Administrative & Finance Assistant

Result of Service Objective.

Under the direct supervision of the Climate Change Regional Coordinator of the Latin America and the Caribbean Office, the Administrative & Finance Assistant will support the Climate Change Unit in the accomplishment of its Programme of Work, which aims to build climate resilience of vulnerable human and ecological systems in the region through integrating adaptation options into national planning processes and building associated capacity of key regional and national institutions will be responsible for the following duties:

Budget and Finance: - Assists in the preparation of supporting documents (narrative and supporting tables) with respect to finalization of cost estimates and budget proposals, in terms of staff and non-staff requirements. - Supports the PMO in extracting information and generating expenditure reports from computerized information system databases - Assists in the preparation of obligations in UMOJA and review them to ensure that funds are available, and the correct account has been used. - Assists in the financial backstopping of trust funds, including monitoring the status of voluntary contributions, generating expenditure reports from UMOJA and monitoring reporting requirements by donors. - Prepare payments for final disbursement (implementing partners and vendors). Review incoming payment instructions with regards to banking details and sources of funds. Ensure banking details are correct in the system. Notify payees of status of payments. - Monitoring of bank account movements and balance. Registration of monthly bank charges and deposits. - Create receipts and deposits for all incoming funds. Assist staff members, Fund Management Officers and donors regarding queries on payment and deposit-related issues.

Administration: - Assists in the administrative process and preparation of travel itineraries for events, trainings, meetings, or related. - Assists in the administrative processes and organization of events, trainings, meetings or related. - Drafts routine correspondence with respect to enquiries related to relevant financial and budget matters. - Assists in the gathering and verification of administrative requirements for procurement processes needed by the Climate Change unit. - Assists in the gathering and verification of administrative requirements related to Human Resources processes performed by the Climate Change unit. - Maintains and keep up-to-date files. - Provides support in other administrative issues as required. - Performs other related duties, as assigned. - Assist with the inventories of fixed assets.

Work Location initially home based and then at UNEP LACO, Panama

Expected duration 12 months

Duties and Responsibilities Purpose.

The United Nations Environment Programme (UNEP) is the United Nations system's designated entity for addressing environmental issues at the global and regional level. Its mandate is to coordinate the development of environmental policy consensus by keeping the global environment under review and bringing emerging issues to the attention of governments and the international community for action.

The UNEP Latin America and the Caribbean Office (LACO), located in Panama City, works closely with the 33 countries of the region and its activities are integrated into the Medium Term Strategy and the Programme of Work approved by the United Nations Environment Assembly (UNEA).

UN Environment seeks to support countries in Latin America to implement the Agenda 2030 for Sustainable Development and its Sustainable Development Goals (SDGs), the new Paris Agreement and the priority actions defined in the INDCs of Latin American countries.

The overall objective of UNEP’s Sub-programme on Climate Change is to strengthen the ability of countries to move towards climate-resilient and low emission strategies for sustainable development and human well-being. The expected accomplishment regarding climate change adaptation is that adaptation approaches, including an ecosystem-based approach, are implemented and integrated into key sectoral and national development strategies to reduce vulnerability and strengthen resilience to climate change impacts.

In this framework, the Climate Change Unit of UNEP LACO is currently supporting countries in the region to develop proposals to access climate change funds and thus promote resilience for both men and women, in particular to those most vulnerable to climate change.

This post is located in the Latin America and the Caribbean Office at the Panama duty station. The Latin America and the Caribbean Office, located in Panama City, works closely with the 33 countries of the region - including 16 small island developing States - with a population of about 588 million people. The office works to serve the needs of the region and its activities are integrated into the work programs approved by the United Nations Environment Assembly of UN Environment (UNEA).

The incumbent will be supporting the Climate Change Unit and its outposted offices under the supervision of the Climate Change Regional Coordinator of the Latin America and the Caribbean Office and will work initially home based and then at UNEP LACO, Panama City, Panama, once the new offices of UNEP LACO are open, from Monday to Friday, 40 hours per week, full time. He/She will also maintain direct communication with the administrative team, in order to improve the efficiency of operations within the Latin America and the Caribbean region.

Qualifications/special skills Academic Qualifications: - University degree in accounting, finance, administration or equivalent studies is required.

Experience: - Experience: Minimum 6 years of experience in finance, budget, accounting, administrative services or related area is required. - Experience in United Nations or other international organization is an advantage.

Language: - Fluency in English and Spanish is required.

Competency: - Professionalism: Knowledge of, and ability to apply financial rules, regulations and procedures in the UN environment. Ability to maintain accurate records, review and interpret a wide variety of data. Ability to identify and resolve data discrepancies and operational problems. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.

• Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.

• Accountability: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.

• Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

• Ability to analyze and synthesize information from financial systems to identify critical issues and translate them into practical executive table and charts for the easy understanding and reference of project managers, regional coordinator and senior management as required.

• Knowledge of UN financial system (Umoja) or SAP One Business is an asset.

• Excel-Intermediate data management, formula and clear calculation logic.

• Business intelligence, Power BI apps and platform knowledge is an asset.

• IPSAS, GAAP, NIIF knowledge is an advantage

  No Fee THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.