Senior Finance and Budget Assistant

Org. Setting and Reporting

This position is located in the Office of the High Representative for the Least Developed Countries, Landlocked Developing Countries and Small Island Developing States (UN-OHRLLS). Subprogramme 1 of the Office is mandated to mobilize and coordinate international support and resources for the effective implementation of the Programme Action for the Least Developed Countries, enhance its monitoring and follow up and raise awareness and advocate with respect to the special needs of least developed countries. The incumbent reports to the Senior Programme Management Officer, Subprogramme 1, under the overall guidance of the Chief. 

Responsibilities

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

Budget:

• Undertakes reviews, analyses and preparation of the annual programme plan and its revisions.
• Reviews, analyses and assists in the finalization of cost estimates and budget proposals, in terms of staff and non-staff requirements, including programmatic aspects; ensures compliance with the annual programme plan and other legislative mandates.
• Assists managers in the elaboration of resource requirements for budget submissions.
• Undertakes research and provides support to higher level senior management with respect to budget reviews of relevant intergovernmental and expert bodies.
• Provides input into the preparation of allotments, including redeployment of funds when necessary, ensuring appropriate expenditures.
• Monitors budget implementation/expenditures and recommends reallocation of funds as necessary.
• Reviews requisitions for goods and services to ensure (a) correct objects of expenditure have been charged, and (b) availability of funds.
• Monitors extra-budgetary resources, including support for review of agreements and cost plans, ensuring compliance with regulations and rules and established policies and procedures.
• Assists managers in preparation of project proposals and related reporting of project implementation.
• Assists in the preparation of budget performance submissions.
• Assists in 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.

General Administration:

• Reviews consultant and individual contractor requests for compliance with relevant administrative instructions and ensures timely submission of request to service provider for approval.
• Provides assistance in drafting of host country agreements, budget agreements, or contributions for grants or other activities as appropriate.
• Identifies and resolves diverse issues/problems as they arise and determines appropriate actions.
• Coordinates extensively with service units in DMSPC, DOS and OLA and liaises frequently with internal team members both at Headquarters and in the field.
• Performs other related administrative duties, as required (e.g., operational travel programme, monitoring accounts and payment to vendors and individual contractors for services, low value procurement, physical space planning and the identification of office technology needs and maintenance of equipment, software and systems, organize and coordinate seminars, conferences and translations).
• 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.
• Assists with visualizations and updating information material such as web pages or brochures.
• Supports management during audits and reviews by oversight bodies.
• Acts as conference pay master during international conferences, meetings, etc. as delegated by the head of entity.

Contract Administration

• Assists with day-to-day administration of contracts between the 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.
• Processes the payment of contractors’ invoices and monitor payments.
• Prepares and processes all UN forms and permissions for contractual and work Unit, Section or Service UN staff, including: UN grounds passes, property passes, UN parking permits, swipe-card access and door keys.

Education

• High school diploma or equivalent is required.

Work Experience

• A minimum of ten years of experience in finance, budget, accounting, administrative services or related area is required. The minimum years of relevant experience is reduced to eight years for candidates who possess a first-level university degree or higher. Experience as a user of an Enterprise Resource Planning system (ERP), or similar system, 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/242825?language=en