Finance and Budget Assistant

4 weeks ago

Nairobi, Nairobi Area, Kenya United Nations Office at Nairobi (UNON) Full time

United Nations and regional organizations; provides administrative and other support services to the United Nations Environment Programme (UNEP) and the United Nations Human Settlements Programme (UN-Habitat); provides joint and common services to other organizations of the United Nations system in Kenya, as applicable; and manages and implements the programmes of administration, conference services and public information and provides security and safety services for United Nations staff and facilities in the United Nations Office at Nairobi.

Responsibilities

BUDGETING:

Assist in the collection of data for preparation of cost estimates and budget proposals in terms of staff and non-staff requirements for regular budget and extra-budgetary resources under UNON Administration.

Assist with the data extract for and preparation of various reports to management.
Assist in monitoring budget implementation and performance.

Assist with ensuring that requisitions for goods and services are in line with authorized budgets, the priorities of the organization and the UN financial rules and regulations.

Co-ordinates with other finance and budget staff on related issues during preparation of budget reports.

ACCOUNTING:

Process financial documents such as accounts payable, payroll and account receivable, in line with the financial rules and regulations.

Audits various accounting transactions, e.g., vendor payments, payroll, education grants, taxes, etc. to ensure correctness of disbursement and adherence to relevant staff rules, financial regulations and rules, ST/AI issuances or practices.
Assist in the review and analysis of various accounting data.

Scrutinize supporting documents for completeness, accuracy and validity of requests in line with applicable policies, procedure, rules and regulations before submission to Supervisor.

Process accounting adjustments and corrections in line with requests submitted by Clients and approved by the Supervisor.

Assist in the analysis of open item managed accounts (OIM) in the Enterprise Resource Planning (ERP) system and initiate corrective action.

Perform reconciliation of general and subledger accounts and clears suspense accounts.

GENERAL:
Receive and distribute various documents received in the unit/section.
Respond to queries and draft correspondence to clients and other stakeholders in a timely and effective manner.

Assist in ensuring that accurate and complete accounting and internal control systems are functioning and that all relevant records are maintained.

Assist with data extraction and analysis and preparation of regular and ad hoc reports.
Perform duties as backup for other team members when required.
Supervise junior member of staff and interns.

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.
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.

Shows pride in work and 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.


CLIENT ORIENTATION:

Considers all those to whom services are provided as "clients' and seeks to see things from their point of view.

Identifies clients' needs and matches appropriate solutions.
Keeps client informed of progress or setbacks.

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 the final group decision, even if such decisions may not entirely reflect own position.

Shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

Education

A high school diploma or completion of secondary school is required. Additional qualification in finance, administration or project management is desirable.

Work Experience

A minimum of five (5) years of progressively work experience in finance, budget or related area is required.

The minimum years of relevant experience is reduced to three (3) years for candidates who possess a first-level University degree.

Working experience with the Enterprise Resource Planning (ERP) and finance system such as Oracle or SAP and experience with International Public Sector Accounting Standards (IPSAS) is desirable.

Experience with data analysis and reconciliation in excel or similar tools is desirable. Working experience with Accounts Payable, Accounts Receivable or Treasury functions is desirable. Experience on client support such as communication with clients and handling of iNeed tickets or equivalent is desirable.
Advanced knowledge of Microsoft Excel is desirable.
Experience in reconciling financial data from two or more sources is desirable

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