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Senior Finance and Budget Assistant

3 months ago

Nairobi, Nairobi Area, Kenya UNEP - United Nations Environment Programme Full time
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.


Through the resolution "End plastic pollution:

Towards an international legally binding instrument" (UNEP/EA5/L23/REV.1), the United Nations Environment Assembly requested to convene an Intergovernmental Negotiating Committee (INC), commencing its work during second half of 2022, with the ambition of completing its work by the end of 2024.

The resolution established that the INC should develop an international legally binding instrument on plastic pollution, including in the marine environment, which could include both binding and voluntary approaches, based on a comprehensive approach that addresses the full lifecycle of plastic, taking into account among other things, the principles of the Rio Declaration on Environment and Development, as well as national circumstances and capabilities, including provisions.

This post is located in the INC Secretariat at the Nairobi duty station.

Under the direct supervision of the Finance and Budget Officer, the incumbent will be responsible for the following duties:

Responsibilities

Budget:

  • Acts as Certifying Officer for the INC Secretariat.
  • Undertakes reviews, analyses and preparation of the medium-term plan and its revisions.
  • 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 medium-term plan and other legislative mandates.
  • Provides support to managers with respect to the elaboration of resource requirements and assist in the preparation and submission of budget proposals and allocations for INC Secretariat.
  • Undertakes research and provides support to higher level Finance & Budget Officers with respect to budget reviews of relevant intergovernmental and expert bodies.
  • 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 with regulations and rules and established policies and procedures.
  • Assists in the preparation of budget performance submissions as well as periodic and ad-hoc reports including monthly budget dashboard reports to senior management, Programme Performance Reports (PPR) to UNEP Senior Management as well as to the Committee of Permanent Representatives (CPR).
  • Assists in finalization of budget performance reports, analysing variances between approved budgets and actual expenditures.
  • Monitors integrity of various financial databases.
  • Verifies accuracy of input data, ensuring consistency of data in previous allotments to new allotments issued.
  • Co-ordinates with other finance and budget staff on related issues during preparation of budget reports

2 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, Fund Management Officers and donors regarding queries on payment and deposit-related issues.
  • Identifies and annotates bank account movements. Monitors bank balances worldwide.
  • Assists Cashier in cash management and investment issues, including cash flow forecasts.
  • Liaises with banks worldwide regarding outstanding items and payment instructions.
  • Investigates complaints on non-receipts.
  • Monitors cheque stock and orders new stock as required.
  • Reviews inter and intra-unit processes with aim to optimize workflow and customer orientation.
  • Monitors/reviews methods used to remit payments.
  • Assist in preparation of periodical reports: cash flow, contributions.
  • Follows-up on audit recommendations.
  • Follows-up on fraud cases.
  • Assists cashier in the daily operation of the Cashier's Unit responsible for the transmittal of payments worldwide.
  • Files and archives as required

3 General:

  • 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 or prepares correspondence to respond to enquiries in respect to relevant financial and budget matters.
  • Provides guidance, training and daily supervision to other general service staff in the area of responsibility.
  • Develop and maintain Budget related Business Intelligence (BI) Web Reports to be shared and utilized by all Programme and Fund Management Officers across UNEP.
  • Manage approved staffing table for the INC Secretariat.
  • Prepare monthly post incumbency reports and update the positions' cost distribution in Umoja (UN SAP based ERP system) Organization Management module to ensure correct coding blocks are charged.
  • 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.

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. 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.


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.

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.

Education

High school diploma or completion of secondary school is required.

Job - Specific Qualification

Supplementary courses/training in finance, audit, administration, project management or a related field is required.

Work Experience


A minimum of ten (10) years of progressive experience in administration, budgetary and financial operations, procedures and practices is required.

The minimum years of relevant experience is reduced by two (2) years for candidates who possess a first level university degree.

Experience working with an Enterprise Resource Planning (ERP) software, such as Umoja, in finance and budget modules is required. Demonstrated experience working with a Business Intelligence (BI) reporting tool is required. Experience with budget management is desirable. 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 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.

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

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.

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. 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.