Hotline: 678-408-1354

Finance and Budget Assistant

This position is located in the Service Delivery/Cost Recovery Unit of the Operations Coordination Section (OCS) of the Office of Information and Communications Technology (OICT) in the Department of Management (DM) at the United Nations Headquarters. The incumbent will report to their Unit Supervisor, the Finance/Budget Officer and to the Chief of OCS. Within delegated authority, and in line with the OICT Service Management Framework and cost recovery procedures, the Finance & Budget Assistant will be responsible for the following duties:

Responsibilities
•Assists in the preparation of supporting documents (narrative and supporting tables) with respect to finalization of cost estimates in terms of Supports the Unit Supervisor or 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 their attention.

•Researches/compiles data and other information required by the Unit Supervisor or Finance Budget Officer(s) in the review and analysis of relevant proposals.

•Consolidates data and provides support to the Unit Supervisor or the Finance/Budget Officer(s).

•Assists the Unit Supervisor or Finance/Budget Officer(s) in the preparation/finalization of various reports, performing preliminary analysis of variances between amounts charged and amounts recovered .

•Prepares records in Umoja and reviews them to ensure that funds are available and the correct account has been used.

•Assists the Unit Supervisor or the Finance/Budget Officer(s) with data input, verifies accuracy of input data, and ensures consistency of data between previous and new entries. Reviews draft reports, verifying overall accuracy, consistency and uniformity in the presentation, and ensuring comprehensiveness and compliance with general format standards ; 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 Unit Supervisor or 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 reports.

•Record and reconcile payments to service providers and vendors and act as focal point for their receipt and respective processing. This includes, amongst other things: calculate, input, and verify charges against tariff and contractual rates for inconsistencies and disagreements; ensure reimbursement of erroneous charges; maintain and record invoices and payments assuring accuracy and completeness of documents and communicate discrepancies to supervisors.

•Prepares cost recovery chargeback reports for services provided.

•Prepares and distributes usage statements and detail reports to all offices that receive information technology services.

•Maintaisn and updates a main database of account numbers for the proper charge-back of the information technology services to the various HQ offices and departments, UN entities, specialized agencies and offices away from Headquarters.

•Liaises with officials from telephone services providers in connection with billing-related matters.

•Provides assistance and handle a variety of relatively complex verbal and written inquiries from end-users and departmental focal points, including the provision of detailed information on processes, and assists and trains in application functionalities and procedures related to the efficient use of the UN telecommunication billing system.

•Keeps 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.

•Drafts routine correspondence with respect to enquiries, from service providers, staff members, UN offices and depts. focal points, related to relevant financial,budget or other matters.

•Prepares/compiles sample texts for communications originated by the Section.

•Maintains and keeps up-to-date files and records for the Unit.

•Provides administrative support and escalates problems encountered to the Head of the organizational unit and/or Finance/Budget Officer(s), as required.

•Participates in the training activities related to the Unit’s work, including the preparation of training material, compilation of relevant information; and provision of on-the-job training to junior staff.

•Keeps abreast of developments in new technologies and applied accounting practices.

•Performs 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.

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.

Education
High school diploma or equivalent.

Work Experience
A minimum five years of experience within the UN system, or other large similar international organization, in finance, budget, accounting, audit, human resources, administrative services or related area is required. Accounting experience in an IT environment is highly desirable. Experience working with word-processing, database applications and Microsoft Excel is desirable. Experience in the use of RAD or ERP framework is desirable. Experience working with the UN, or other similar international organization, financial rules and regulations is desirable. Experience working with the UN, or other similar international organization, information and communications technology infrastructure and systems 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 an advantage.

Assessment
Evaluation of qualified candidates may include an assessment exercise which may be followed by 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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