Org. Setting and Reporting

This position is located in Department of Management Strategy, Policy and Compliance (DMSPC), Office of Programme Planning Finance and Budget (OPPFB), Programme Planning and Budget Division (PPBD). The Senior Budget Assistant reports to the Director of PPBD.

Responsibilities

Within delegated authority, the Senior Budget Assistant will be responsible for the following duties: Budget: • 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 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 Finance & Budget Officers with respect to budget reviews of relevant intergovernmental and expert bodies. • Maintains the schedule of reports and related deadlines, including any adjustments. Monitors submissions from client Departments; validates completeness and compliance within broad parameters contained in the budgetary guidance. • Coordinates the extraction and collection of simple information necessary to respond to queries from client departments and intergovernmental and expert bodies; keeps statistics related to the support to client departments and review bodies up-to-date. • Supports staff performing budgetary transactions and utilizing budgetary systems, including allotments, redeployments of funds and position actions. • 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 review of agreements and cost plans, ensuring compliance. • Assists in the preparation of budget performance submissions. • Assists in finalization of budget performance reports, analysing variances between approved budgets and actual expenditures. • Co-ordinates with other finance and budget staff on related issues during preparation of budget reports. General: • Provides administrative support to Head of Division and/or Finance/Budget Officer(s), as required. • Coordinates various actions related to the administration of the unit’s human resource activities, e.g., recruitment, performance appraisal, job classification requests, training etc., ensuring consistency in the application of UN rules and procedures. Liaises with central administration/executive services as required. • Manages the day to day operations of the Division by providing administrative support and coordination to deal with the evolving requirements of the Division and performs related administrative duties, as required (e. g. physical space planning, recruitment, time/attendance, contractual services supplies and equipment, etc). • Keeps up-to-date on documents/reports/guidelines that have a bearing on matters related to programme and/or peacekeeping budgets, ensuring compliance with intergovernmental recommendations and decisions as well as with United Nations policies and procedures. • Keeps abreast of support work being performed by other budget and finance assistants, and seeks and proposes solutions that streamline the work including by advocating for higher degree of automation while minimizing opportunities for error. • Coordinates with other finance and budget staff to assist and address any administrative and budgetary issues, as assigned. • Drafts or prepares correspondence to respond to enquiries in respect to relevant administrative, financial and budget matters. • Provides guidance, training and daily supervision to other general service staff in the area of responsibility. •Anticipates and addresses potential issues or concerns raised by clients, demonstrating empathy and a proactive approach to problem-solving. •Regularly communicates with clients to provide updates on project progress, address inquiries, and solicit feedback to ensure continuous improvement and client satisfaction. •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. • Performs other related duties, as assigned.

Competencies

Professionalism: Knowledge of, and ability to apply financial rules, regulations and procedures in the United Nations environment. Knowledge, skills and ability to extract, interpret, analyse and format data across the full range of finance and budget functions, including programme development and database management, claims and treasury operations. Ability to identify and resolve data discrepancies and operational problems. The ability to perform analysis, modeling and interpretation of data in support of decision-making. 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. 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 is required.

Job - Specific Qualification

Not available.

Work Experience

A minimum of ten (10) years of experience in budget/finance, administrative services or related area 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. A minimum of three (3) years of experience inputting and exporting data from an Enterprise Resource Planning (ERP) system, such as Umoja or similar, is required. A minimum of two (2) years of experience in supporting recruitment processes in a large organization is required. Experience in drafting and preparing correspondence related to relevant financial and budget matters is desirable. Experience working with large data sets is desirable. Experience in engaging with clients, addressing inquiries, and providing solutions in a timely manner, in a front office environment, is desirable. A minimum of one (1) year or more of experience in data analytics or related area is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the position 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 which may 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. Applicants for positions in the General Service and related categories must be authorized to work for the United Nations in the duty station where the position is located. Eligible applicants selected from outside the duty station are responsible for any expenses in connection with their relocation to the duty station. Staff members subject to local recruitment are not eligible for 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.

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. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile 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.