FINANCE ASSISTANT

Contract

This is a FS-5 contract. This kind of contract is known as Field Service. It usually requires 8 years of experience, depending on education. More about FS-5 contracts and their salaries.

Org. Setting and Reporting

The Department of Operational Support (DOS) was established to provide end-to-end operational support, advisory services and other solutions to operating entities across the Secretariat, including departments, offices away from headquarters, peace operations, and regional commissions. The Regional Service Centre in Entebbe, Uganda (RSCE), was established in July 2010, following the adoption of General Assembly resolution 64/269. The Centre provides efficient, client-oriented and scalable services with the goal of moving transactional, non-location dependent administrative functions to the Centre from its client entities. This includes transactional elements of human resources, finance, multimodal movement and control, personnel and cargo transport and information and communications technology (ICT) support. In addition to these services, the Office of the Director RSCE and support offices through the Deputy Director RSCE provides overall guidance on the operations of the RSCE including strategic planning, communication, budgeting, human resources management, property management, quality assurance and business intelligence, conference services, record keeping and archive management, and audit response and risk management. For more information, please visit https://rsce.unmissions.org. This position is located in the Vendors Service Line at the Regional Service Centre Entebbe (RSCE). The incumbent will report to the Service Line Manager.

Responsibilities

Within delegated authority, the Finance Assistant will be responsible for the following duties: Accounts • Perform the monthly and yearly closing procedures in Umoja ERP • Analyze complex/unusual accounting transactions and difficult claims for travel, invoices and entitlement matters, etc. and make recommendations to the Team Leader or Service Line Manager on appropriate follow-up procedures. • Review and reconcile all open-item-managed (OIM) accounts and investigate erroneous/invalid entries to take appropriate corrective accounting action. • Review various vouchers and accounting transactions, e.g., payroll, payment of staff entitlements, final payments, travel claims, vendor invoices, agencies, field missions, etc., to ensure conformity adherence to relevant staff rules, financial regulations and rules, ST/AI issuances or practices. • Issue of invoice to agencies through Service Delivery Module, and generate periodic report to review the agencies/missions balances. • Assist in the preparation of the bank reconciliation on a monthly basis. • Review prior and current budget period commitments for review, recommitment and cancellation of outstanding commitments. • Respond to queries from staff members and third parties. Payments • Verify that the necessary goods and services have been received in accordance with the contract, agreement, purchase order or other form of undertaking by which they were ordered and that they have been certified by a duly designated certifying officer before vouchers are submitted to approving officers for further review and approval. • Review and prepare payments to staff and vendors for goods and services, including checking payments for accuracy and correcting any discrepancies. • Review the computation of staff members regarding their entitlements, including salaries, claims, danger pay, daily subsistence allowance, mission subsistence allowance, voluntary living allowance and any other allowances, and prepare vouchers. • Assist in preparing of the year-end reports for the United Nations Joint Staff Pension Fund (UNJSPF) on all pension contributions made by locally-recruited staff. Treasury/Cashier • Review incoming payment instructions with regard to banking details and sources of funds. • Release payments from a House Bank in the Umoja ERP • Prepare and disburse payments/cheques. • Dispatch payment instructions and cheques to banks. • Prepare receipts and deposit slips for all incoming funds. • Notify payees of status of payments. • Identify and annotate bank account movements and monitors bank balances of the mission’s accounts. • Assist in cash management, including preparing cash flow forecasts. • Assist to make sure cash in vault are accounted for on a daily basis. • Monitor cheque stock and cash receipt vouchers and requests for new stock as required. • Monitor/review methods used to remit payments. • Coordinate filing and archiving as required. Budget • Review, analyse and prepare cost estimates and budget proposals, in terms of staff and non-staff requirements, including programmatic aspects. • Assist managers in the justification of resource requirements for budget submissions; coordinate with other finance and budget staff on related issues during preparation of the budget reports. • Monitor budget implementation/expenditures and assist with the reallocation of funds as necessary. • Monitor extra-budgetary resources, including review of agreements and cost plans, ensuring compliance with regulations and rules and established policies and procedures. • Assist in preparation of budget performance submissions and finalization of budget performance reports, analysing variances between approved budgets and actual expenditures. • Verify accuracy of input data, ensuring consistency of data in previous allotments to new allotments issued. • Provide inputs into the preparation of allotments and prepare redeployment requests. General • Keep up-to-date on guidelines that have bearing on matters related to programme/peacekeeping budgets, ensuring compliance with United Nations policies and procedures. • Draft or prepare correspondence to respond to enquiries in respect to financial and budget matters. • Provide guidance and training (including preparation of training materials) to junior staff with respect to transaction processing and the use of various systems such as Umoja ERP System (SAP). • Perform other duties as assigned by the supervisor(s).

Competencies

Professionalism: Knowledge of accounting, finance and budget functions and treasury operations. Ability to analyse and apply data across the full range of finance, accounting and budget functions. Demonstrated use of initiative and ability to make appropriate linkages in work processes and anticipate next steps showing skills and ability to analyse and interpret financial data. 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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas 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 the audience. Demonstrates openness in sharing information and keeping people informed 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

Technical or vocational certificate in accounting, finance, budget, or related fields is required.

Work Experience

At least 8 years of progressively responsible experience in financial management, administrative services or related area is required. Experience in processing of external vendors' invoices in a UN Peacekeeping or Special Political Mission or similar establishment is desirable. Experience in application of Financial Rules, Regulations practices and procedures in an organizational setting is desirable. Administration of a broad range of allowances and payments using SAP e.g Umoja or similar systems is desirable. Experience in a shared service centre or similar set up providing services to national and international clients is desirable.

Languages

English and French are the working languages of the United Nations. For the position advertised, Fluency in English is required. Knowledge of French is desirable.

Assessment

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

Special Notice

This position is temporarily available until 30 November 2024. If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment. While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post. Subject to the funding source of the position, the eligibility for this temporary job opening may be limited to candidates based at the duty station. This temporary job opening may be limited to “internal candidates,” who have been recruited through a competitive examination administered according to staff rule 4.16 or staff selection process including the review of a central review body established according to staff rule 4.15. Staff members of the United Nations common system organizations who will reach the mandatory age of separation or retirement within the duration of the current temporary need period are not eligible to apply. Submitting an application or selection for the current temporary job opening does not delay or increase the mandatory age of separation. Retirees above the mandatory age of separation who wish to be considered for the current temporary job opening must indicate the reason for their last separation as "retirement." Such retirees shall not be employed by the Organization, unless (a) the operational requirements of the Organization cannot be met by staff members who are qualified and available to perform the required functions; and (b) the proposed employment would not adversely affect the career development or redeployment opportunities of other staff members and represents both a cost-effective and operationally sound solution to meet the needs of the service. The United Nations Secretariat is committed to achieving 50/50 gender balance and geographical diversity in its staff. Female candidates are strongly encouraged to apply for this position. Staff Members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all Staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.

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.