Posting Title: FINANCE AND BUDGET ASSISTANT, G-5
Job Code Title: FINANCE AND BUDGET ASSISTANT
Department/ Office: United Nations Human Settlements Programme
Duty Station: NAIROBI
Posting Period: 17 July 2017-15 August 2017
Job Opening number: 17-FIN-UNHABITAT-81285-R-NAIROBI (E)
Staffing Exercise ID: N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
This position is funded for an initial period of one year and may be subject to extension.
Appointment against this post is on a local basis. External candidates will be considered only when no suitable internal candidate from the duty station is identified. The candidate is responsible for any travel expenses incurred in order to take-up the appointment. Staff members are subject to the authority of and assignment by the Secretary-General. All staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures. 1. All applicants are strongly encouraged to apply on-line as soon as possible after the job opening has been posted and well before the deadline stated in the job opening. On-line applications will be acknowledged where an email address has been provided. 2. If you do not receive an e-mail acknowledgement within 24 hours of submission, your application may not have been received. In such cases, please resubmit the application, if necessary. If the problem persists, please seek technical assistance through the Inspira 'Need Help?' link.
Recruitment for this position is done on a local basis. Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Service category in the United Nations Secretariat. Having passed the Administrative Assessment Support Test (ASAT) in English at Headquarters, ECA, ESCWA, UNOG, UNOV, ICTR, or ICTY may be recognized in place of the GGST, pending confirmation of validity.
Organizational Setting and Reporting
The United Nations Human Settlements Programme, UN-Habitat, is the agency for human settlements. It is mandated by the UN General Assembly to promote socially and environmentally sustainable towns and cities with the goal of providing adequate shelter for all. This position is located in the Management and Operations Division of UN-Habitat at the Nairobi duty station. Under the general guidance of the Programme Management Officer; the incumbent contributes to effective budget formulation/preparation, implementation, monitoring and safeguarding of the financial resources of the Organization by providing specialized assistance to more senior staff in the assigned areas of responsibility. The Finance & Budget Assistant reports to the Programme Management Officer in the Management and Operations Division of UN-Habitat and provides grant financial management services to offices/units.
Within delegated authority, the Finance & 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 Programme Management 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 Programme Management 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 Programme Management Officer in the review and analysis of relevant proposals.
- Consolidates data and provides support to Programme Management Officer with respect to budget reviews of relevant intergovernmental and expert bodies.
- Assists the Programme Management Officer in the preparation/finalization of budget performance reports, performing preliminary analysis of variances between approved budgets or donor agreements and actual expenditures.
- Prepares pre-encumbrances and obligations in UMOJA and review them to ensure that funds are available and the correct account has been used and funds are sufficient to cover the costs.
- Assists in the financial backstopping of trust funds, including monitoring the status of voluntary contributions, generating expenditure reports from UMOJA/IMIS and monitoring reporting requirements by donors.
- Assists the Programme Management 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 and cash availability in the Grant and compliance with the donors agreements
- Review outstanding commitments including the advances and expenditures reporting by implementing partners and ensure payments / liquidation, service entry sheet are raised in time and close unused balances on timely manner.
- Support Programme Management Officers in year-end closing data cleansing and Grant final closing activities.
- Verifies and prepares less complex payments to third parties, commercial entities, and individuals, with respect to settlement of certified death and disability, stores, pay and allowances, payroll computation, and others.
- Reviews incoming payment instructions with regard to banking details and sources of funds and charged against correct commitment documents.
- Prepares payments for final disbursement by UNON
- Creates receipts and deposits for all incoming funds.
- Notifies payees of status of payments.
- Assists staff members, Programme Management Officer and donors regarding queries on
payment and deposit-related issues.
- Identifies and annotates bank account movements.
- Files and archives documentation as required.
- 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 Head of the organizational unit and/or Programme Management Officer as required.
- Performs other related duties, as assigned.
- 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& 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.
High school diploma or equivalent. Must have passed the United Nations Administrative Support Assessment Test (ASAT) at Headquarters or an equivalent locally-administered test at Offices Away from Headquarters.
A minimum of 5 (five) years of experience in finance, budget, accounting, administrative services or related area is required. Experience in the administration of extra-budgetary, trust funds, grant management, experience working with Umoja or similar enterprise resource planning tools is desirable. Experience in project budget reviews and experience in maintaining and ensuring financial data quality in project databases and experience in Microsoft Excel and Word is an asset.
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.
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
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, including but not limited to, respect for international human rights and humanitarian law. Candidates may be subject to screening against these standards, including but not limited to, whether they have committed or are alleged to have committed criminal offences or violations of international human rights law and international humanitarian law.
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.
Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the At-a-Glance on 'The Application Process' and the Instructional Manual for the Applicants, which can be accessed by clicking on 'Manuals' hyper-link on the upper right side of the inspira account-holder homepage.
The screening and 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, including but not limited to, their education, work experience, and language skills, according to the instructions provided on inspira. Applicants will be disqualified from consideration if they do not demonstrate in their application that they meet the evaluation criteria of the job opening and the applicable internal legislations of the United Nations. Applicants are solely responsible for providing complete and accurate information at the time of application: 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 a reference-checking process to verify the information provided in the application.
Job openings advertised on the Careers Portal will be removed at midnight (New York time) on the deadline date.
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.
Source: UN Jobs
This article is culled from daily press coverage from around the world. It is posted on the Urban Gateway by way of keeping all users informed about matters of interest. The opinion expressed in this article is that of the author and in no way reflects the opinion of UN-Habitat.