FINANCE AND BUDGET ASSISTANT

Org. Setting and Reporting

This position is in the Accommodation Management Unit under the Service Delivery Pillar of the United Nations Mission in South Sudan (UNMISS), Juba. The incumbent will report to the Chief Accommodation Management Unit (AMU) or his/her delegate; tasked to allocate, track Accommodation, Rent deductions and Recoveries in the Mission.

Responsibilities

Within delegated authority, the Finance and Budget Assistant will be responsible for the following duties: • Develops, updates, and maintains location-wise, staff and accommodation database; updates it on weekly basis with check in and check out forms received from Camp Receptions and FAOs/Field Offices. • Ensure that accurate and complete data of accommodation and occupants are always available, regularly reported/submitted to concerned Finance Office and that internal control systems affecting correct and timely rent recoveries are functioning and that all relevant records are archived. • Analyzes and monitors rent recoveries; reviews/evaluates accommodation occupancy reports from Camp Reception and Field Offices; identifies problem areas; changes in status (single/sharing) or any irregularities in related documents/forms and rent recoveries and resolves them in a timely and effective manner. • Prepares and submits (by 20th of the month) to Office of Chief Service Delivery, a complete overview of financial reports on rent recoveries made during the preceding month, showing payments made in cash to UNMISS Budget and Finance Section, (separate for Non-UNMISS, Civilian Contractor/Vendors, Transit Accommodation); rent recovered by RSCE from IIC, IUP & GPPs, UNV Programme Manager, Contractors; and NY Payroll from Civilian International Staff. • Assists in the preparation of supporting documents (narrative and supporting tables) with respect to finalization of cost estimates and budget proposals, in terms of staff and non-staff requirements. • Supports the Finance/Budget Officers(s) in extracting information and generating expenditure reports from computerized information system databases; assists in preliminary analyses of the extracted information and the reports generated and highlights areas of concern for the attention of the Finance/Budget Officer(s). • Assists in the development of resource requirements for budget submissions and the preparation of budget performance submissions. • Researches/compile data and other information required by the Finance Budget Officer(s) in the review and analysis of relevant proposals. • Consolidates data and provides support to Finance/Budget Officer(s) with respect to budget reviews of relevant intergovernmental and expert bodies. • Assists the Finance/Budget Officer(s) in the preparation/finalization of budget performance reports, performing a preliminary analysis of variances between approved budgets and actual expenditures. • Prepares pre-encumbrances and obligations in SAP/ERP and reviews them to ensure that funds are available, and the correct account has been used. • Assists in drafting the initial versions of the Financial Aspects section of the Secretary-General’s reports to the Security Council, draft resolutions, and Reports of the Fifth Committee for peacekeeping operations and the Annotated Agenda for peacekeeping items. • Assists the Finance/Budget Officer(s) with data input in the budget instructions for peacekeeping operations. • Assists in the financial backstopping of trust funds, including monitoring the status of voluntary contributions, generating expenditure reports from IMIS, and monitoring reporting requirements by donors. • Assists the Finance/Budget Officer(s) in the issuance of allotments and related staffing table authorizations. • Analyses accounts and reviews/evaluates regular transactions of Rent Recovery in the Rent Recovery Management Cell. Identifies problem transactions and irregularities in related accounts, resolving them in a timely and effective manner. • Co-ordinates with other finance and budget staff on related issues during preparation of budget reports. • Verifies and prepares less complex payments to third parties, commercial entities, and individuals, with respect to the settlement of certified death and disability, contingent-owned equipment, stores, pay and allowances, and letters of assist claims. • Prepares payment requests for final disbursement by Cashier. • Assists staff members, Fund Management Officers, and donors regarding queries on payment and deposit-related issues. • Files and archives documentation as required. • Keeps up to date on documents/reports/guidelines that have a bearing on matters related to programme budgets, ensuring compliance with intergovernmental recommendations and decisions as well as with United Nations policies and procedures. • Drafts routine correspondence with respect to inquiries related to relevant financial and budget matters. • Maintains and keeps up-to-date files. • Provides administrative support to the Head of the organizational unit and/or Finance/Budget Officer(s), as required. • Performs other related duties as assigned.

Competencies

Professionalism: Knowledge of, and ability to apply financial rules, regulations and procedures in the UN environment. Ability to maintain accurate records, review and interpret a wide variety of data. 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. Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive. partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client. 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

High school diploma or equivalent is required.

Job – Specific Qualification

Technical training in Finance, Budget, Human Resources Management or Administration is required.

Work Experience

A minimum of five (5) years of progressively responsible professional experience in accounting, finance or budget is required. The minimum years of relevant experience is reduced to three (3) for candidates who possess a first-level university degree or higher. At least two years of experience in the administration of payroll, rental recoveries or other staff related entitlements is required. Experience with SAP, PeopleSoft or similar ERP systems is desirable. Experience with other international organizations is desirable.

Languages

English 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 another official United Nations language is an advantage.

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

Special Notice

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. Qualified women that meet the requirements of this job opening are particularly encouraged to apply and will be given full consideration in accordance with the United Nations efforts to increase women participation in its workforce. This position is located in Juba. Please note that anyone selected will be required to report for duty in that location on the agreed date AND will also be expected to arrange their own accommodations, there is no UN provided accommodation. If the selected candidate is unable to report to the identified Duty Station, the contract will be considered void.

United Nations Considerations

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, 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. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile 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.

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.