Org. Setting and Reporting
The position is located in the Finance Unit (FU), Country Based Pooled Fund (CBPF) Section, Pooled Fund Management Branch (PFMB), Financing and Partnerships Division (FPD), Office for the Coordination of Humanitarian Affairs (OCHA), New York. OCHA is the part of the United Nations Secretariat responsible for bringing together humanitarian actors to ensure a coherent response to emergencies. OCHA also ensures there is a framework within which each actor can contribute to the overall response efforts. OCHA’s mission is to mobilize and coordinate effective and principled humanitarian action in partnership with national and international actors in order to alleviate human suffering in disasters and emergencies; advocate the rights of people in need; promote preparedness and prevention and facilitate sustainable solutions.
Under the overall supervision of Senior Humanitarian Affairs Officer/Chief of Section, the incumbent reports to the Finance and Budget Officer/Head of Unit.
Responsibilities
Within delegated authority, the Finance and Budget Assistant will be responsible for the following duties:
• Prepares budget authority documents and allotment advices.
• Prepares pre-encumbrances and miscellaneous obligation documents to cover financial commitments of projects.
• Prepares payment invoices.
• Prepares background documents for financial cables (Financial Authorization) authorizing the United Nations Development Programme (UNDP) to incur expenditure.
• Records expenditures, clearance of allocations and advances.
• Assists Finance Officers with the review of interim and final financial reports and confirms the amounts of first as well as subsequent disbursements.
• Assists Finance Officers with the review of audit reports.
• Records and maintains project details in the project monitoring systems.
• Assists with the certification of Statement of Accounts.
• Provides support with respect to the review, analysis and preparation of the medium-term 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 managers in the elaboration of resource requirements for budget submissions.
• Undertakes research and provides support to higher level Finance and Budget Officers with respect to budget reviews of relevant intergovernmental and expert bodies.
• Monitors expenditures and compares with approved budget; prepares adjustments as necessary.
• Assists in the preparation of budget performance submissions and finalization of budget performance reports, analysing variances between approved budgets and actual expenditures.
• Monitors integrity of various financial databases.
• Verifies accuracy of input data, ensuring consistency of data in previous allotments to new allotments issued.
• Co-ordinates with other finance and budget staff on related issues during preparation of budget reports.
• Prepares request to Controller’s Office on redeployment of funds and to Finance section on movement of funds.
• Liaises with ASB, UNHQ, UNDP, Fund Managers and other partners regarding financial matters related to Country-Based Pooled Funds OCHA.
• Identifies and annotates bank account movements.
• Keeps up-to-date on documents/reports/guidelines that have a bearing on matters related to projects, ensuring compliance with intergovernmental recommendations and decisions as well as with United Nations policies and procedures, and the UN Financial rules and Regulations.
• Drafts or prepares correspondence to respond to enquiries in respect to relevant financial and budget matters.
• Maintain and keep up-to-date electronic files.
• May be responsible for providing guidance, training and daily supervision to other general service staff in the area of responsibility.
• Performs other related duties, as assigned.
Competencies
•PROFESSIONALISM: Knowledge of, and ability to apply financial rules, regulations and procedures in the UN environment. Knowledge, skills and ability to extract, interpret, analyse and format data across the full range of finance and budget functions, including programme development and database management, claims and treasury operations. 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 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.
•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.
Education
High school diploma or equivalent is required.
Work Experience
A minimum of seven (7) years of experience in finance, budget, accounting, administrative services or related area is required. The minimum years of relevant experience is reduced to five (5) for candidates who possess a first-level degree or higher.
Practical experience with Trust Funds, grants management, and preparation of Donor-related financial statements is required.
Experience with Umoja or other enterprise resource planning system is required.
Experience in the use of Grant Management system to manage the grant cycle is required.
Experience with the United Nations Common System, or other international organization in extra budgetary funding is desirable.
Experience within the UN Common System, or with a similar international organization in a humanitarian affairs context 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 French is desirable. 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
• This position is temporarily available until 19 February 2025. If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment.
• While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post.
• Staff members of the United Nations common system organizations who will reach the mandatory age of separation or retirement within the duration of the current temporary need period are not eligible to apply. Submitting an application or selection for the current temporary job opening does not delay or increase the mandatory age of separation.
• Retirees above the mandatory age of separation who wish to be considered for the current temporary job opening must indicate the reason for their last separation as “retirement.” Such retirees shall not be employed by the Organization, unless (a) the operational requirements of the Organization cannot be met by staff members who are qualified and available to perform the required functions; and (b) the proposed employment would not adversely affect the career development or redeployment opportunities of other staff members and represents both a cost-effective and operationally sound solution to meet the needs of the service.
• This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.
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.
How to apply
Apply here