Job Opening

Posting Title: Finance and Budget Assistant, G6
Job Code Title: FINANCE AND BUDGET ASSISTANT
Department/Office: United Nations Office at Vienna
Duty Station: VIENNA
Posting Period: 05 September 2022 - 04 October 2022
Job Opening Number: 22-Finance-UNOV-190145-R-Vienna (O)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Org. Setting and Reporting

This position is located in the Financial Resources Management Service (FRMS), Division for Management (DM) at the United Nations Office at Vienna (UNOV). The incumbent will report to the Chief of Financial Resources Management Service and to the Finance Officers reporting directly to the Chief.

Responsibilities

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

Systems:
• Provide help-desk functions and act as focal point for FRMS iNeed tickets and distribute them to the respective functional experts in FRMS. Resolve non-technical issues, respond to end-user queries and escalate as necessary. Prepare FAQs as necessary.
• Maintain, update and improve the FRMS online customer service applications, including the FRMS intranet pages (on iSeek and the Client Support Portal). Support monitoring and updating of delegations of authority and the in-house Enterprise Resources Planning application (SAP/Umoja) roles.
• Handle Microsoft SharePoint accesses and folders managed by the office of the Chief, also ensuring files are up-to-date.
• Assist in coordinating training sessions and in developing course materials when necessary.

Financial:
• Scrutinize source documents for completeness, accuracy and validity of charges.
• Investigate erroneous charges and take appropriate corrective accounting actions.
• Reconcile and review suspense accounts and ensure that proper clearance procedures have been followed.
• Extract details from the accounting system as required for analysis or reporting.
• Assist in analysing budget availability and monitor expenditures to ensure they remain within authorized levels, in particular for the FRMS budget, and propose adjustments as necessary.
• Prepare supporting documents (narrative and supporting tables) with respect to budget reviews, finance analysis, donor/project reports, and other related matters.
• Undertake research and provide support with respect to budget and finance matters, such as reviews by relevant intergovernmental and expert bodies and ad-hoc reporting required by the office of the Chief.
• Prepare relevant statistical data and finance reports for the office. Co-ordinate with other finance and budget staff on related issues during preparation of budget and finance reports.

Administrative:
• Assist in the preparation, review and follow up of the office’s administrative processes; coordinate and schedule meetings as necessary; draft or prepare correspondence on related matters.
• Keep up to date on documents/reports/guidelines that have a bearing on matters related to audit, oversight, Enterprise Risk Management, Statement of Internal Controls and other topics related to the functions of the office.
• When required, provide guidance, training and daily supervision to other general service staff in the area of responsibility.
• Act as the FRMS focal point for issues such as staff development and training matters, space allocation, as necessary.
• Support the Professional staff in the office of the Chief.
• Perform other work related duties as assigned.

Support to coordination roles:
• Support the work of the office on audit and oversight, Enterprise Risk Management (ERM), Statement of Internal Controls (SIC) and other related matters. Support the related coordination roles and staff in the Office and serve as backup to those roles as necessary.
• Provide logistical support to visiting audit bodies, including arranging for access to the UNOV office (Vienna International Centre), office space and equipment, access to required databases.
• Support in scheduling meetings (online/in-person) requested by auditing bodies with UNOV/United Nations Office on Drugs and Crime (UNODC) managers and staff.
• Support the processing, tracking and follow-up of auditors’ requests for documents and information.
• Support the review of managers’ responses to recommendations and highlight issues or incomplete information and ensure coherence with recommendations and decisions.
• Support the follow up and processing of audit reports as necessary.
• Support the review and processing of audit documents and initiate follow up actions for outstanding recommendations.
• Support the monitoring of actions taken by concerned offices on accepted audit recommendations, review of documentary evidence and preparation of updates to auditing bodies.
• Support the work on ERM updates for DM, compiling and reviewing input, coordinating responses for Risk Register development and acting as focal point for specific FRMS/DM risks.

Competencies

• Professionalism: Ability to apply knowledge of various financial and administrative rules and regulations to work situations. Has good coordination skills and can identify a range of issues/problems and demonstrate initiative to contribute to their resolution. Demonstrates solid accounting understanding and knowledge. Ability to extract, interpret, and analyse a wide variety of data and to resolve data discrepancies and other 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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas 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. Accounting courses are desirable.

Job - Specific Qualification

An accounting education or certificate is desirable

Passing the Global General Service Test (GGST) is a prerequisite, i.e. is required, 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.

The GGST is a proctored entry-level examination at the duty station. Any travel expenses incurred in order to take the examination are the responsibility of the candidate and will not be reimbursed by the Organization.

Having passed the Administrative Support Assessment Test [in English] at the United Nations headquarters, Economic Commission for Africa, Economic and Social Commission for Western Asia, United Nations Office at Geneva, United Nations Office at Vienna, International criminal tribunal for Rwanda or International Criminal Tribunal for the former Yugoslavia may be accepted in lieu of the GGST.

Work Experience

A minimum of seven years of work experience in accounting, finance, budget or related area is required.

Work experience with financial or an Enterprise Resources Planning (ERP) system is required.

Experience in applying accounting principles is required.

From the minimum years of experience, a minimum of two years of work experience in accounting is desirable.

Experience with large spreadsheets and Excel functions, Power Point, Sharepoint and word processing applications is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Knowledge of another official United Nations language is an advantage.

Assessment

Evaluation of qualified candidates may include an assessment exercise and a 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. Non-local candidates will be considered only when no suitable candidate from the duty station is identified and will be subject to local recruitment. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.

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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