Assistant Finance and Budget Officer - P1
With the delegated authority from the Executive Director and under the overall supervision of the Chief, Finance and Budget Unit, the incumbent will be responsible for the following duties:
Overall job responsibilities:
- Ensure and maintain the integrity of the Financial Data 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 Project-Finance Functional Support areas for the assigned portfolio of programmes and centralized functions.
- Support to maintenance of UNITAR Corporate accounts and preparation of Corporate Financial Statements.
1. Financial and Accounting functions:
- assures completeness of supporting documents and prepares commitments including initiation of required setups of information, such as vendor ID/ implementing agent ID etc.
- working with the team members together with other members of the group to ensure accurate and timely processing of payments in an effective manner and in compliance with established procedures.
- verifies all the required approvals, certification of receipts of goods/services etc for the completeness and prepares payment vouchers.
- reviews quarterly status of unliquidated obligations (POs) and take appropriate actions in coordination with the program unit managers.
- records utilisations reconcile and initiate replenishment of the monthly Imprest accounts for UNITAR field offices and workshop Imprest accounts.
- submits quarterly project delivery reports to UNDP New York for the UNDP projects being executed and implemented by UNITAR. Ensures reconciliation and clearing of pending items. Coordinates and liaises to UNDP Country Offices in the clearing of UNITAR prior years’ account.
- verifies and books charges from UNDP Agency Service Charges Accounts for the advances made by UNDP in the implementation of UNITAR activities.
- verifies and make payments from service provides such as UNOG, UNDP and maintains historical data and mapping of trends.
- reviews inter and intra-unit payments and other reimbursement transactions processes with aim to optimise workflow and customer orientation.
- 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.
- serving as a contact point for staff members throughout UNITAR, agencies, external counterparts by providing advice and guidance to facilitate the processing of all financial transactions.
- assist in making improvements in the financial transactional processes to bring-in standardizations and efficiencies in the transactional processes.
2. Budget Management:
Under the guidance of Finance and Budget Officer,
- participates in formulating, analysing, verifying and consolidating budget proposals received from Directors of Programmes and Heads of Units;
- establishes new projects, prepares project budgets and allocations based on the requirements of programme units.
- maintains staffing table and monitors funding availability for ongoing monthly payroll requirements.
- ensures that standard costs and budget formats are applied:
- prepares periodic and ad-hoc fund sufficiency, expenditure and budget variance reports to programme units identifying key variances for attention of programme units and management.
- assists the Finance and Budget Officer in the preparation/finalization of budget performance reports, performing preliminary analysis of variances between approved budgets and actual expenditures; highlights significant variances to the program units, recommending reallocation of funds as may be required.
- assists in the preparation of UNITAR biennium budget as well as finalizing the budget submissions, advises programme unit managers in the elaboration of resource requirements for budget submissions.
- reviews donor agreements and assist in the setting up of budgets in the ERP system.
- assists program staff in the development of resource requirements for budget submissions and in the preparation of budget performance submissions.
- research/compiles data and other information required by the Finance Budget Officer in the review and analysis of relevant proposals.
- administering and monitoring all types of budgetary resources, monitoring cost plans and recoveries, while ensuring compliance with full cost recovery policy, financial rules and regulations as well as established policies and procedures.
3. Revenue and Expenditure Management:
Assist the Finance and Budget Officer, in the overall implementation of the IPSAS accounting system in ATLAS by:
- preparing deposit applications and invoices based on donor agreements and requirements of programme units.
- checking regularly the level of income and expenditures records flagging 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.
- developing and maintaining forecasting mechanisms to reflect the expenditure and cash planning for the institute.
- monitoring expenditures to ensure that they remain within authorized levels.
- tracking the grant agreements closely and record revenues accurately and Account Receivables.
- periodically monitoring of receivables, actual expenditures against the budget and report variances for appropriate adjustments.
- Periodically monitoring the cash balances, budget balances and allocation balances and advise the managers on taking corrective actions where required.
4. Travel management:
- Review mission authorizations, itineraries and pay travel advances for delegated programmes; where needed recommends revisions and amendments to travel authorizations.
- Provides guidance to project staff with regards to the travellers’ 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.
