Director, Division of Management Services (DMS)

DEADLINE FOR THIS VACANCY IS EXTENDED TO 2 MARCH 2016 (5:00 PM NEW YORK TIME)

Please note that the requirement of membership of a recognized international professional accounting body has been amended from required to desirable.

This post is non-rotational.

Duration: One year (renewable)[i]

[i] No expectancy of renewal in accordance with UN Staff Regulation 4.5

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The Division of Management Services (DMS) is located at UNFPA’s headquarters in New York, and has the responsibility of leading, managing and coordinating the financial and administrative functions of the organization. The Division Director reports to the Deputy Executive Director for Management (DED-M). The branches/units under this Division include:

Finance Branch: Responsible for global financial management, issuance of management and statutory reports, preparation of donor reports, support to and monitoring of field offices on all financial and accounting matters, management of corporate accounts, and the continuous development of corporate financial policies and guidance. The Branch plays a key role in the custody and distribution of financial resources and the monitoring of expenditures and the strengthening of ongoing compliance with the International Public Sector Accounting Standards (IPSAS). The Branch consists of two main units: (1) Accounts Section and (2) the Data Management Unit. The Accounts Section is comprised of the following four units: (1) Revenue and Donor Reporting (income accounting, treasury, administrative agent functions and donor reporting); (2) Global Monitoring and Advisory Team (field office and headquarters monitoring and support of financial and accounting aspects of UNFPA operations, and vendor oversight); (3) Payments (processing of payments for headquarters units, as well as payroll accounting support); and (4) Statutory Reporting (preparation and issuance of UNFPA financial statements and reports and ensuring operationalization of and compliance with IPSAS).

Facilities Administrative Services Branch (FASB): Responsible for the management of UNFPA’s office facilities and assets at headquarters and the field, and the coordination of UNFPA’s engagement in interagency common premises and services. This branch also manages duty travel, conference services, office space, physical archives, and mail and pouch services at headquarters. It oversees climate neutrality efforts across the organization. The branch is comprised of three units: (1) Administrative and Common Services Section, (2) Facilities Management Section, and (3) Travel Services.

Resource Planning & Budgeting Branch (RPBB): RPBB is responsible for preparing, coordinating and managing UNFPA's integrated budget, aligned with the strategic objectives of the organization and the results expected of it. It plays a key role in the distribution and management of financial resources, in particular regular resources. Major responsibilities are (1) budget planning and formulation; (2) budget policies, advisory support, knowledge management and capacity building; (3) budget implementation and oversight; and (4) development of standards and tools for resource planning and management.

Each of the three branches above is led by a Chief who reports directly to the DMS Division Director.

Two units report directly to the DMS Director:

a. Quality Management Unit (QMU): The QMU provides policy, guidance, systems, advice and coordination services to maintain relevant and functional internal controls for UNFPA’s operations; ensures the existence of policies, procedures, and guidance to manage risks of working with implementing partners and monitor their application; ensures the availability, relevance and quality of administrative and operations policies, procedures and guidance;  enables access of internal stakeholders to state-of-the art knowledge related to all QMU’s functional areas; and represents DMS in internal and external audit and operations bodies and vis-à-vis donor reviews.

b. Transparency and Enterprise Risk Management: This unit is responsible for maintaining a sustainable data release strategy that meets the requirements of the International Aid Transparency Initiative (IATI) and leads in the coordination and implementation of the UNFPA Enterprise Risk Management (ERM) Strategy, including the ERM framework and policy, and the development of an online risk register tool for assessing and responding to corporate risk.

Job purpose

UNFPA, like many development organizations, is at an important transition point. The organization faces a changing and demanding external environment, including a new aid environment, UN reform, partnership coordination and the urgency and complexity of development challenges. These changes require UNFPA to refocus and become more strategic and systematic, but also more flexible and innovative, to deliver greater impact.

DMS has a leading role in achieving the supporting objective of ensuring that UNFPA has the capacity to deliver on its mandate. It serves a broad and diverse network of UNFPA regional and country offices globally. The Division manages annually regular resources of almost $400 million and additional contributions of over $550 million as at December 2015. The DMS Director oversees a staff of 35 professionals and 33 support personnel at UNFPA headquarters in New York. 

Major Activities/ Expected Results:

Under the director supervision of the Deputy Executive Director (Management), the Director of DMS has the following duties and responsibilities:
- Provides strategic vision and management direction pertaining to the delivery of financial, budgetary, facility management and other administrative services in support of UNFPA’s operations and programme delivery;
- Plans, organizes, directs, reviews and appraises the work and performance of the Division, establishes work plans and priorities, and provides overall direction for the activities of the Division;
- Guides and advises UNFPA offices globally on policy and operational issues related to finance, budgets, facilities and administrative services. S/He also provides advice to the Deputy Executive Directors and the Executive Director on these matters;
- Leads work on increasing efficiency, effectiveness and innovation in operational areas, key business processes, risk management and transparency;
- Shapes UNFPA overall policies, priorities and strategies by participating in the Executive Committee and all other relevant bodies;
- Provides policy perspectives and substantive direction for the preparation of periodic reports on financial, budgetary and other administrative aspects of UNFPA work;
- Presents the reports and manages the process of their review and approval by ACABQ, the UNFPA Executive Board and other governing and legislative bodies;
- Monitors and provides substantive guidance to the work of the three Branches in DMS. This includes serving as Chief Certifying Officer for financial transactions and assuming fiduciary responsibility for the Fund (approximately US$950 million p.a.);
- Develops proposals and ensures implementation of decisions in follow up to external and internal audits;
- Negotiates, appraises and approves reimbursement and other cost recovery arrangements for UNFPA and UNDP, UN Secretariat and UNDG initiatives. Ensures the effectiveness of those service arrangements and partnerships which have been entered into with key service providers and recipients. Serves as the Fund’s representative in the UNDG Management Group on Common Premises and Services, the UN Task Force on Common Services; and
- Represents UNFPA at inter-organizational and inter-agency meetings such as various committees of the General Assembly, ECOSOC, HLCM, UNDP/UNFPA Executive Board; ACABQ; UNDG and UNDOCO.

Knowledge and Experience:

- Minimum of 15 years’ experience in financial operations and management or related fields at the international level, including several years at senior management level; UN system experience, including field experience, is highly desirable.
- Extensive experience in overseeing the establishment and management of financial and budgetary systems;
- Computer literacy with thorough knowledge of computer applications for financial and operations management, including the use enterprise resource planning (ERP) systems.
- Excellent command of the English language. Knowledge of a second UN language preferable; and
- Demonstrated leadership and managerial qualities in organizing work effectively and harmoniously in a multicultural setting.
Personal qualities must include maturity, self-confidence, outstanding communication skills, initiative, strong conceptual abilities and sound judgment. Strong interest in development work especially the mandate of the United Nations Population Fund and dedication to the UN principles

Education: Advanced university degree in Business Administration or Financial Management, or related fields. Membership of a recognized international professional accounting body is desirable.

Languages: 

- Fluency in English required;
- French strongly preferred. Working knowledge of another UN official language is desirable