Finance and Budget Assistant

Contract

This is a G-6 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 6 years of experience, depending on education. More about G-6 contracts.

Org. Setting and Reporting

This position is located in the Trust Funds Management Section, Financial Reporting and Contributions Service, Finance Division, Office of Programme Planning, Finance and Budget (OPPFB), Department of Management Strategy, Policy and Compliance (DMSPC). The Finance and Budget Assistant usually reports to the Head of the Unit or to a Finance and Budget Officer. The Trust Funds Management Section is responsible for the financial management of voluntary contributions received and the use of these funds, including global support for offices around the world. The section prepares various financial reports, including IPSAS financial statements, certified financial statements for donors and managerial reports related to trust funds and programme support funds. This Section supports the analysis of various accounts and monitors voluntary contributions cash flows. The Section also provides support related to the inter-agency processes, including the UNDP Service Clearing Account (SCA), as well as funding to Implementing Partners (IPs).

Responsibilities

Within delegated authority, the Finance and Budget Assistant will be responsible for the following duties: Finance: • Scrutinizes source documents for completeness, accuracy and validity of charges prior to processing. • Investigates erroneous charges and takes appropriate corrective accounting actions. • Communicates with entities regarding missing documentation or any other issues related to discrepancies between their accounts and those maintained at Headquarters. • Reconciles and reviews accounts and ensure proper clearance procedures have been followed. • Extracts details of income, expenditure, assets and liability from accounting system in order to analyze and verify accuracy and validity. • Reviews and consolidates data into financial statements. • Assists with the monitoring of expenditures to ensures they remain within authorized levels. Examines the validity of requests for increases in imprest levels; prepares disbursement vouchers to replenish imprest accounts. • Prepares worksheets and assists with the preparation of financial statements. • Reviews various accounting transactions, e.g., payroll, education grants, final payments, income tax returns, travel claims, etc., to ensure correctness of disbursements and adherence to relevant staff rules, financial regulations and rules and administrative issuances or practices. • Serves as Approving Officer for disbursements up to an authorized level. • Provides guidance and training to colleagues as required. • Supervises other General Service staff as required. • Makes recommendations to Chief of Unit/Section on appropriate follow-up procedures. • Drafts/prepares memoranda and/or cables to various offices, departments and overseas offices. • Responds to queries from staff members and third parties. Budget: • Provides support with respect to the review, analyses and preparation of the programme plan and its revisions. • Prepares supporting documents (narrative and supporting tables) with respect to finalization of cost estimates and budget proposals, in terms of staff and non-staff requirements. • Assists managers in the elaboration of resource requirements for budget submissions. • Undertakes research and provides support to higher level Finance & Budget Officers with respect to budget reviews of relevant intergovernmental and expert bodies. • Monitors expenditures and compares with approved budget; prepares adjustments as necessary. • Reviews requisitions for goods and services to ensure (a) correct objects of expenditure have been charged, and (b) availability of funds. • Assists in preparation of budget performance submissions and finalization of budget performance reports, analysing variances between approved budgets and actual expenditures. • Monitors integrity of various financial databases. • Verifies accuracy of input data, ensuring consistency of data in previous allotments/appropriations to new allotments/appropriations issued. • Co-ordinates with other finance and budget staff on related issues during preparation of budget reports. • Periodic reconciliation of accounts. • Prepare request to Controller’s Office on redeployment of funds and to Finance section on movement of funds • Review the monthly Troop Strength on uniformed personnel (military contingent, United nations police (UNPOL) and Formed Police Unit (FPU) upon receipt from military and police components • Review data on monthly staffing complement • Process fund distribution received from HQ and input allotment/appropriation advice in Umoja Claims: • Verifies and prepares less complex payments to third parties, commercial entities, and individuals, with respect to settlement of certified death and disability, contingent-owned equipment, stores, pay and allowances, and letters of assist claims. General: • Keeps up-to-date on documents/reports/guidelines that have a bearing on matters related to programme, ensuring compliance with intergovernmental recommendations and decisions as well as with United Nations policies and procedures. • Drafts or prepares correspondence to respond to enquiries in respect to relevant financial and budget matters. • Maintain and keep up-to-date files. • May be responsible for providing guidance, training and daily supervision to other general service staff in the area of responsibility. • Performs other related duties, as assigned.

Competencies

Professionalism: Knowledge of, and ability to apply financial rules, regulations and procedures in the UN environment. Knowledge, skills and ability to extract, interpret, analyse and format data across the full range of finance and budget functions, including programme development and database management, claims and treasury operations. 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. Planning and Organizing: Develops clear goals that are consistent with agreed strategies. Identifies priority activities and assignments; adjusts priorities as required. Allocates appropriate amount of time and resources for completing work. Foresees risks and allows for contingencies when planning. Monitors and adjusts plans and actions as necessary. Uses time efficiently. 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.

Education

High school diploma or equivalent is required.

Job - Specific Qualification

Not available.

Work Experience

A minimum of seven (7) years of progressive experience in finance, budget, financial accounting, grant administration or related area is required. The minimum years of relevant experience is reduced to five (5) years for candidates who possess a first-level university degree or higher. Experience working with the United Nations or a large global organization's financial reporting/budget/grants systems and procedures is required. A minimum of five years of progressive experience using an enterprise resource planning system in accounting/finance/budget/grants modules is required. Experience in processing and reconciling inter-agency transactions is desirable. Experience with the application of Financial Regulations and Rules and staff rules of the United Nations or similar international organization is desirable. Experience with Microsoft Office, including Excel, Word, to prepare financial reports or documents is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required. Knowledge of another official United Nations language is an advantage.

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

Special Notice

This position is financed by extra-budgetary resources. Appointment or assignment against this position is for an initial period of one year. The appointment or assignment and renewal thereof are subject to the availability of the post or funds, budgetary approval or extension of the mandate. This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. Applicants for positions in the General Service and related categories must be authorized to work for the United Nations in the duty station where the position is located. Eligible applicants selected from outside the duty station are responsible for any expenses in connection with their relocation to the duty station. Staff members subject to local recruitment are not eligible for allowances or benefits exclusively applicable to international recruitment. At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities.

United Nations Considerations

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile of the inspira account-holder homepage. The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application. Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

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.