Finance Assistant at Office of the Special Envoy of the Secretary

Responsibilities

Within delegated authority, the Finance Assistant will carry out the following duties: Finance and Budget Management

Ensures effective and accurate financial resources management and oversight, focusing on achievement of the following results:

•  Supports financial analysis and oversight for all resources managed by the O/SESG-GL and the provision of high-quality technical financial advice to the Programme Coordinator and other Senior Management Members;
•  Supports the planning, expenditure tracking of financial resources in accordance with United Nations rules and regulations, policies and procedures, donor agreements following best practices in financial management;
•  Supports the maintenance of robust internal financial management controls over all financial processes;
•  Maintains adequate financial management arrangements, including reviews and reconciliations, to support the deployment of grant resources in an economic, efficient and effective manner to achieve the desired objectives, ensuring expenditures incurred are reasonable and allowable against budgetary allocations and that inappropriate payments and non-compliant expenditures are prevented;
•  Ensures an efficient financial flow process is implemented and amended to reflect programme financial management requirements, which are guided by risk assessments;
•  Supports the maintenance of a reporting system for internal and external needs, including contractors, service providers, and technical assistance providers;
•  Prepares cost estimates for different activities according to the needs of programme management;
•  Supports the development, tracking and reporting of key financial performance indicators to Senior Management; and
•  Supports the development and maintenance of a document management system for OSESG-GL Nairobi, ncluding contractors, service providers, and technical assistance providers records.

Ensures implementation of operational strategies and procedures, focusing on achievement of the following results:

•  Establishes and/or ensures robust financial procedures: e.g. receipts, payments,

disbursements and bookkeeping, filing procedures for the all funds and projects;

•  Ensures that financial procedures in place comply with the financial/accounting and procurement requirement of the United Nations;
•  Preforms a continuous analysis and monitoring of the financial situation, presentation of forecasts for the mission;
•  Ensures the timely closure of programmes and compliance with United Nations regulations and rules, policies, and procedures, including the transfer of assets;
•  Ensures oversight for the transparency of the financial processes and use of funds and compliance with missions' financial guidelines;
•  Prepares reports on monthly Cash Flow and annual Cash Flow Forecasts, statement of sources and uses of funds in compliance with the missions requirements;
•  Supports in the preparation of other financial reports to be submitted to UNHQ;
•  Elaborates and implements cost savings and reduction strategies under the guidance of the Budget/Finance Officer and Senior Management Programme Officer;
•  Under the guidance of Budget/Finance Officer facilitates audits in line with donor agreements ensuring timely implementation of audit recommendations and findings related to financial, asset and management;
•  Routinely monitors financial exception reports for unusual activities, transactions, and investigates anomalies or unusual transaction and informs supervisors of the results of the investigation when satisfactory answers are not obtained.

Programme Management Support

•  Ensures effective programmatic management of the grants for the achievement of the following results:
•  Supports the preparation of annual and quarterly workplans and budgets;
•  Ensures that project monitoring arrangements comply with donor agreements/guidelines
•  Reviews the quality of existing financial data, ensuring completeness and timeliness, and identify areas for strengthening
•  In coordination with the Administrative Officer and Finance and Budget Officer, assists in the identification of potential implementation problems and bottlenecks and recommend appropriate strategies to address them.
•  Performs other duties as assigned.

Competencies

•  Professionalism: Provides support and technical financial advice for all financial resources managed by the O/SESG-GL to the Programme Coordinator and other Senior Management Members. 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.
•  Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others' ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for

team accomplishments and accepts joint responsibility for team shortcomings.

•  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 recognized equivalent is required. An additional qualification in finance, accounting or audit is desirable.

Job - Specific Qualification

• Knowledge of Microsoft Excel is required .
• Formal training with certification in financial management is desirable.

Work Experience

• A minimum of five (5) years progressively responsible professional experience in programme
• or project administration, accounting, finance, budget and general administration is required.
• Experience in the administration of a broad range Financial Management Rules, Regulations, Policies, Practices and Procedures is required.
• Working experience with an Enterprise Resource Planning (ERP) system such as Oracle or SAP is required.
• Experience working with Trust Funds or donor funding is desirable.
• Experience with data analysis and reconciliations is desirable.
• Experience in an international organization such as the United Nations is desirable.
• Knowledge of UN financial rules and regulations, procedures, and oversight of internal operations is desirable.
• Experience with client relationship in international organizations, national governments and civil society is desirable.

Languages

• English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency English Language (Oral and Written) is required.
• Knowledge of French Language is desirable.