Org. Setting and Reporting
This position is located in the Office of the Chief, Sourcing Support Service, Logistics Division, in the Office of Supply Chain Management, in the Department of Operational Support. (DOS). The Department of Operational Support was established to provide end-to-end operational support, advisory services and other solutions to operating entities across the Secretariat, including other departments, Offices Away from Headquarters, field missions, and regional commissions. The Office of Supply Chain Management includes the Office of the Assistant Secretary-General for Supply Chain Management, the Logistics Division, the Procurement Division, the Uniformed Capabilities Support Division, Global Service Centre, and the Enabling and Outreach Service. The Logistics Division performs a central role in the implementation of end-to-end supply chain management. It provides direction and advice on logistical matters; monitors and assesses the delivery of strategic transportation; and provides specialized support services and directs the delivery of transportation and specialist support services in the functional areas of air transport, ground transport, engineering, medical and supply, inclusive of fuel, rations, general supplies and security equipment. The Division also leads the global integrated supply chain planning to facilitate demand, source and delivery planning across all technical areas. The Division consists of the Office of the Director, Supply Chain Planning Service, Sourcing Support Service, Air Transport Service and Movement Control Section. The Finance Assistant reports to the Chief, Sourcing Support Service.
Responsibilities
Within limits of delegated authority, the Finance Assistant will be responsible for the following duties in support of the Chief, Sourcing Support Service: Budget and Finance: • 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. • Provides support 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. • 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. • Prepares pre-encumbrances and obligations in Umoja 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 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 Umoja and monitoring reporting requirements by donors. • 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 DGACM; cross-checks consistency of figures in tables with the text of the reports, and verifies references to other reports and documents, highlighting errors; 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. Contract Administration and Claims: • Assists with day-to-day administration of contracts between the United Nations (UN) and external contractors for outsourced services. • Audits the contractors’ invoices against the goods and services provided by the contractor and approved by the UN. • Verifies and prepares less complex payments to third parties based on contractors’ invoices,. General Administration: • Initiates, processes, monitors, reviews, and follows up on actions related to the administration of the Service’s human resource activities, e.g., recruitment, performance appraisal, job classification reviews, separation, training etc., ensuring consistency in the application of regulations and procedures. • Maintains and reviews the Service’s organizational chart and staffing tables; prints and reviews reports. • 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 UN policies and procedures. • Drafts routine correspondence and assists in drafting responses to oversight bodies, maintains relevant records and assists in tracking implementation. • Maintains and keep up-to-date files and supports the development of business intelligence dashboards. • Provides administrative support as required. • Performs other related duties, as assigned.
Competencies
• Professionalism: Knowledge of Microsoft Office 365 suite of programs. Ability to maintain accurate records, review and interpret a wide variety of data. Ability to identify and resolve data discrepancies and operational problems. Ability to perform data analysis and visually display analysis results. Contributes to business improvement and change management efforts. Ability to analyse, modelling and interpret data in support of decision-making. Ability to perform a broad range of administrative functions, e.g., budget/work programme, 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. • 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. • 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 five years of experience in administrative services, finance, accounting, audit, or related area is required. The minimum years of relevant experience is reduced to three years for candidates who possess a first-level university degree or higher. Experience in the use of Microsoft Office Suite, including Excel, Word, PowerPoint, Share Point and Microsoft Teams is required. Experience in preparing meeting notes, memoranda, talking points, drafting correspondences, presentations or equivalent is desirable Experience in providing administrative support to senior management in the United Nationals Common System, or comparable public sector institution, 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 a competency-based interview.
Special Notice
• This position is temporarily available for six months with a possibility of extension. 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. • Subject to the funding source of the position, the eligibility for this temporary job opening may be limited to candidates based at the duty station. • This temporary job opening may be limited to “internal candidates,” who have been recruited through a competitive examination administered according to staff rule 4.16 or staff selection process including the review of a central review body established according to staff rule 4.15. • This position is subject to local recruitment pursuant to Staff Role 4.4 of the United Nations Staff Rules. Applicants for General Service and related positions must be authorized to work in the country where the position is located. A staff member subject to local recruitment is not eligible for the allowances or benefits applicable to international recruitment. • 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. • Staff members are not eligible to apply for the current temporary job opening if they are unable to serve the specified duration of temporary need before reaching the mandatory age of separation. 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. • 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. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application.
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.