Senior Finance and Budget Assistant at

1 month ago

Nairobi, Nairobi Area, Kenya United Nations Environment Programme (UNEP) Full time

The United Nations Environment Programme (UN Environment) is the leading global environmental authority that sets the world's 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 environment.

Responsibilities

PROJECT DESIGN AND DEVELOPMENT:
Verify documents for overall budgetary accuracy, consistency and uniformity in presentation and ensure comprehensiveness and compliance with formats prescribed;
Cross-check consistency of figures in tables with the text of the reports, and verify references to other reports and documents, suggest corrections to be made to the Fund Management Officer and Programme Manager concerned;

Co-ordinate with other finance and programme staff in preparing budgets in respect to project documents; Liaise with Programme Management Team and UNON to obtain and review banking details forms, F.249 and required supporting information.

Coordinate input of data in the Integrated, Planning, Monitoring and Reporting Tool to facilitate Results-based Management Reporting.

PROJECT IMPLEMENTATION:
Prepare/review funding documents for budget allotments,
Review expenditure reports from executing agencies to ensure:correct expenditure coding block has been charged, validity of charges, availability of funds;
Prepare fund commitments in Umoja Extension 2, review and process cash advances, UNDP authorizations and fund transfers to EAs, ensuring that the advances are within the approved budget and approved by the FMO;

Initiate processing of cash advances and expenditures through UMOJA and follow up with UNON for remittances of funds and approval of recorded expenditure reports and liquidation of issued advances.

Assist FMO with regular review of UNDP IOVs to ensure that they have been properly recorded; - Review of UNOPS Expenditures and process payments and ensure recording of expenditure.

Notify payees on status of payments and investigate complaints of non-receipt.
Monitor expenditures to ensure they remain within authorized levels; prepare adjustments as necessary
Analyze variances between approved budgets and expenditures and prepare requests for adjustments as necessary;

Review requisitions for goods and services to ensure correct objects of expenditure have been charged, and availability of funds.

Monitors integrity of various financial databases.
Assist in preparation of annual project revisions and supporting schedules;
Reconcile project accounts against independent audit certificates received from executing agencies.
Review/prepare project structure and commitments in Umoja;

Conduct project management training on the use of various project reporting templates during the inception workshop and at other points when required.


PROJECT EVALUATION AND CLOSURE:
Update project database with relevant project information on revision/closure of projects;
Provide financial information required in Project Implementation Review (PIR),
Mid-term review/evaluation and Terminal Evaluation;
Assist in the preparation of project completion and closing revision and supporting schedules.
Process disposal of non-expendable equipment in accordance with UNEP procedures before closure of projects.

Prepare request for refund of unspent balances for approval by Fund Management Officer; Track receipt of expected income through Treasury deposit report and ensures credit is posted correctly to the proper Trust Fund.


GENERAL:
Provide general administrative support to Fund Management Programme Management Officers and other team members;
Drafts or prepares correspondence to respond to inquiries in respect to relevant financial and budget matters
Provide guidance and training to colleagues and supervise other General Service staff as required;
Archive documentation as required,
Keep log of archived files and track of archived information.
Track and follow-up on administrative processes in progress;
Maintain and keep up-to-date project files.

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 any other related duties as may be assigned.

Requirements
Competencies

PROFESSIONALISM:
Ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management, etc. Ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations. Ability to analyze and interpret data in support of decision making and convey resulting information to management.

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.

Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.


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.


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.

Education

Completion of a High school diploma or equivalent is required.

Job - Specific Qualification

Supplementary training in the field of Accounting and Finance or related fields is desirable.

Work Experience

A minimum of ten (10) years of progressively responsible experience in finance, budget, accounting, administrative services, or related area is required.

The minimum years of relevant experience is reduced to eight (8) years for candidates who possess a first-level university degree.

Experience with SAP or similar Enterprise Resource Planning system (ERP) is required. Experience with Global funds such as Global Environment Facility (GEF) and Green Climate Fund (GCF) is required. Experience with an international organization is desirable. One (1) year or more of experience in data analytics or related area is desirable.

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