Posting Title: Finance and Budget Assistant, G6
Job Code Title: FINANCE AND BUDGET ASSISTANT
Department/Office: Office for the Coordination of Humanitarian Affairs
Duty Station: NEW YORK
Posting Period: 12 April 2023 – 11 May 2023
Job Opening Number: 23-Finance-OCHA-204998-R-New York (R)
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Organisational Setting and ReportingThe position is located in the Finance Unit (FU), Country Based Pooled Fund (CBPF) Section, Pooled Fund Management Branch (PFMB), Humanitarian Financing and Resource Mobilization Division, (HFRMD) Office for the Coordination of Humanitarian Affairs (OCHA). OCHA is the part of the United Nations Secretariat responsible for bringing together humanitarian actors to ensure a coherent response to emergencies. OCHA also ensures there is a framework within which each actor can contribute to the overall response efforts. OCHA’s mission is to mobilize and coordinate effective and principled humanitarian action in partnership with national and international actors in order to alleviate human suffering in disasters and emergencies; advocate the rights of people in need; promote preparedness and prevention and facilitate sustainable solutions. Under the overall supervision of Senior Humanitarian Affairs Officer/Chief of Section, and the incumbent reports to the Finance and Budget Officer/Head of Unit.
Within delegated authority, the Finance & Budget Assistant will be responsible for the following duties. Budget:
- Provides support with respect to the review, analyses and preparation of the medium-term plan and its revisions.
- Prepares: a) supporting documents (narrative and supporting tables) with respect to finalization of cost estimates and budget proposals, in terms of staff and non-staff requirements; b) budget authority documents and allotment advices; c) pre-encumbrances and miscellaneous obligation documents to cover financial commitments of projects; d) payment invoices; e) background documents for financial cables (Financial Authorization) authorizing the United Nations Development Programme (UNDP) to incur expenditure.
- Assists: a) Managers in the elaboration of resource requirements for budget submissions; Finance Officers with: a) the review of interim and final financial reports and confirms the amounts of first as well as subsequent disbursements; b) the review of audit reports; c) the certification of Statement of Accounts.
- Undertakes research and provides support to higher level Finance & Budget Officers with respect to budget reviews of relevant intergovernmental and expert bodies.
- Monitors expenditures and compares with approved budget; prepares adjustments as necessary; records expenditures, clearance of allocations and advances; records and maintains project details in the project monitoring systems
- Assists in preparation of budget performance submissions and 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.
- Prepare request to Controller’s Office on redeployment of funds and to Finance section on movement of funds Treasury:
- Identifies and annotates bank account movements. General:
- Keeps up-to-date on documents/reports/guidelines that have a bearing on matters related to programme, ensuring compliance with intergovernmental recommendations and decisions as well as with United Nations policies and procedures and the UN Financial rules and Regulations.
- Drafts or prepares correspondence to respond to enquiries in respect to relevant financial and budget matters.
- Maintain and keep up-to-date electronic files.
- May be responsible for providing guidance, training and daily supervision to other general service staff in the area of responsibility.
- Performs other related duties, as assigned.
- PROFESSIONALISM: Knowledge of IPSAS (International Public Sector Accounting Standards. Ability to apply financial rules, regulations, and procedures in the UN environment. Knowledge, skills and ability to extract, interpret, analyse and format data across the full range of finance and budget functions, including project implementation 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. 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.
- PLANNING AND 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.
- 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.
EducationHigh school diploma or equivalent. Must have passed the United Nations Administrative Support Assessment Test (ASAT) at Headquarters or an equivalent locally-administered test at Offices Away from Headquarters.
Job – Specific QualificationPassing the United Nations Global General Service Test (GGST) at Headquarters or an equivalent locally administered test at Offices Away from Headquarters is required
Work ExperienceA minimum of seven (7) years of experience in finance, budget, accounting, administrative services or related area is required. Experience with the United Nations Common System, or other international organization, extra budgetary funding is desirable. Experience with Umoja or other enterprise resource planning system is desirable. Experience within a UN Common System, or other international organization humanitarian affairs context is desirable
LanguagesEnglish and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Knowledge of French is desirable. Knowledge of another official United Nations language is an advantage.
AssessmentThe evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
Special NoticeThis position is funded for a finite period of one year. Extension of the appointment is subject to extension of the mandate and the availability of the funds. Staff member is 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. The United Nations Secretariat is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position. An impeccable record for integrity and professional ethical standards is essential. Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application. Staff members who were granted a fixed-term, continuing or permanent appointment as a result of having passed a predecessor test recognized by the Office of Human Resources Management, and who have continuously held such appointments, are not required to take the new test. This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. Applicants for positions in the General Service and related categories must be authorized to work for the United Nations in the duty station where the position is located. Eligible applicants selected from outside the duty station are responsible for any expenses in connection with their relocation to the duty station. Staff members subject to local recruitment are not eligible for allowances or benefits exclusively applicable to international recruitment.
United Nations ConsiderationsAccording 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. The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General. Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side 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.