Senior Financial Management Assistant
Job Opening
Job Opening ID: 225597
Job Network : Management and Administration
Job Family : Finance
Category and Level : General Service and Related Categories, G-7
Duty Station : VIENNA
Department/Office : United Nations Office on Drugs and Crime
Date Posted : Jan 12, 2024
Deadline : Feb 10, 2024

Org. Setting and Reporting
The post is located in the Office of the Director, Division for Treaty Affairs (OD/DTA) of the United Nations Office on Drugs and Crime (UNODC), in Vienna. The incumbent will work under the overall guidance of the DTA Director and direct supervision of the Programme and Policy Officer in the same office.

For more information on UNODC, please visit the website: www.unodc.org
Responsibilities
Within assigned authority, the incumbent will perform the following specific duties:

Financial management
o Act as main certifying officer for the Office of the Director and as an alternate for other regular budget and extra budgetary accounts of DTA and assist the Director in the implementation of the Delegations of Authority (DoA) and in the regular monitoring and review of the DoA portal;
o Ensure divisional oversight for all DTA’s accounts and compliance with the United Nations Financial Rules and Regulations, as well as with established policies and procedures;
o Provide assistance in the interpretation of budget guidelines; identify budgetary and general administrative issues/problems, as they arise, and advise the Director and the Programme and Policy Officer on appropriate course of action;
o Support the DTA Director and the Programme and Policy Officer in the elaboration of budget estimates and resource requirements for the Division by generating and analysing the required SAP (Umoja) financial reports and by preparing tables and charts to help determine and detail financial requirements in line with the strategic framework and other legislative mandates;
o Serve as a main focal point responsible for ensuring coordination of activities related to the preparation and planning of DTA’s Programme and Consolidated Budget submissions, throughout their respective cycles, including by supporting the Director at the Advisory Committee on Administrative and Budgetary Questions (ACABQ), Committee for Programme and Coordination (CPC) and 5th Committee hearings;
o Maintain a complete overview of DTA financial resources (Regular Budget, Special Purposes and Programme Support Costs); Monitor and control budgetary allocations through regular reviews; check periodically status of allotments and un-liquidated obligations, identify deviations from plans, report discrepancies and propose redeployments when necessary and follow-up measures, as required;
o Review, analyse and consolidate DTA’s budget submissions and financial projections, verify accuracy of data provided, liaise closely with the Financial Resources Management Section (FRMS), and ensure follow-up on the comments provided;
o Monitor extra-budgetary resources, including review of agreements, grants and their expiry, as well as cost plans, ensuring compliance with regulations and rules and established policies and procedures;
o Act as the main focal point for preparation of analytical reports on expenditure projections, financial statements etc. on the various source of funding, and present them in a form that is meaningful to non-specialists;
o Develop and maintain internal oversight databases/recording tools to monitor, track and record expenditure and keep comprehensive overview on DTA cost centers;
Overall administration and support for divisional management and coordination
o Provide general office assistance and support the Programme and Policy Officer in the coordination of various administrative tasks, as they relate to the internal business process, oversight and quality assurance within the Division, including preparation of DTA Workplans and reporting thereof.
o Assist with the collection and analysis of data needed for the purpose of planning and decision-making and for the preparation of presentations, speeches and reports. Keep up-to-date on procedures and guidelines that have a bearing on programme management and budgetary matters;
o Assist the Drug Control and Crime Prevention Officer (Human Rights) at the Office of the Director in the financial management and oversight of the interdivisional resources allocated on human rights activities;
o Provide guidance, training and daily coaching to other finance and programme staff in DTA Branches and Secretariats and assist in the setting up, monitoring and closing of budgets, including co-financing, in line with the offices’ respective portfolios;
o Liaise regularly with the relevant teams in the Division for Management for the preparation of DTA’s budget documents, procurement plans and projected requirements for conference services and related documentation;
o Serve as focal point for the implementation of Integrated Planning, Management and Reporting solution (IPMR) and the Grantor Module in Umoja. Review post incumbency reports and update cost distributions ensuring correct coding blocks are used.
o Prepare data for internal and external audits and follow-up on audit recommendations;
o Independently provide full range of programme project management and implementation assistance at all phases of the programme/project cycle for, typically, a large and highly complex component of the divisional programme/project initiatives, seeking guidance only in exceptional circumstances.
o Perform other work-related duties as assigned.
Competencies
Professionalism:
Knowledge of, and ability to apply financial rules, regulations and procedures in the UN environment. Ability to perform a broad range of administrative functions within the Office of the Director. Has knowledge, skills and ability to extract, interpret, analyse and format data across the full range of finance and budget functions, including database management. Has knowledge of the mandates of UNODC and the intergovernmental processes governing its treaty bodies. Has ability to identify and resolve data discrepancies and operational problems. Has conceptual analytical and evaluative skills to conduct independent research and analysis. Is familiar with the UN Budget cycle. Has the ability to perform analysis, modeling and interpretation of data in support of decision making. Has ability to apply judgment in the context of assignments given, plan own work and manage conflicting priorities. 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.

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.

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 processes; meets timeline for delivery of products or services to client.
Education
High school diploma or equivalent is required.
Job – Specific Qualification
A technical or vocational certificate in accounting, finance, budget and related field is desirable.

Work Experience
A minimum of ten (10) years of progressively responsible experience in administration, the field of finance, budget, accounting operations, procedures and practices or other related field is required. The minimum years of relevant experience is reduced to eight (8) years for candidates who possess a first-level university degree or higher.

Demonstrated proficiency and experience in grants, projects and fund management applications, is required.

Experience as a certifying officer and in working with an Enterprise Resources Planning (ERP) software, such as Umoja, in finance and budget modules, and in customization of Business Intelligence reports is required.

Experience in processes and procedures related to travel, procurement and financial matters is desirable.

Experience in regular budget preparation and submissions to ACABQ, CPC and 5th Committee is desirable.

Work experience with the United Nations system or similar international organizations is desirable.
Languages
English and French are the working languages of the United Nations Secretariat. For this position, fluency in English is required. Knowledge of another United Nations official language is an advantage.