FINANCE AND BUDGET ASSISTANT
- Organization: UN - United Nations
- Location: Geneva
- Grade: Administrative support - GS-5, General Service - No need for Higher Education - Locally recruited position
- Operations and Administrations
- Administrative support
- Banking and Finance
- Closing Date: Closed
Org. Setting and Reporting
The United Nations Environment Programme (UNEP) is the leading global environmental authority that sets the global environmental agenda, promotes the coherent implementation of the environmental dimension of sustainable development within the United Nations system and serves as an authoritative advocate for the global environment.
The overall objective of the UNEP's Economy Division is to encourage decision-makers in government, local authorities and industry to develop and adopt policies, strategies and practices and technologies that promote sustainable patterns of consumption and production, make efficient use of natural resources, ensure safe management of chemicals and contribute to making trade and environment policies mutually supportive. It promotes the development, use and transfer of policies, technologies, economic instruments, managerial practices and other tools that assist in environmentally sound decision making and the building of corresponding activities.
Special Programme on Institutional Strengthening (SPIS) aims to support institutional strengthening at the national level for implementation of the Basel, Rotterdam and Stockholm Conventions, the Minamata Convention and the Strategic Approach to International Chemicals Management (SAICM). Through the Special Programme, support can be provided to developing countries and countries with economies in transition to enhance their sustainable institutional capacity to develop, adopt, monitor and enforce policy, legislation and regulation and to gain access to financial and other resources for effective frameworks for the implementation of the legally binding chemicals and waste conventions and SAICM.
The post is located in the Special Programme secretariat, Chemicals and Health Branch, Economy Division. UNEP, located in Geneva, Switzerland.
1) Grants Management: The incumbent assists in preparing budget performance submissions in UMOJA:
• Creates unreleased and released budget documents.
• Creates Main Implementation & Single (M1/SI) grants in UMOJA and in order for an M1 grant to begin incurring expenses, it must be linked to the corresponding Resource Mobilization (R1) grant(s), cash must be received and budget must be released.
• Creates Resource Mobilization (R1) Grants and ensures that the name, description, fund code, fund center & currency matches the donor agreement.
• Ensures Donors are setup in UMOJA by requesting the UMOJA Master Data team to create Business partners if the donor doesn't exist.
• Reviews Donor's business partner profile in Umoja to confirm that the sponsor's information has been entered in the system correctly.
• Recognises all UNEP Special Programme deposits.
• Creates internal orders for each R1 grant and ensures the R1 grants are linked to the correct internal orders for revenue recognition.
• Uploads all R1 grants in the UNON portal and sends to FBO for review and approval.
• Follows up to ensure all R1 grants are approved by UNON, follows up to have cash applied and all deposits appear in UMOJA under the cash report.
• Liaises with Programme Officers (POs) and ensures sub allotments received are recorded and available for use in UMOJA.
• Assists the Finance and Budget Officer (FBO) in reporting to Donors and Partners, by preparing drafts financial reports for Donors.
• Assists the FBO in the issuance of allotments and related staffing table authorizations.
• Verifies accuracy of input data, ensuring consistency of data in previous allotments to new allotments issued.
• Reviews draft reports, verifying overall accuracy, consistency and uniformity in the presentation, and ensuring comprehensiveness and compliance with the format prescribed; cross-checks consistency of figures in tables with the text of the reports, and verifies references to other reports and documents, bringing errors to the attention of the FBO concerned; ensures that all necessary corrections are incorporated in the reports; co-ordinates with other finance and budget staff on related issues during preparation of budget reports.
2) Accounts Payable: The incumbent initiates first and final payments to Implementing Partners:
• Transfers budgets to passthrough grants from an M1/S1grant.
• Creates Work Break down Structures (WBSE) which link the funded program with the P1 grant.
• Creates purchase orders, records expenditure and files all the supporting documents for payments and financial reports.
• Prepares donor invoices for signature and additionally follows up on standing invoices and makes sure donors pay before the end of the year and responds to queries relating to invoices from donors and liaises with UNON to make sure the deposits are recorded in UMOJA.
• Records incoming income on the SP's spreadsheet on a weekly basis and updates members' payments in the Customer Relations Management (CRM).
• Liaises with UNON to make sure all received income is up to date in UMOJA; track any missing income from donors.
