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UN – Finance and Budget Assistant

Posting Title: FINANCE AND BUDGET ASSISTANT, G5
Job Code Title: FINANCE AND BUDGET ASSISTANT
Department/Office: UNITED NATIONS ENVIRONMENT PROGRAMME
Duty Station: NAIROBI
Posting Period: 07 February 2017 – 08 March 2017
Job Opening Number: 17-Finance-UNEP-72008-R-Nairobi (X)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Special Notice

Appointment against this post is on a local basis. Appointment against this position is for an initial period of one year and may be subject to extension. External candidates will be considered only when no suitable internal candidate from the duty station is identified. The candidate is responsible for any travel expenses incurred 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.

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 email acknowledgement within 24 hours of submission, your application may not have been received. In such cases, please resubmit the application, if necessary. If the problem persists please seek technical assistance through the Inspira “Need Help?” link.

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 (http://www.unep.fr/).

The position is located in the Economy Division, Energy, Climate and Technology Branch, Nairobi duty Station.

Under the direct supervision of the Fund Management Officer (FMO), and within delegated authority, the incumbent will be responsible for the following duties:

Responsibilities

1. Project Design and Development:
a). Review figures in PIF (Project Identification Form) submissions.
b). Verify documents for accuracy, consistency and uniformity in presentation and ensure comprehensiveness and compliance.
c). Assist in preparation of budgets with respect to project documents.
d). Initiate set up of third party banking details for executing agencies.

2. Project Implementation:
a). Track circulation of new project internalizations and all projects revisions through UNEP clearance and approval process
b). Prepare fund documents for budget allocations.
c). Review expenditure reports from executing agencies to ensure:
(i) correct amount and objects of expenditures have been charged;
(ii) validity of charges;
(iii) availability of funds; prepare purchase orders (POs).
d). Process cash advances, UNDP fax authorizations and sub-allotments to Executing Agencies.
e). Initiate processing of cash advances and expenditure recording and follow up on remittances of funds and liquidation of expenditure PO’s.
f). Notify payees on status of payments and investigate complaints of non-receipt.
g). Assist with the monitoring of expenditures to ensure they remain within authorized levels.
h). Analyse variances between approved budgets and expenditures and prepare adjustments as necessary.
I). Assist in the preparation of annual project revision and supporting schedules. Coordinate on related issues during preparation of revision.
j). Create Special Service Agreements (SSA’s), travel requests (TVRQ) and Travel advances (RCTAs).
k). Assist in the Reconciliation of project accounts against independent audit certificates received from executing agencies.
l). Assist in the follow-up on outstanding financial and technical reports with the executing agencies.

3. Project Evaluation and Closure:
a). Update project database with relevant project information on revision/closure of project.
b). Assist in provision of financial information required in Project Implementation Review (PIR), mid-term review, evaluation and terminal evaluation.
c). Assist in the preparation of project completion and closing revision and supporting schedules.
d). Assist in the processing of disposal of non-expendable equipment.
e). Prepare request for refund of unspent balances.
f). Track receipt of expected income.
g). Treasury deposit report and ensure credit is posted correctly to the GEF Trust Fund.

4. General:
a). Provide general administrative support.
b). Maintain and keep up-to-date project files.
c). File and archive documentation in soft and hard copies and keep log of archived files.
d). Draft/prepare routine correspondence with respect to enquiries related to relevant financial and budget matters.
e). Perform other related duties as assigned.

Competencies

• Professionalism: Knowledge of, and ability to apply financial rules, regulations and procedures in the UN environment. Knowledge, skills and ability to extract, interpret, analyze 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. 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.

• 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 & 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.

• 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 the audience; Demonstrates openness in sharing information and keeping people informed.

Education

Completion of secondary school is required. Supplemental training in a commercial or technical, such as accounting, budget or a related field is required. MUST have passed the United Nations Administrative Support Assessment Test (ASAT) or the General Service Test (GGST) at Headquarters or an equivalent locally-administered test at Offices away from Headquarters.

Work Experience

A minimum of five (5) years progressive experience in experience in finance, budget, accounting, administrative services or related area is required. Additional technical qualifications or working experience as Certified Public Accountant (CPA) or equivalent is desirable. Experience with the UN system, particularly knowledge of Global Environment Facility projects and Enterprise Resource Planning (ERP) systems, is desirable.

Languages

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

Assessment

Evaluation of qualified candidates for this position may include substantive assessment 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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