST TITLE:  Finance/Administrative Assistant
POST LEVEL: GS-5

Title: Finance/Administrative Assistant
Level: GS-5
Org.Unit: Operations Section
Duration: Fixed Term
Deadline for applications: 19 October 2009

MAIN RESPONSIBILITIES
Reviews financial reports (intermediary and final) and liquidations submitted by counterparts to justify expenditures of DCT funds. Ensures that all submitted reporting information comply with UNICEF policies, rules and regulations, and local government laws, all reports are compiled and filed  by partners according to requirements and formats.
Maintains contacts with counterparts to clarify and obtain missing information, sends informative letters and requests to clarify and obtain missing information, and controls timely submissions. Ensures completeness and accuracy of calculations, compliance with budget estimations.
Constantly maintains the electronic database of counterparts and weekly updates the status of liquidation of DCT reports available for all staff, advises programme staff on status of liquidations and delays on monthly basis and as required.
Generates analytical reports and prepares outstanding DCT reports to the Country Management Team, Programme Staff and NYHQ (on quarterly basis) for Moscow and NC offices.
Actively participates in the implementation of the (Harmonized) Approach to Cash Transfer. Provides support to NC zone office on (H)ACT  procedures. Conducts trainings and participates in spot checks of counterparts according to programmes assignments. Travels to locations where support is required. Provides support to NC zone office on DCT liquidations and (H)ACT  procedures.
Reviews Assurance Matrix based on results of annual analysis as a tool for micro-assessment of partners capacity and reliability for programmes revision and evaluation to minimize potential losses within a risk management framework.

Arranges bank payments, using e-banking system, create banking reports. Ensures timely payments and verifies compliance with UNICEF circulars and requirements. Creates PAR accounts, enters new payees to ProMS and e-banking system, issues payment requests, payment vouchers, cash receipts. Registers external requisitions and expenditures in ProMS when required.

Records all donations received from corporate and individual donors, ensure timely depositing in accordance with financial policy and requirement. Controls depositing to appropriate PBAs in coordination with PFP unit, submits reports on PFP donations on request. Maintains  PFP accounts in two different banks as cashier, insert changes in PFP accounts to ProMS, updates and submits bank signature cards and other bank documents. Handles accounting for PFP, makes monthly transfers of balances to current accounts. Responsible for cash donations depositing to bank accounts. Makes bank reconciliations for PFP accounts and accomplishes month and year-end closure procedures for PFP accounts.

Checks and verifies invoices and makes payment requests for administrative expenditures: office and car maintenance, courier and taxi services, common services, plane tickets for Moscow and partially for NC office, checks funds availability, coordinates with programme. Reviews and negotiates terms of payment, ensures timely payments and reconciliations with service providers. Maintain electronic database of operational expenses per programme and operations, submits reports on recurring and other charges for analysis of current structure and optimization of running costs.

Prepares payroll for Moscow Office. Back-up to HR Assistant for periods of leaves and absence: inserts consultant/contractor into PnP, reviews SSA (institutional and individual) in the system and supporting documents package for conformity, issue PAFs including initial appointment and separation, request index number, request new post number in Web HRIS, issues letters of appointment, provides estimation on staff org cost based on level and step, places advertisements for recruitment for new staff externally and internally, update non-PA information, monitor attendance.
Fulfills all accounting and financial duties when Sr Operations Assistant is on leave or absent, acts as   temporary petty cash custodian.

Maintains and keeps files and financial records for efficient retrieval. Participates in office committees.

EDUCATION
Completion of secondary education, preferably supplemented by technical or university courses in Finance.

WORK EXPIRIENCE
Five years relevant experience in administration and finance, which should include a good knowledge of standard accounting practices and procedures

LANGUAGES
Fluent in English and Russian

OTHER SKILLS AND ATTRIBUTES:
Commitment, drive for results, embracing diversity, integrity, self-awareness and self-regulation, teamwork.
Good organization, analytical and communication (oral and written) skills;
Tact, discretion, initiative and good judgment in dealing with staff members and partners;
Ability to draft routine correspondence;
Knowledge of computer applications such as Word, Excel and Power Point
Ability to work in an international and multicultural environment\

Interested candidates please send cover letter, CV and P11 form to e-mail: rabota@unicef.org by 19 October 2009, or fax: (495) 933-8819

 

 

 

 

 

 

 

 

 

 

P11 form
[Word]