Administrative and Finance Specialist

Responsibilities

• Oversee and support the administration and finance operations of the UNICEF Rome Common Services Centre, reporting to the Operations Manager (CSC).
• Finance Stream
  • Ensure overall internal and quality controls for HACT, invoicing, MDM, and Pcard management.
  • Provide financial planning and oversight of payroll management.
  • Manage the CSC budget, planning, monitoring and alignment with approved budgets, and provide regular updates to the supervisor.
  • Serve as an approver on SAP or other organisational systems for relevant financial transactions, including payments, posting of journal vouchers, and all HACT transactions; oversee monthly and year‑end closure activities.
  • Oversee payroll management and conduct analysis for all staff in Rome.
  • Examine DCT transactions (transfer, adjustments, reprogramming and liquidation) to ensure proper documentation and policy compliance.
  • Review the accurate and timely processing of all MDM and invoicing cases within the CSC scope, ensuring compliance with budgetary limits, IPSAS, UNICEF financial rules and regulations, policies, procedures and standards of accountability; resolve outstanding cases in line with the established CSC catalogue of services, SOPs and SLAs.
  • Provide technical and operational advice on application, interpretation and implementation of financial and operational policies, procedures and guidelines to the CSC team and stakeholders.
• Administration Stream
  • Deliver and improve administrative support and office services, including space management, equipment, conference and visa processing arrangements, document reproduction, communications, mail and delivery services, local procurement and bill payments of utilities.
  • Coordinate space management needs for various entities, ensuring optimal allocation and utilisation of premises.
  • Liaise with the World Food Programme (WFP) and other relevant stakeholders regarding space requirements and adjustments.
  • Act as the main administrative point of contact for daily operations with WFP focal points, and key contact for premises management, ensuring effective communication and collaboration across organisations.
  • Serve as the Alternate Security Focal Point, supporting security‑related activities and communications.
  • Disseminate premises‑related information, security updates and other communications to staff, and lead the testing and maintenance of emergency communication systems.
• Property and Asset Management
  • Act as asset coordinator, maintaining asset management records and overseeing the safekeeping of assets, annual physical inventory, report preparation and reconciliation with office records.
  • Coordinate annual asset count, prepare reports on asset management and other requested information, and serve as Secretary to the Property Survey Board.
  • Ensure all required property insurance is in place and coordinate with DFAM.
• Contract Management and Control
  • Ensure that all administrative transactions and contractual arrangements comply with applicable policies, procedures, rules and regulations.
  • Participate in reviews of contractual arrangements with suppliers of goods and services for Common Services Operations.
  • Monitor payments against contractual obligations, including low‑value transactions related to P‑cards and credit cards.
  • Act as the Receiving Officer for all services and purchases made for the Common Services section, coordinating closely with Procurement on preparation of Requests for Proposals, TORs, evaluation criteria and review panels.
• Cross‑cutting
  • Provide clear guidance and support to staff regarding policies and procedures related to administration and finance.
  • Interpret and apply administrative rules, regulations, policies and procedures; conduct training sessions and disseminate updated policy information; prepare SOPs to clarify roles, responsibilities and processes.
• Quality Assurance
  • Implement and oversee quality assurance activities for the Common Service Centre in accordance with the CSC framework and using technology such as OASIS.
  • Recommend improvements to systems, internal controls, planning, restructuring and resolution of sensitive issues.
  • Improve data analysis to increase productivity, reduce duplication of work and maximise efficiencies.
  • Regularly review and update quality assurance protocols, solicit feedback from service users and implement continuous improvement cycles.
• Staff Supervision, Learning and Development
  • Manage the Admin and Finance team workload, track and prioritise service requests, and ensure timely action and resolution.
  • Organise capacity‑development sessions to streamline client services and improve performance against SLA benchmarks.
  • Conduct capacity‑development initiatives for low‑value transaction processing.
  • Develop and strengthen knowledge management across all stakeholders.
• Other Duties and Responsibilities
  • Inform the supervisor of potential problem areas, identify and recommend solutions.
  • Prepare reports and correspondence on administrative and finance matters.
  • Carry out other administration and finance related tasks as requested by the supervisor.
  • Act as officer‑in‑charge for the Chief of CSC during absences; provide back‑up support for the HR officer during absences.

Qualifications

• Education: Advanced university degree in Accounting, Finance, Business Administration or social sciences, or an equivalent. A recognised professional qualification or valid professional certification (e.g., CA, CPA) is desirable.
• Experience:
  • Minimum of five (5) years of professional experience at national and international level, specifically in implementing strategic organisational initiatives in operations management, budgeting, financial management and reporting, facilities management, and administration.
  • Experience working in a large country office, regional office or headquarters.
  • Experience building and managing teams and delivering client‑oriented work units.
  • Experience working with diverse stakeholders to deliver services.
  • Experience with corporate ERPs (Enterprise Resource Planning) and IPSAS is highly desirable.
  • Previous hands‑on experience in strategic operations and the development sector or UNICEF‑UN system/international NGOs is an asset.
  • Relevant experience at country level, especially in development, fragile settings and humanitarian contexts, is an asset.
• Language Requirements:
  • Fluency in English is required.
  • Knowledge of another official UN language (Arabic, Chinese, French, Russian or Spanish) or a local language is an asset.
• Competencies (CRITAS):
  • Nurtures, Leads and Manages People.
  • Demonstrates Self‑Awareness and Ethical Awareness.
  • Works Collaboratively with others.
  • Builds and Maintains Partnerships.
  • Innovates and Embraces Change.
  • Thinks and Acts Strategically.
  • Drives to achieve impactful results.
  • Manages ambiguity and complexity.