Posting Title: Finance and Budget Assistant, G5
Job Code Title: FINANCE AND BUDGET ASSISTANT
Department/Office: United Nations Environment Programme (UNEP)
Duty Station: Washington, USA
Posting Period: 11 May 2021 – 09 June 2021
Job Opening Number: 21-Finance-UNEP-154037-R-Washington (X)
Staffing Exercise: N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
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 North America Office helps to implement the UNEP’s Regional programs in North America by initiating, coordinating and catalyzing regional and sub-regional cooperation and action in response to environmental, challenges, opportunities and emergencies. This position is located in the North America Office in Washington DC, USA.
Within delegated authority, the Finance and Budget Assistant will be responsible for the following duties:
• Assists 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.
• Supports 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).
• Assists in the development of resource requirements for budget submissions and in the preparation of budget performance submissions.
• Researches/compiles data and other information required by the Finance Budget Officer(s) in the review and analysis of relevant proposals.
• Consolidates data and provides support to Finance/Budget Officer(s) with respect to budget reviews of relevant intergovernmental and expert bodies.
• Assists the Finance/Budget Officer(s) in the preparation/finalization of budget performance reports, performing preliminary analysis of variances between approved budgets and actual expenditures.
• Assists in the financial backstopping of trust funds, including monitoring the status of voluntary contributions, generating expenditure reports from Organisational’s financial tools (Umoja)) and monitoring reporting requirements by donors.
• Assists the Finance/Budget Officer(s) 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 by the Editorial and Documents control of GACM; 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 Finance/Budget Officers(s) 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.
• Assists in the end-to-end processing of grants management actions.
• Creates Fund management budget distribution and adjustments based on Budget officer/FMO instructions.
• Maintain internal tracking tools to facilitate smoother financial functions to support the Fund Management Officer.
• Verifies and prepares payments to third parties, commercial entities, and individuals.
• Notifies payees of status of payments.
• Assists staff members, Fund Management Officers, Implementing Partners and donors regarding queries on payment and deposit-related issues.
• Identifies and annotates bank account movements.
• Files and archives documentation as required.
• Serve as the Petty cash Custodian and handle related matters.
• Provides administrative support to the Head of the organizational unit and/or Finance/Budget Officer(s), as required.
• Keeps up to data inventory
• Serves as travel and time administrator,
• Coordinates recruitment of interns for the office,
• Assists with Business partner data creation for various stakeholders.
• Assists the Office’s procurement needs by serving as the requisitioner and Low value acquisitioner.
• Provides administrative support to the Head of the organizational unit and/or Finance/Budget Officer(s), as required. These activities include to keep up to date inventory, serve as travel administrator,
• Coordinates internship, assists with Business partner data creation for various stakeholders.
• Performs other related duties, as assigned.
• PROFESSIONALISM: Knowledge of, and ability to apply financial rules, regulations and procedures in the UNEP. 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.
• 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.
• ACCOUNTABILITY: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.
Completion of high school diploma or equivalent is required. Supplementary training in field of accounting and finance or related fields is desirable. 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.
Once your application has been reviewed, if you meet the requirements, you will be invited to participate in the GGST at the duty station in which you have applied for.
Five years of experience in finance, budget, accounting, administrative services or related area is required
Experience with Enterprise Resource Planning Systems such as SAP, UMOJA or other similar systems is desirable.
At least two years of experience in extracting and analyzing data is desirable.
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.
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 may include an assessment exercise which may be followed by competency-based interview.
Appointment against this post is for an initial period of one year and may be subject to extension. Appointment against this post is on a local basis. External candidates will be considered only when no suitable candidate from the duty station is identified. The candidate is responsible for any travel expenses incurred in order to take up the appointment.
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 PHP, 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.
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 “Need Help?” 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.
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