Finance and Budget Assistant at United Nations

This position is located in the of the Special Envoy of the Secretary-General for the Great Lakes Region in Nairobi, and the incumbent overall reports to the Chief of Staff.

For daily operational needs of the mission, the incumbent of the post reports to Administrative Officer.

Responsibilities

Within delegated authority, the Finance and Budget Assistant will be responsible for the following duties:

BUDGET:

• 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 Administrative Officer 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 for the attention of the Administrative Officer.
• Assists in the development of resource requirements for budget submissions and in the preparation of budget performance submissions.
• Researches/compiles data and other information required by the Administrative Officer in the review and analysis of relevant proposals.
• Assists the Administrative Officer in the preparation/finalization of budget performance reports, performing preliminary analysis of variances between approved budgets and actual
• expenditures.
• Prepares fund commitment documents in Umoja and reviews them to ensure that funds are available and the correct account has been used.
• Assists in the financial reporting of trust funds, including monitoring the status of voluntary contributions, generating expenditure reports from Umoja and monitoring reporting
• requirements by donors.
• Assists the Administrative Officer in the issuance of allotments and related staffing table authorizations.
• Verifies accuracy of input data, ensuring consistency of data in previous allotments to new allotments issued.

FINANCE:

• Records and reconciles more complex accounting transactions.
• Assists in the processing of payments to partners and vendors for good and services. This includes, among other things, calculating, inputting, and checking payments for correctness
• and communicating discrepancies to supervisors.
• Drafts/prepares memoranda and/or faxes to various offices, departments and Headquarters.
• Responds to queries and requests for information from staff members and administrative counterparts.
• Supports other UMOJA master data tasks as required.
• Drafts or prepares correspondence responding to inquiries with respect to relevant financial matters.
• Process VAT payment by liaising with the Host Country Services Unit.

GENERAL

• Keeps up-to-date on documents/reports/guidelines that have a bearing on matters related to programme budgets, ensuring compliance with intergovernmental recommendations and
• decisions as well as with United Nations policies and procedures.
• Drafts routine correspondence with respect to enquiries related to relevant financial and budget matters.
• Maintains and keep up-to-date files.
• Provides administrative support to the Administrative Officer as required.
• Performs other related duties, as assigned.

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.
• 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.
• 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.

Education

High school diploma or equivalent.

Work Experience

• A minimum of Five years of experience in finance, budget, accounting, administrative services or related area is required.
• Working experience with an Enterprise Resource Planning (ERP) system such as Oracle or  SAP is required.
• Experience with data analysis and reconciliations is desirable.
• Experience in an international organization such as the United Nations is desirable.

Languages

• English and French are the working languages of the United Nations Secretariat.
• For the post advertised, fluency in oral and written 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 temporarily available for six (6) months with a possibility of extension.
• 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.
• This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.

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.