3) Accounts Receivable: The incumbent reviews expenditure reports submitted by recipient countries under project cooperation agreements concluded with UNEP for the purposes of the Special Programme and provides feedback to the PO and FBO.
4) In addition, the incumbent:
• Supports the FBO and PO 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 FBO.
• Researches/compiles data and other information required by the FBO in the review and analysis of relevant proposals and in particular reviews proposed budgets submitted by applicant countries in the context of applications submitted under regular rounds of funding and provides feedback and provides feedback to the PO and FBO.
• Assists the FBO in the preparation/finalization of budget performance reports, performing preliminary analysis of variances between approved budgets and actual expenditures and in particular supports the FBO in extracting and compiling data for the purposes of producing expenditure reports for donors to the Special Programme Trust Fund and to the Executive Board of the Special Programme.
• Prepares pre-encumbrances and obligations in Umoja and reviews them to ensure that funds are available and the correct account has been used.
• Assists in the financial backstopping of the Special Programme Trust Fund, including monitoring the status of voluntary contributions, generating expenditure reports from Umoja and monitoring reporting requirements by donors.
• With respect to claims: Verifies and prepares less complex payments to third parties, commercial entities, and individuals, with respect to settlement of certified death and disability, contingent-owned equipment, stores, pay and allowances, and letters of assist claims.
• With respect to Treasury: Reviews incoming payment instructions with regard to banking details and sources of funds; Prepares payments for final disbursement by Cashier; Dispatches payment instructions and cheques to banks; Creates receipts and deposits for all incoming funds; Notifies payees of status of payments;
• Assists staff members, Finance and Budget Officers and donors regarding queries on payment and deposit-related issues; Identifies and annotates bank account movements.
• Files and archives documentation as required.
Keeps up-to-date on documents/reports/guidelines relevant to programme budgets, ensuring compliance with intergovernmental recommendations, decisions and UN and UNEP policies and procedures; Drafts routine correspondence related to relevant financial and budget matters; Maintains and updates files; Provides administrative support to the PO and/or FBO as required.
6) 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.
7) Assists with visualizations and updating information material such as web pages or brochures.
8) Performs other related duties, as assigned.
PROFESSIONALISM: 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.
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.
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.
High school diploma or equivalent is required.
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. Successful passing of the Administrative Support Assessment Test (ASAT) in English at the United Nations Headquarters (UNHQ), Economic Commission for Africa (ECA), Economic and Social Commission for Western Asia (ESCWA), United Nations Office at Geneva (UNOG), United Nations Office at Vienna (UNOV), International Criminal Tribunal for Rwanda (ICTR) or International Criminal Tribunal for the former Yugoslavia (ICTY) may be accepted in lieu of the GGST.
The GGST is administered to applicants when required before the administration of a written assessment and/or interview.
At least five (5) years of experience in finance, budget, accounting, administrative services or related area is required.
Proven working knowledge of and experience in Umoja is desirable.
Familiarity with UNEP or similar organizations and their programme of work is desirable.
Experience in managing or oversight of project budgets and expenditure is desirable.
Experience in preparing reports for donors is desirable.
One (1) year or more of experience in data analytics or related area is desirable.
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 desirable.
Note: "Fluency equals a rating of "fluent" in all four areas (read, write, speak, understand) and "knowledge of" equals a rating of "confident" in two of the four areas.
Evaluation of qualified candidates for this position may include a substantive assessment, such as a written test, which will be followed by a competency-based interview by phone or teleconference.Special Notice
Appointment against this post is for an initial period of one (1) year and may be subject to extension.
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. Applicants for General Service and related categories must be authorized to work in the country where the position is located. The candidate is responsible for any travel and relocation expenses incurred to take-up the appointment. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.
Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.
Internal Applicants – when completing the Candidate Profile form, ensure ALL fields, ALL professional experience and contact information are completed and up to date. This information is the basis for the hiring manager to assess your eligibility and suitability for the position and to contact you.
The United Nations Secretariat is committed to achieving 50/50 gender balance and geographical diversity in its staff. Female candidates are strongly encouraged to apply for this position.
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.
All applicants are strongly encouraged to apply on-line as soon as possible after the job opening has been posted and well before the deadline stated in the job opening. On-line applications will be acknowledged where an email address has been provided. If you do not receive an e-mail acknowledgement within 24 hours of submission, your application may not have been received. If the problem persists, please seek technical assistance through the Inspira "Contact Us" link.
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.
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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