Finance and Budget Assistant

Org. Setting and Reporting

This position is located in the Office of the Director, Finance Division, the Office of Programme Planning, Finance and Budget (OPPFB), Department of Management Strategy, Policy and Compliance (DMSPC). The Finance & Budget Assistant reports to the Deputy Controller/Finance Director. The Finance Division is responsible for securing the financing of the Organization’s expenses, pursuant to Article 17 of the Charter of the United Nations, and to ensure sound, effective and efficient integrated financial management of and reporting on United Nations resources, supported by a strong internal control environment.

Responsibilities

Responsibilities: Within delegated authority, the Finance & Budget Assistant will be responsible for the following duties: Budget: • Provides support with respect to the review, analyses and preparation of the programme plan and its revisions. • Prepares supporting documents (narrative and supporting tables) with respect to finalization of cost estimates and budget proposals, in terms of staff and non-staff requirements. • Assists Deputy Controller/Finance Director in the elaboration of resource requirements for budget submissions, as well as preparation for intergovernmental hearings. • Undertakes research and provides support to Deputy Controller/Finance Director with respect to budget reviews of relevant intergovernmental and expert bodies. • Monitors expenditures and compares with approved budget; prepares adjustments as necessary. • Assists in preparation of budget performance submissions and finalization of budget performance reports, analysing variances between approved budgets and actual expenditures. • Verifies accuracy of input data, ensuring consistency of data in previous allotments/appropriations to new allotments/appropriations issued. • Co-ordinates with other finance and budget staff on related issues during preparation of budget reports and during internal and external audits. • Prepares requests to Controller’s Office and OUSG/DMSPC on budgetary and liquidity proposals, as well as movement of funds. Finance: • Scrutinizes source documents for completeness, accuracy and validity of charges • Communicate with UN entities regarding missing documentation or any other issues related to discrepancies between their accounts and those maintained at Headquarters. • Reconcile and reviews accounts and ensures proper clearance procedures have been followed. • Extract details of income, expenditure, assets and liability from accounting analyze and verify accuracy and validity. • Reviews and consolidates data into financial statements. • Assist with the monitoring of expenditures to ensures they remain within authorized levels. • Reviews various accounting transactions, e.g., payroll, education grants, final payments, income tax returns, travel claims, etc., to ensure correctness of disbursements and adherence to relevant staff rules, financial regulations and rules, ST/AI issuances or practices. • Drafts/prepares memoranda and/or cables to offices, departments and other duty stations to respond to enquiries in respect to relevant financial audit, treasury and financial policy matters. General: • Keeps up-to-date on documents/reports/guidelines that have a bearing on matters related to programme, ensuring compliance with intergovernmental recommendations and decisions as well as with United Nations policies and procedures. • Accompanies Deputy Controller/Finance Director to intergovernmental hearings and meetings, as appropriate, to ensure timely follow up action. • Maintain and keep up-to-date files stored in filing systems on important budget, financial audit and policy, human resources-related and treasury records in the Office of the Deputy Controller/Finance Director. • May be responsible for providing guidance and, training and daily supervision to other general service staff in the area of responsibility. • Reviews routine correspondence, including the inbox of the Office of the Finance Director, to coordinate responses to enquiries in respect to relevant budget, finance, financial policy and audit matters. • Coordinates extensively with OPPFB service units and liaises frequently with internal team members at Headquarters and in the field, as well as UN system-wide entities and other third parties on finance-related issues • Assists in the coordination and preparation of background material for talking points, briefing notes and presentations, as well as recruitment taskings, as requested by the Deputy Controller/Finance Director. • Assists with the collection and analysis of data, as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making. • Performs other related duties, as assigned.

Competencies

• Professionalism: Ability to perform a broad range of functions, e.g., budget/work programme, administrative, human resources, database management, etc. Ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations. 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. Able to perform analysis, modelling and interpretation of data in support of decision-making. • 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. • 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.

Job – Specific Qualification

Not available.

Work Experience

A minimum of seven years of experience in finance, budget, accounting, administrative services or related area is required. The minimum years of relevant experience is reduced to five years for candidates who possess a first-level university degree or higher. Experience in the use of information technology programs related to spreadsheets, databases and word processing, is required. Experience in the use of enterprise resource planning systems (such as SAP) is desirable. Experience working with the United Nations or large international organization systems and procedures as they relate to the Financial Regulations, Rules and procedures 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 post is financed by regular budget. Appointment or assignment against this position is for an initial period of one year. The appointment or assignment and renewal thereof are subject to the availability of the post or funds, budgetary approval or extension of the mandate. 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.

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.