1. DUTIES AND RESPONSIBILITIES
The position is in the Division of Management Services, under the overall supervision of the Assistant Director for Management Services. The Finance/Administrative Officer, supported by a number of staff members, will be responsible for all the financial activities of the Organization comprising of Administrative, Programme and Project Accounts; for human resources management and for the general administrative services.
Broadly, the responsibilities will include:
Financial Accounts of the Organization
(i) Preparation of Organization’s Biennial Administrative Budget, analyzing and controlling thereafter, including supervising the Members’ contributions;
(ii) Administrative and financial management of projects, pre-projects, policy activities, including for Thematic Programmes, supervising the Donors’ contributions, assisting with the activities of the ITTO project cycle and Thematic Programmes;
(iii) Reviewing of audited accounts of projects/pre-projects, financial file closure procedures including dealing with the remaining/unused funds;
(iv) Preparation and finalizing all the financial accounts of the Organization including liaising with the independent ITTO auditors for the completion of the annual audit;
(v) Assistance with the preparation and the subsequent implementation of the Biennial Work Programme of the Organization (e.g., preparation of budgets, service contracts for consultants/experts including TORs, meeting/workshop/seminar logistics, financial monitoring, etc.);
Special Monitoring and Evaluation Mission
(vi) Conducting management audits/special project monitoring mission in overseas, as instructed by the Executive Director, on implementation activities of projects, including administrative and financial management; review and verification of project outputs; reporting on the status of the project;
Human Resources Management
(vii) Assistance with the Human Resources management, such as: personnel records, payroll, staff entitlements and claims including educational grants, travels, assistance with the settling-in and repatriation of staff members, Staff welfare, including life, medical and health insurance coverage, staff training, immigration procedures, including status of residence, entry visa, and
re-entry permission to Japan for staff members, consultants and experts, etc.;
(viii) Assisting with the management of the provident fund;
(ix) Assistance with recruitments, preparation of employment contracts of staff members, service contract for consultants, contractors;
(x) For new staff members: informing on benefits, allowances and assistance with settling-in, and deal with administrative matters (provident fund, accrued annual leave, repatriation indemnity, etc.,) related staff separation;
Liaison with Host Government, United Nations
(xi) Liaison with the host government on protocol matters, immigration procedures including status of residence for staff members, consultants and experts, etc.;
(xii) Liaising with the offices of the United Nations System to keep up-to-date information on changes and adjustments of salaries, benefits, allowances including travel related (e.g., DSAs).
Office Administration and Procurement
(xiii) Procurement and control including maintenance of equipment and assets of the Organization;
(xiv) Administrative instructions and guidelines (for general office administration, personnel, Official Holidays calendar, etc.);
(xv) Procurement of office supplies; stationery, furniture and equipment;
(xvi) Assessment of procurement requirements, and arrangements for procurements (including of equipment, furniture, facilities to be provided by City of Yokohama – host government);
Council and its Associated Committees
(xvii) Financial and logistic management services of the Sessions of the Council and its Associated Committees, including supporting and preparation of documents for the Committee on Finance and Administration;
Travel arrangements
(xviii) Overseeing the travel arrangements, preparation of travel advances, claims and settlements;
General
(xix) Monitoring to ensure compliance with the relevant provisions of the ITTA, 2006;
(xx) Ensuring appropriate and proper applications of ITTO Staff Regulations and Rules, Rules and Procedures, Financial Rules, any other relevant rules and guidelines;
(xxi) Providing proactive financial management services;
(xxii) Overseeing the performances of the administrative and finance staff members in the Division ensuring timely and efficient completion of all such functions; and
(xxiii) Any other duties as assigned by the Assistant Director.
2. QUALIFICATIONS AND EXPERIENCE
A relevant university degree and qualification from a professional financial management institute, such as ICAEW, CIMA, ACCA, or CPA, with a minimum of ten years of progressively responsible post qualification working experience in financial and organizational planning and management including project implementation management gained in a multi-cultural environment. Be a national of an ITTO Member Country. Experience of working in an international organization within the United Nations system is an advantage.
3. COMPETENCIES
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The candidate should have a commitment to development, excellent communication skills, and the ability to guide and manage.
· Professionalism: highly proactive with excellent management ability and results oriented; ability to review and revise work of others; conscientious and efficient in meeting commitments, observing deadlines and achieving results; proven analytical and conceptual ability; capable of producing clear and comprehensive reports; capable of identifying and addressing policy issues and presenting analytical findings and making decisions based on objective analysis;
· Communication: proficiency in written and verbal communication skills in English is mandatory including ability to communicate complex issues with people from different backgrounds, knowledge of French and/or Spanish will be advantageous;
· Teamwork: have excellent interpersonal skills with ability to work under pressure, capable of leading and gaining assistance of others in a team endeavour;
· Managing performance: ability to coach, mentor, motivate and develop and encourage good performance;
· Judgment/Decision-making: Good judgment and initiative, imagination and resourcefulness, energy and tact; capable of ensuring and effective work structure to maximize productivity and achieve results; and
· Technological awareness: ability to keep abreast of developments and relevant technologies applicable to the profession.
4. SALARY
ITTO offers salaries and allowances based generally on the United Nations system. Appointments are subject to the Staff Regulations and Rules of the Organization.
5. APPLICATION
Applications using the United Nations Personal History form (form P.11) should be sent to the following
no later than 31 May 2012:
The Executive Director
International Tropical Timber Organization (ITTO)
International Organizations Center, 5th Floor
Pacifico-Yokohama, 1-1-1 Minato-Mirai, Nishi-ku
Yokohama, 220-0012 JAPAN
Tel.: (81-45) 223-1110
Fax: (81-45) 223-1111
E-mail: itto@itto.int
Please note that only applicants who are short-listed will be contacted.
*/The Executive Director reserves the right to make this appointment at a lower level than advertised.