5. Account Analysis, Monitoring and Reporting:
Ensuring Integrity of financial systems and accuracy of financial information by:
- Track the grant agreements closely and record revenues accurately and Account Receivables in accordance with the International Public Sector Accounting Standards (IPSAS).
- Analyse accounts at institutional level and assist in the Quarterly (soft) and Annual (hard) closure of accounts.
- Timely and periodically reviewing accounts for accuracy and completeness in the posting of various financial modules in ERP; Quarterly monitoring, reconciliation and corrections to key General Ledger Accounts.
- Assist in the preparation for annual audits by providing data and information support as well as in the implementation of audit recommendations.
- Reviewing quarterly and year-end progress and financial reports, including budget and allocation reports, confirms accuracy, or adjusts accordingly.
- researching and analysing information needed to respond to program unit managers and staff.
- Actively supports processing of monthly and annual closing by initiating transactions and collecting required supporting data. This includes but is not limited to analysing accounts receivables, exchange/non-exchange revenue, prepayments, accruals; analysing delivery of contracts; proposing accounting adjustments.
- Assists in drafting annual financial statements and ensuring overall compliance to IPSAS, keeps abreast on IPSAS requirements relevant to UNITAR business model.
- Initiates project closures after conducting review, clearing fund balances and implementing grant closures as per policy.
- Supports response to audit requirements, drafts related communication and proposes corrective actions to address audit recommendations.
- Preparing and reviewing financial reports to donors on the use of funds.
- Participating and coordinating the implementation of new Oracle Cloud based ERP project (QUANTUM) by providing functional support, including but not limited to preparing test cases, executing tests, preparing documentation, providing training and support to users; Performing other related duties as assigned.
- Assist in risk management exercises such as review of grant agreements, MOUs and LoAs.
- Assist in the oversight of Strategic Framework Fund, Revolving Loan funds, common costs and project deficits on a quarterly basis.
- Assist in data development and database management for development, testing and application of cost-recovery models.
- Other duties as required by the Chief of Finance and Budget Unit and the nature of the job.
- Professionalism– Expert knowledge in the field of Accountancy, Budget and Finance including International Accounting Standards; proven ability to produce reports and papers on technical issues; ability to review and edit the work of others, ability to manage a Finance programme in a field operation or to formulate new strategies and approaches to financial issues and related issues.
- Planning & Organizing– Proven ability to plan and organize work, requiring an in-depth understanding of its strategic direction and ability to integrate the work of the section into the department’s work programme.
- Communications – Excellent communication skills, both oral and written; ability to defend and explain difficult issues with respect to key decisions and positions to staff, senior officials and members of intergovernmental bodies; proven ability to communicate complex concepts orally; ability to write reports that are clear, concise and meaningful.
- Teamwork– Strong interpersonal skills and ability to establish and maintain effective working relations with people in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity. Ability to lead and gain assistance of others in a team endeavour.
- Client orientation- Ability to identify clients’ needs and propose appropriate solutions as well as establish and maintain effective relationships without posted collaborators and other contacts.
- Master’s degree in relevant field from a recognized university in business administration, finance, accounting or related fields is required.
- Candidates with a relevant University degree with at least 4 years of experience in finance / accounting areas, in a large office, preferably in an international organization, may be considered in lieu of the above required qualification.
- At least 2 years of progressively responsible experience in financial, accounting and budgeting systems. Candidates with demonstrated knowledge and experience in supporting programme and project implementation in an International Development Agency, will have a distinct advantage.
- Experience in applying accounting standards such as International Public Sector Accounting Standard (IPSAS) is required.
- Experience in preparation of financial statements and donor reports is desirable.
- Hands-on experience in the use of ERP systems such as Peoplesoft, Oracle and SAP is desirable.
- Advanced skills in using MS Excel tools. Hands-on experience on use of Power pivots, DAX, Power Bi will have a distinctive advantage.
Language: Fluency in oral and written English; knowledge of French language is an advantage.
Other skills: Knowledge of UN Financial Rules and Regulations will have a distinctive advantage.
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.
Please submit your application along with a motive letter as soon as possible after the vacancy has been posted and well before the deadline stated in the vacancy announcement.
Due to high number of expected applications, only shortlisted candidates will be contacted.