Vacancy Announcement - Finance Clerk – G4
Functional Title and Grade: Finance Clerk – G4
Organizational Unit: Finance and Budget Unit, Division for Operations
Date of issuance: 29 June 2018
Deadline for applications: 28 July 2018
Duty Station: Geneva
Type of contract: Fixed-term
In accordance with the UN rules and regulations, depending on professional background and experience, the Executive Director reserves the right to appoint a candidate at a level lower than the advertised level of the post.
With the delegated authority from the Executive Director and under the supervision of the Chief, Finance and Budget Unit, the incumbent will be responsible for the following duties:
Overall job responsibilities:
- Ensure implementation of operational strategies and procedures for the assigned portfolio of programmes and centralized functions.
- Efficient service delivery to programme areas for the assigned portfolio of programmes and centralized functions.
- Provide efficient accounting, Programme-Finance / Project-Finance support for the assigned portfolio of programmes and centralized functions.
1. Financial and Accounting functions:
- Processing of financial documentation (income recording , vouchers, supporting documents, telephone invoices, etc.) and maintaining internal expenditures control system by ensuring that vouchers processed are matched and completed, transactions are correctly recorded and posted in Atlas; travel claims, monthly payments and other reimbursements are duly processed in accordance with the UNITAR financial rules and regulations and related administrative instructions after verifying due approvals and certifications;
- Prepares commitments including initiation of the required setups of information such as vendor ID/ implementing agent ID etc.; Reviews status of unliquidated obligations (POs) and take appropriate actions in coordination with the program unit managers
- Manages data by collecting and compiling data with speed and accuracy, records it in an accessible manner and maintains data bases; creates and generate queries, reports and documents utilizing databases, spreadsheets, communications and other software packages with speed and accuracy;
- Thoroughly and methodically collects, verifies and records data demonstrating attention to detail and identifying and correcting errors on own initiative; Interprets data, draws conclusions and/or identifies patterns which support the work of others
- Prepares deposit applications and invoices based on donor agreements and programme unit requirements; Preparation of routine correspondence, acknowledgements, memoranda and reports as required in the financial processes of the unit.
- Assists in the preparation of financial reports to donors and external partners based on the agreements.
- Checks regularly the funding gaps, recommends appropriate actions for the projects with actions as required; tracks and follows up with programme units refunding of inter-agency debts if any;
- Monitors and collaborates with programme areas for timely submission of financial reports from Implementing Partners as per grant-out agreements, reviews and validates for completeness and accuracy of the submitted financial reports and make accounting entries as required.
- Initiates grant closures after conducting review, clearing fund balances as per grant closure policy.
- Monitor the contracts of consultants under the assigned portfolios and make payments in accordance with the signed contracts; monitor the end dates of contracts for the due diligence required for settlements / clearances for the final payments.
- Extracting, inputting, copying and filing data from various sources; Maintenance of the proper filing system for financial records and documents.
In order to:
- Ensure all UNITAR financial transactions are monitored, verified and recorded effectively, efficiently and in accordance with the financial rules and regulations;
- Ensure the correctness and maintain accounts credibility to Partners, Donors and external auditors including timely and accurate reporting to donors and annual financial statements;
- Ensure the effective delivery/implementation of the projects.
2. Budget functions:
- Establishes new projects, prepares project budgets and allocations based on the programme unit requirements; Reviews donor agreements for budgets and assist in the setting up of budgets in the ERP system.
- Maintains staffing table and monitors funding availability for ongoing monthly payroll requirements;
In order to:
- Ensure the conformity of activity vis-à-vis the approved budget;
- Ensure that all financial requirements in implementing activities are considered during the budget preparation and mid-year review;
- Ensure optimized and sufficient funding allocation to meet objectives of Programme Units.
3. Travel and other functions:
- Reviews and validates all the official missions being requested for approval are valid and meet security requirements;
- Review mission authorizations, itineraries and pay travel advances for delegated programme units; where needed recommends revisions and amendments to travel authorizations.
