Finance and Legal Assistant CC

Result of Service Monthly Activity Report and Monthly Invoice

Work Location Panama City, Home Based

Expected duration 10 Months From: 01 March 2022 To: 31 December 2022 (with extension subject to performance and availability of funds).

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 (ROLAC), 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)

This post is located in the Latin America and the Caribbean Office at the Panama duty station. The incumbent will be supporting the Climate Change Unit and its outposted offices under the general guidance of the Climate Change Coordinator of the Latin America and the Caribbean Office. He/She will also maintain direct communication with the administrative team, to improve the efficiency of operations within the Latin America and the Caribbean region.

The consultant is responsible for their own safety; therefore, he/she shall be familiar with the mechanisms of security of the United Nations and follow the Framework of Accountability for the United Nations Security Management System.

The consultant will work: 8 daily working hours, 40 hours weekly, working days in a week: 5 (from Monday to Friday) at UNEP ROLAC offices in Panama City with an expected initial period from home, once COVID-19 restrictions are lifted. The incumbent will be supervised by the Climate Change Regional Coordinator of the Latin America and the Caribbean Office (Gustavo Mañez).

Objective.

Under the direct supervision of the Climate Change Coordinator of the Latin America and the Caribbean Office, the Finance and Legal 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 and mitigation options into national planning processes and building associated capacity of key regional and national institutions will be responsible for the following duties:

Within the limits of delegated authority, the Legal and Finance Assistant will be responsible for the following duties:

Legal:

• Complies and organizes legal information and legal reference materials from various sources for legal reports, work plans, studies, briefings, meetings/conferences, etc.
• Engages partners and collaborating institutions in obtaining relevant information leading to the development, implementation and closing of legal agreements, in close coordination with Officers and project managers.
• Provides support services; drafts, edits, proofreads and finalizes for signature and/or process a variety of legal correspondence and legal communications.
• Provides secretarial, administrative and logistics support to meetings, boards, committees, conferences, etc. on legal matters.
• Handles, or refers to the appropriate legal officer, a variety of verbal and written inquiries from internal and external parties, including providing information on processes and procedures related to specific legal instruments.
• Sets up and maintains legal reference files/records for the Climate Change unit.
• Performs general administrative tasks including preparing and/or processing administrative requests/documents (e.g. requisitions, purchase orders, travel requests, contracts, expenditure authorizations, etc.).
• Performs other duties in support of the legal work of the division, as assigned.
• Assists in the preparation of agreements and contracts with governments, non-governmental organizations, and other public and private entities, as well as claims and disputes.
• Assists in the preparation of drafts of legal documents, background papers, studies, reports, etc.
• Assists in administering programmes of legal technical assistance of the Climate Change Unit including development and delivery of training activities and coordination of programme documents and submissions, progress reports, financial statements, etc.
• Monitors deadlines, schedules, and other relevant items for Officers.
• Monitor the implementation of fund allocation strategies for agreements.
• Performs administrative duties through standard internal tools such as Inspira, Ineed and Umoja, for matters such as attendance reporting, requesting office supplies, requesting facilities management services.

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 Climate Change Unit in extracting information and generating expenditure reports from computerized information system databases; assists in preliminary analyses of the extracted information and the reports generated, and highlights areas of concern.
• Assists in the development of resource requirements for budget submissions and in the preparation of budget performance submissions.
• Assists the Climate Change Unit in the preparation/finalization of reports to project managers and donors.
• Prepares 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.
• Monitoring of bank account movements and balance. Registration of monthly bank charges and deposits.
• Assist in the reconciliation of project expenditures (UNDP Charges) and revision of open commitments. Others:
• Drafts routine correspondence with respect to enquiries related to relevant financial and budget matters.
• Maintains and keep up-to-date files.
• Provides support in other administrative issues as required, such as procurement, travel and HR processes.

• Performs other related duties, as assigned.

  Qualifications/special skills Skills: COMPETENCIES:

• 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. Academic Qualifications: - Master degree in accounting, administration, business, or related area is required. Experience: - Experience: Minimum 5 years of experience in finance, budget, accounting, administrative services or related area is required. - Minimum 1 year of experience in United Nations or other international organization in administrative services is required. - Experience in finance and legal assistance in GCF and GEF projects is an asset. Language: English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English and Spanish is required.

  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.