Job Opening

Posting Title: FINANCE AND BUDGET ASSISTANT, G6
Job Code Title: FINANCE AND BUDGET ASSISTANT
Department/Office: United Nations Office at Geneva
Duty Station: GENEVA
Posting Period: 16 June 2021 - 15 July 2021
Job Opening Number: 21-Finance-UNOG-155914-R-Geneva (E)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
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Org. Setting and Reporting

This position is located in the Strategic Heritage Plan (SHP), UNOG and is under the direct supervision of the Budget and Cost Management Officer (SHP).

Responsibilities

Under the direct supervision of the Budget and Cost Management Officer, Strategic Heritage Plan (SHP), the incumbent assumes the key finance and budget as well as administrative duties for the Strategic Heritage Plan:

Budget and Finance:
- Consolidates financial data received from various sources and provides support to higher-level SHP staff with respect to the preparation of the medium-term programme and budget plan and its revisions as well as budget reviews of relevant intergovernmental and expert bodies.
- Assists SHP management in the elaboration of resource requirements for budget submissions to the 5th Committee of the General Assembly.
- Undertakes research and prepares supporting documents (narrative, calculations and supporting tables) with respect to finalization of cost estimates and budget proposals, in terms of staff and non-staff requirements.
- Provides in-depth financial analyses to support the preparation of budget performance submissions and finalization of budget performance reports.
- Monitors status of expenditures and allotments through the Umoja ERP system and compares with approved budget, reviews budget variations and prepares adjustments as necessary.
- Independently monitors integrity of financial databases for cost and expenditure forecasting and reporting and Conducts periodic reconciliation of accounts (Umoja).
- Develops and maintains cost management databases by using applicable ERP and custom database software.
- Periodically monitors SHP funds liquidity status and bank account status and prepares cashflow projections with a view to ensure that :
(a) drawdowns of loan finance are promptly requested from the host government and
(b) the bank balance does not exceed the threshold above which the UN becomes liable for negative interest.
- Prepares statistical tables and standard financial reports.
- Monitors assets and equipment assigned to SHP staff and consultants in the Umoja system and updates records accordingly.
- Assists UNOG Finance with capitalization of assets under construction and final asset accounting transactions.
- Assists in preparation of Umoja Master Data and reports (Umoja ECC and Business Intelligence).
- Audits vendor invoices against the goods and services provided by the contractor and PO approved by the UN.
- Processes and monitors payments of vendors’ invoices and keeps auditable records of invoices.

General Administration:
- Prepares, processes and follows-up on administrative arrangements and forms related to the official travel of staff.
- Drafts and edits routine correspondence to respond to enquiries in respect of relevant administrative, financial, budget, cost management and audit matters.
- Assists in the verification of receipt and accuracy of requisite documents, approvals, signatures, etc. to ensure compliance with relevant legal, financial and other requirements.
- Periodically update the SHP Organizational Matrix by use of MS Visio and in close consultation with SHP Management.
- Keeps up-to-date on documents / reports / guidelines that have a bearing on matters related to programme administration and management, ensuring compliance with intergovernmental recommendations and decisions as well as with United Nations policies and procedures.
Performs other related administrative duties, as required, e.g. Maintenance of equipment, software and systems. organizing and coordinating administrative arrangements for seminars, conferences and translations.
- Provides administrative support to SHP senior staff on all administrative matters as required.
- Provides adequate back up to other assistants when needed.
- Performs any other task as required.

Contract Administration and Procurement:
- Raises and reviews requisitions for goods and services, low-value procurement requests as well as shopping carts and ensures (a) correct objects of expenditure have been charged, and (b) availability of funds is confirmed.
- Assists SHP Contract Management with day-to-day administration of contracts between the UN and external vendors.
- Request creation/update of vendors in the UMOJA Master Data and supplier databases.

Competencies

PROFESSIONALISM : 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.

TEAMWORK : Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

TECHNOLOGICAL AWARENESS : Keeps abreast of available technology; understands applicability and limitations of technology to the work of the office; actively seeks to apply technology to appropriate tasks; shows willingness to learn new technology.

Education

High school diploma or equivalent.

Work Experience

At least 7 years of experience in finance, accounting, budget, administrative services or related area is required.
Experience with the financial modules and supplier relationship modules of ERP systems, such as SAP or similar is required.
Experience in providing information/advice on financial and administrative procedures and the application of relevant rules and regulations is required.
Out of seven years of experience, three (3) years within the UN common 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 French is desirable.

Assessment

Evaluation of qualified candidates may include a written assessment exercise which may then be followed by competency based interview.

Special Notice

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.

Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application. Staff members who were granted a fixed-term, continuing or permanent appointment as a result of having passed a predecessor test recognized by the Office of Human Resources Management, and who have continuously held such appointments, are not required to take the new test.

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.

The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side 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.

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