- Provides guidance to project staff with regard to the travelers’ entitlements;
- Coordinates with UNDP Country Offices, UN Agencies, UN Missions and UNHQ with regards to travel costs and expenditure charges while issuing financial authorizations and/ or arranging payment authorizations where necessary;
- Reviews, validates and processes settlement of travel claims;
- Regularly reviews travel authorizations issued; cancels and closes as deemed appropriate;
- Performs other duties as maybe assigned from time to time.
In order to:
- Ensure all travel authorizations issued follow existing travel rules and regulations;
- Ensure all travelers are covered by travel authorization prior to their departure and met security requirements;
- Ensure all travel claims are settled in accordance with established processing indicators.
4. Support to year-end financial closure process and in the preparation of corporate financial statements:
- Actively supports processing of monthly and annual closing by maintenance of POs, Voucher, journal entries and deposits so that no exceptions remain at the end of each reporting periods.
- Assist in the preparation for annual audits by providing data and information support as well as in the implementation of audit recommendations.
In order to:
- Ensure that the project accounts are accurately prepared in a timely manner
- Ensure that the UNITAR financial statements are accurate with respect to the program segment
Work implies frequent interaction with the following/supervision:
Work will be delegated by the Chief of Finance & Budget Unit. The incumbent will work with several different UNITAR Programme Units which necessitates flexibility and the need to adjust work schedules according to multiple and different demands. Workload is higher during the period before conferences. Workflows will be regulated by the Chief of the unit.
Ensuring transactions are processed accurately, timely and in compliance with UN FRRs and established guidelines and procedures. Reporting is done professionally, accurately, timely and according to established standards. Work to be produced efficiently and professionally. Effective and timely liaison and interaction with colleagues and concerned parties internally and externally.
- Professionalism: Knowledge of, and ability to apply financial rules, regulations and procedures in the UN environment. Knowledge, skills and ability to extract, interpret, analyse and format data. 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.
- Planning & Organizing: Effective time management and ability to plan own work to meet designated deadlines.
- Technological awareness: Knowledge of accounting concepts, principles, regulations, and policies and ability to apply to strategic and/or practical situations; Good computer skills; proficiency in using standard functions on standard computer applications, e.g. Microsoft Outlook (or other standard enterprise software) for e-mail and calendar functions, word processing, spreadsheets.
- Teamwork: Good interpersonal skills and ability to establish and maintain effective working relations with colleagues in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity.
- Accountability: Takes ownership of responsibilities and honours commitments; delivers outputs within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable;
- Education: Completion of high school or equivalent diploma; In addition, supplemental formal training in the field of Accounting and Finance from reputed regulatory institute such as a certificate level from CIFPA (The Chartered Institute of Public Finance and Accountancy) or a similar equivalent qualification, is required.
- Experience: A minimum of four years of relevant experience in finance, budget, accounting, or related area is required. Should be experience in use of computers, MS office packages. and in the use of Enterprise Resource Planning (ERP)system, based on Peoplesoft/ Oracle, such as ATLAS
- Experience with UN Common System or other international organizations is desirable.
- Experience in the use of accounting and enterprise financial systems, based on Peoplesoft/ Oracle (such as ATLAS) is required.
- Knowledge and Experience of IPSAS or public accounting principles is required.
- Language: Fluency in spoken and written English is required; knowledge of French is desirable.
UNITAR is committed to achieving workforce diversity in terms of gender, nationality and culture. Qualified women, individuals from minority groups, indigenous groups, and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidentiality.
English and French are the two working languages of UNITAR. Priority will be given to the applicants from the under-represented regions at UNITAR. There will be a probation period of 3 months.
UNITAR staff members are subject to the authority of the UNITAR Executive Director and their appointments are limited to service with the Institute.
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 or sexual abuse, or crimes other than minor traffic offences, 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.
Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. UNITAR is a non-smoking environment.
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 Staff Regulations and Rules and UNITAR administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications 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.
UNITAR DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). UNITAR DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.
How to apply
All applicants are strongly encouraged to apply as soon as possible after the vacancy has been posted and well before the deadline stated in the vacancy announcement.
A letter of motivation as well as the P11 form/ Curriculum Vitae are to be sent at: firstname.lastname@example.org
UN staff members must submit copies of their latest Performance Appraisal System (PAS) report at the time of application.