Senior Financial Management Assistant

Contract

This is a G-7 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 7 years of experience, depending on education. More about G-7 contracts.

Org. Setting and Reporting

The post is located in the Office of the Director, Division for Treaty Affairs (OD/DTA) of the United Nations Office on Drugs and Crime (UNODC), in Vienna. The incumbent will work under the overall guidance of the DTA Director and direct supervision of the Programme and Policy Officer in the same office.

For more information on UNODC, please visit the website: www.unodc.org

Responsibilities

Within assigned authority, the incumbent will perform the following specific duties:

Financial management o Act as main certifying officer for the Office of the Director and as an alternate for other regular budget and extra budgetary accounts of DTA and assist the Director in the implementation of the Delegations of Authority (DoA) and in the regular monitoring and review of the DoA portal; o Ensure divisional oversight for all DTA’s accounts and compliance with the United Nations Financial Rules and Regulations, as well as with established policies and procedures; o Provide assistance in the interpretation of budget guidelines; identify budgetary and general administrative issues/problems, as they arise, and advise the Director and the Programme and Policy Officer on appropriate course of action; o Support the DTA Director and the Programme and Policy Officer in the elaboration of budget estimates and resource requirements for the Division by generating and analysing the required SAP (Umoja) financial reports and by preparing tables and charts to help determine and detail financial requirements in line with the strategic framework and other legislative mandates; o Serve as a main focal point responsible for ensuring coordination of activities related to the preparation and planning of DTA’s Programme and Consolidated Budget submissions, throughout their respective cycles, including by supporting the Director at the Advisory Committee on Administrative and Budgetary Questions (ACABQ), Committee for Programme and Coordination (CPC) and 5th Committee hearings; o Maintain a complete overview of DTA financial resources (Regular Budget, Special Purposes and Programme Support Costs); Monitor and control budgetary allocations through regular reviews; check periodically status of allotments and un-liquidated obligations, identify deviations from plans, report discrepancies and propose redeployments when necessary and follow-up measures, as required; o Review, analyse and consolidate DTA’s budget submissions and financial projections, verify accuracy of data provided, liaise closely with the Financial Resources Management Section (FRMS), and ensure follow-up on the comments provided; o Monitor extra-budgetary resources, including review of agreements, grants and their expiry, as well as cost plans, ensuring compliance with regulations and rules and established policies and procedures; o Act as the main focal point for preparation of analytical reports on expenditure projections, financial statements etc. on the various source of funding, and present them in a form that is meaningful to non-specialists; o Develop and maintain internal oversight databases/recording tools to monitor, track and record expenditure and keep comprehensive overview on DTA cost centers; Overall administration and support for divisional management and coordination o Provide general office assistance and support the Programme and Policy Officer in the coordination of various administrative tasks, as they relate to the internal business process, oversight and quality assurance within the Division, including preparation of DTA Workplans and reporting thereof. o Assist with the collection and analysis of data needed for the purpose of planning and decision-making and for the preparation of presentations, speeches and reports. Keep up-to-date on procedures and guidelines that have a bearing on programme management and budgetary matters; o Assist the Drug Control and Crime Prevention Officer (Human Rights) at the Office of the Director in the financial management and oversight of the interdivisional resources allocated on human rights activities; o Provide guidance, training and daily coaching to other finance and programme staff in DTA Branches and Secretariats and assist in the setting up, monitoring and closing of budgets, including co-financing, in line with the offices’ respective portfolios; o Liaise regularly with the relevant teams in the Division for Management for the preparation of DTA’s budget documents, procurement plans and projected requirements for conference services and related documentation; o Serve as focal point for the implementation of Integrated Planning, Management and Reporting solution (IPMR) and the Grantor Module in Umoja. Review post incumbency reports and update cost distributions ensuring correct coding blocks are used. o Prepare data for internal and external audits and follow-up on audit recommendations; o Independently provide full range of programme project management and implementation assistance at all phases of the programme/project cycle for, typically, a large and highly complex component of the divisional programme/project initiatives, seeking guidance only in exceptional circumstances. o Perform other work-related duties as assigned.

Competencies

Professionalism: Knowledge of, and ability to apply financial rules, regulations and procedures in the UN environment. Ability to perform a broad range of administrative functions within the Office of the Director. Has knowledge, skills and ability to extract, interpret, analyse and format data across the full range of finance and budget functions, including database management. Has knowledge of the mandates of UNODC and the intergovernmental processes governing its treaty bodies. Has ability to identify and resolve data discrepancies and operational problems. Has conceptual analytical and evaluative skills to conduct independent research and analysis. Is familiar with the UN Budget cycle. Has the ability to perform analysis, modeling and interpretation of data in support of decision making. Has ability to apply judgment in the context of assignments given, plan own work and manage conflicting priorities. 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.

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 processes; meets timeline for delivery of products or services to client.

Education

High school diploma or equivalent is required.

Job - Specific Qualification

A technical or vocational certificate in accounting, finance, budget and related field is desirable.

Work Experience

A minimum of ten (10) years of progressively responsible experience in administration, the field of finance, budget, accounting operations, procedures and practices or other related field is required. The minimum years of relevant experience is reduced to eight (8) years for candidates who possess a first-level university degree or higher.

Demonstrated proficiency and experience in grants, projects and fund management applications, is required.

Experience as a certifying officer and in working with an Enterprise Resources Planning (ERP) software, such as Umoja, in finance and budget modules, and in customization of Business Intelligence reports is required.

Experience in processes and procedures related to travel, procurement and financial matters is desirable.

Experience in regular budget preparation and submissions to ACABQ, CPC and 5th Committee is desirable.

Work experience with the United Nations system or similar international organizations is desirable.

Languages

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

Assessment

Evaluation of qualified candidates may include an assessment exercise and a competency-based interview.

Special Notice

Filling of this position is subject to funding availability and the initial appointment will be for a period of one year. Extension of the appointment is subject to extension of the mandate and/or the availability of the funds.

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. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application.

The movement of staff members from the General Service and related categories to the Professional category in the United Nations Secretariat is exclusively allowed through the Young Professionals Programme competitive examinations. Only a few staff members pass the competitive examinations. Passing the competitive examinations does not guarantee movement to the Professional category. For further information, please visit https://careers.un.org/lbw/home.aspx?viewtype=GP

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.