Org. Setting and Reporting

This position is located in the Resource Planning and Analysis Section (RPAS) of the Division for Special Activities (DSA) in the Department of Operational Support (DOS). A core role of the Division is to lead the Departments efforts to further develop and enhance the Secretariat’s existing global operational support architecture and within that RPAS works to support operational support solutions that deliver value for money and ensure resource stewardship. Its work has a focus on strong programme management and coordination, data driven analysis of major resourcing drivers and practices, the development and maintenance of operational support resourcing standards, cost recovery mechanisms, harmonized operational processes and performance measures and the comprehensive integration of financial and operational aspects into solutions developed. The Finance and Budget Assistant will report to the Programme Management Officer and Office of the Director.

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 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 attention. • 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 in the review and analysis of relevant proposals. • Consolidates data and provides support with respect to budget reviews of relevant intergovernmental and expert bodies. • Assists in the preparation/finalization of budget performance reports, performing preliminary analysis of variances between approved budgets and actual expenditures. • Assists in drafting the initial versions of the Financial Aspects section of the Secretary-General’s reports to the Security Council, draft resolutions and Reports of the Fifth Committee for peacekeeping operations and the Annotated Agenda for peacekeeping items. • Assists with data input in the budget instructions for peacekeeping operations. • Assists in the financial backstopping of trust funds, including monitoring the status of voluntary contributions, generating expenditure reports from IMIS and monitoring reporting requirements by donors. • Assists 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. • Reviews draft reports, verifying overall accuracy, consistency and uniformity in the presentation, and ensuring comprehensiveness and compliance with the format prescribed by the Editorial and Documents control of GACM; cross-checks consistency of figures in tables with the text of the reports, and verifies references to other reports and documents, bringing errors to the attention of the concerned officer or team; ensures that all necessary corrections are incorporated in the reports; co-ordinates with other finance and budget staff on related issues during preparation of budget reports. CLAIMS: • Verifies and prepares less complex payments to third parties, commercial entities, and individuals, with respect to settlement of certified death and disability, contingent-owned equipment, stores, pay and allowances, and letters of assist claims. TREASURY: • Reviews incoming payment instructions with regard to banking details and sources of funds. • Prepares payments for final disbursement by Cashier. • Dispatches payment instructions and cheques to banks. • Creates receipts and deposits for all incoming funds. • Notifies payees of status of payments. • Assists staff members, Fund Management Officers and donors regarding queries on payment and deposit-related issues. • Identifies and annotates bank account movements. • Files and archives documentation as required. 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. • Prepares analytics, using reporting platforms to monitor key performance indicators at the Division level and program level. • Drafts routine correspondence with respect to enquiries related to relevant financial and budget matters. • Use of Umoja Integrated Planning, Management and Reporting (IPMR) solutions that integrate Strategic Management, Budget Formulation and Project System, to enable programme managers to plan and monitor substantive work and resources, based on defined activities, tasks and timetables. • Maintains and keep up-to-date files. • Prepare reports to provide insights to help monitor and assess overall performance against established targets. • Provides administrative support to the Director and/or programme 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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work. • COMMUNICATION: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed. • 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.

Education

High school diploma or equivalent.

Job – Specific Qualification

Not available.

Work Experience

• A minimum of five years of experience in finance, budget, accounting, administrative services or related area is required. The minimum years of relevant experience is reduced to three (3) years for candidates who possess a first-level university degree or higher. • Experience in the use of dashboards, information technology programs related to monitor and reporting is required. • Experience with Financial Regulations, Rules and procedures of the United Nations or similar international organization is desirable. • Experience in the use of Enterprise Resource Planning (ERP) systems, such as Umoja, SAP or equivalent is desirable. • Experience with preparing internal and external audit responses and budget committee inquiries is desirable. • One year or more of experience in data analytics or related area is desirable.

Languages

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

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

Special Notice

• Appointment or assignment against this position is for an initial period of one year. • Applicants, who successfully go through a competitive recruitment process and are recommended for selection and/or inclusion in the roster of pre-approved candidates for subsequent job openings at the same level and with similar functions, may have their application information and roster status shared with other UN Organizations. Such applicants may be contacted by other UN Organizations for similar job openings, subject to the confirmation of their interest. Placement on the roster is no guarantee of a future selection. • 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.