Finance And Budget Assistant

Org. Setting and Reporting

This position is in the Accommodation Management Unit under the Service Delivery Pillar of the United Nations Mission in South Sudan (UNMISS), Juba. The incumbent will report to the Chief Accommodation Management Unit (AMU) or his/her delegate; tasked to allocate, track Accommodation, Rent deductions and Recoveries in the Mission.

Responsibilities

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

• Develops, updates, and maintains location-wise, staff and accommodation database; updates it on weekly basis with check in and check out forms received from Camp Receptions and FAOs/Field Offices.
• Ensure that accurate and complete data of accommodation and occupants are always available, regularly reported/submitted to concerned Finance Office and that internal control systems affecting correct and timely rent recoveries are functioning and that all relevant records are archived.
• Analyzes and monitors rent recoveries; reviews/evaluates accommodation occupancy reports from Camp Reception and Field Offices; identifies problem areas; changes in status (single/sharing) or any irregularities in related documents/forms and rent recoveries and resolves them in a timely and effective manner.
• Prepares and submits (by 20th of the month) to Office of Chief Service Delivery, a complete overview of financial reports on rent recoveries made during the preceding month, showing payments made in cash to UNMISS Budget and Finance Section, (separate for Non-UNMISS, Civilian Contractor/Vendors, Transit Accommodation); rent recovered by RSCE from IIC, IUP & GPPs, UNV Programme Manager, Contractors; and NY Payroll from Civilian International Staff.
• 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 Finance/Budget Officers(s) 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 Finance/Budget Officer(s).
• Assists in the development of resource requirements for budget submissions and the preparation of budget performance submissions.
• Researches/compile data and other information required by the Finance Budget Officer(s) in the review and analysis of relevant proposals.
• Consolidates data and provides support to Finance/Budget Officer(s) with respect to budget reviews of relevant intergovernmental and expert bodies.
• Assists the Finance/Budget Officer(s) in the preparation/finalization of budget performance reports, performing a preliminary analysis of variances between approved budgets and actual expenditures.
• Prepares pre-encumbrances and obligations in SAP/ERP and reviews them to ensure that funds are available, and the correct account has been used.
• 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 the Finance/Budget Officer(s) 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 the Finance/Budget Officer(s) in the issuance of allotments and related staffing table authorizations.
• Analyses accounts and reviews/evaluates regular transactions of Rent Recovery in the Rent Recovery Management Cell. Identifies problem transactions and irregularities in related accounts, resolving them in a timely and effective manner.
• Co-ordinates with other finance and budget staff on related issues during preparation of budget reports.
• Verifies and prepares less complex payments to third parties, commercial entities, and individuals, with respect to the settlement of certified death and disability, contingent-owned equipment, stores, pay and allowances, and letters of assist claims.
• Prepares payment requests for final disbursement by Cashier.
• Assists staff members, Fund Management Officers, and donors regarding queries on payment and deposit-related issues.
• 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 inquiries related to relevant financial and budget matters.
• Maintains and keeps up-to-date files.
• Provides administrative support to the Head of the organizational unit and/or Finance/Budget Officer(s), as required.
• Performs other related duties as assigned.

Education

• High school diploma or equivalent is required.

Job – Specific Qualification

• Technical training in Finance, Budget, Human Resources Management or Administration is required.

Work Experience

• A minimum of five (5) years of progressively responsible professional experience in accounting, finance or budget is required. The minimum years of relevant experience is reduced to three (3) for candidates who possess a first-level university degree or higher. At least two years of experience in the administration of payroll, rental recoveries or other staff related entitlements is required. Experience with SAP, PeopleSoft or similar ERP systems is desirable. Experience with other international organizations 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.

Source: https://careers.un.org/jobSearchDescription/247941?language=en