Job Opening

Posting Title: Finance and Budget Assistant (two positions), G5
Job Code Title: FINANCE ASSISTANT
Department/Office: Department of Political Affairs
Duty Station: NEW YORK
Posting Period: 16 November 2017 - 15 December 2017
Job Opening Number: 17-Finance-DPA-83434-R-New York (O)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
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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. 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; or the United Nations Accounting or Statistical Assistant Examination at the United Nations Headquarters may be accepted in lieu of the GGST.

Org. Setting and Reporting

These positions are located in the Executive Office, Department of Political Affairs (DPA) in headquarters. The Executive Office provides administrative, managerial and programme support necessary for the implementation of the mandated activities of DPA as well as provides administrative and logistical support to a number of special representatives and envoys of the Secretary-General and to special political missions. The Finance & Budget Assistant report to the Finance & Budget Officer.

Responsibilities

Within delegated authority, the Finance & Budget Assistant will be responsible for the following duties:
Budget:
•Assist 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 special political missions administered by DPA
•Support the Finance/Budget Officers(s) 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 for the attention of the Finance/Budget Officer(s).
•Assist in the development of resource requirements for budget submissions and in the preparation of budget performance submissions for special political missions administered by DPA
•Research/compile data and other information required by the Finance Budget Officer(s) in the review and analysis of relevant proposals.
•Consolidate data and provide support to Finance/Budget Officer(s) with respect to budget reviews of relevant intergovernmental and expert bodies.
•Assist the Finance/Budget Officer(s) in the preparation/finalization of budget performance reports, performing preliminary analysis of variances between approved budgets and actual expenditures.
•Monitor expenditures and compare with approved budget; propose adjustments as necessary;
•Monitor obligations (fund commitments) and propose action to be taken in compliance with UN financial rules and regulations.
•Assist in year closing activities including the IPSAS year-end compliance requirements.
•Assist in preparation of monthly and quarterly status of funds reports to substantive officers, respond to queries and provide information regarding administrative procedures, processes and practices;
•Assist the Finance/Budget Officer(s) with data input in the budget instructions for Special Political Missions.
•Prepare low value purchase orders
•Process the communications charges and coordinate with travel claim unit for disbursement
•Prepare shopping cart and coordinate with procurement division for purchase order issuance
•Prepare the service entree sheets for payment to various vendors
•Prepare good/service receipts in UMOJA ensuring that service/good have been received as per purchase order and invoice
•Assist the Finance/Budget Officer(s) in the issuance of allotments and related staffing table authorizations.
•Verify accuracy of input data, ensuring consistency of data in previous allotments to new allotments issued.

Claims:
•Review, analyse, verifies and prepares payments to staff, third parties, commercial entities, and individuals, with respect to special service agreement allowances, travel claims, communications charges.
•Assist staff members and non-staff members, Fund Management Officers queries on payment and deposit-related issues.

General:
•Keep 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 United Nations policies and procedures.
•Draft routine correspondence with respect to enquiries related to relevant financial and budget matters.
•Maintain and keep up-to-date files.
•Provide administrative support to the Head of the organizational unit and/or Finance/Budget Officer(s), as required.
•Perform other related duties, as assigned.

Competencies

•Professionalism: Knowledge of, and ability to apply financial rules, regulations and procedures in the UN environment. Ability to maintain accurate records, review and interpret a wide variety of data. Ability to identify and resolve data discrepancies and operational 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.
•Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.
•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.

Education

High school diploma or equivalent.

Work Experience

A minimum of five years of experience in finance, budget, accounting, administrative services or related area. Experience working with spread sheet software, such as Microsoft Excel or equivalent is required. Experience working with database software, such as Microsoft Access or equivalent is desirable. Experience working with an Enterprise Resource Planning (ERP) system such as SAP, Umoja or similar is required. Experiences preparing budget and performance reports for an international organisation is desirable. Experience with the administration of trust funds 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 desirable.

Assessment

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

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, including but not limited to, respect for international human rights and humanitarian law. Candidates may be subject to screening against these standards, including but not limited to, whether they have committed or are alleged to have committed criminal offences or violations of international human rights law and international humanitarian law.

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.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the At-a-Glance on "The Application Process" and the Instructional Manual for the Applicants, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.

The screening and 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, including but not limited to, their education, work experience, and language skills, according to the instructions provided on inspira. Applicants will be disqualified from consideration if they do not demonstrate in their application that they meet the evaluation criteria of the job opening and the applicable internal legislations of the United Nations. Applicants are solely responsible for providing complete and accurate information at the time of application: 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 a reference-checking process to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at midnight (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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