Org. Setting and Reporting

The Department of Safety and Security (UNDSS) is responsible for providing leadership, operational support and oversight of the United Nations security management system (UNSMS) globally. As a global leader in security risk management principles, UNDSS enables the safe and effective delivery of United Nations programmes and activities in the most complex and challenging environments, while maximizing precious resources. To this end, the work of the Department is aligned under a clear mission, to enable United Nations system programme activities through trusted security leadership and solutions. This position is located in the United Nations Department of Safety and Security (UNDSS), Security and Safety Service (SSS), Office of the Chief of Security and Safety Service. The Finance and Budget Assistant will report to the Administrative Officer. This is a unique opportunity to join a diverse, dynamic and exciting organization gaining unique and valuable experience where security provides great value. Besides the opportunity to gain new skills and further advance security expertise, this position offers a fulfilling environment that gives you satisfaction by contributing directly or indirectly to peace and security, human rights, and achievement of the Sustainable Development Goals. Simply, all humanity will be benefiting from your work. Together, we can make the world a better place. For more information on the Department, and how we make an impact on the world in enabling the achievement of SDGs, visit: https://www.un.org/undss/

Responsibilities

Within delegated authority, the Finance & Budget Assistant will be responsible for the following duties: Budget: • 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 Administrative Officer 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 Administrative Officer. • Assists in the development of resource requirements for budget submissions and in the preparation of budget performance submissions. • Researches/compiles data and other information required by the Administrative Officer in the review and analysis of relevant proposals. • Consolidates data and provides support to Administrative Officerwith respect to budget reviews of relevant intergovernmental and expert bodies. • Assists the Administrative Officer in the preparation/finalization of budget performance reports, performing preliminary analysis of variances between approved budgets and actual expenditures. • Prepares pre-encumbrances and obligations and review them to ensure that funds are available and the correct account has been used. • Assists in the financial backstopping of extrabudgetary resources, including monitoring the status of funding, generating expenditure reports from Umoja and monitoring reporting requirements. • Verifies accuracy of input data, ensuring consistency of data in previous allotments to new allotments issued. • Reviews draft reports, verifying overall accuracy, consistency and uniformity in the presentation cross-checks consistency of figures in tables with the text of the reports, and verifies references to other reports and documents, bringing errors to the attention of the Administrative Officers concerned; ensures that all necessary corrections are incorporated in the reports; co-ordinates with other finance and budget staff on related issues during preparation of budget reports. • Process cost recovery for security services and materials. • Generate Sale and Service Orders Reports in UMOJA and compile reports for the JV reversal of expenditures from 10UNA to 10RCR. Treasury: • Reviews incoming payment instructions with regard to banking details and sources of funds. • Prepares payments for final disbursement by Cashier. • Notifies payees of status of payments. • Assists vendors regarding queries on payment and deposit-related issues. • Files and archives documentation as required. General: • 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 enquiries related to relevant financial and budget matters. • Maintains and keep up-to-date files. • Provides administrative support to the Section Chief and Associate Administrative Officer, as required. • Performs other related duties, as assigned. Procurement: • Process and monitor internal requisitions orders; • Assist with processing procurement function in Umoja (Shopping Carts and Low Value Acquisition/POs); • Maintain relevant Procurement records (Purchase Orders, Shopping Cards, Invoices, approved Requisition Orders, etc.)

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. • COMMUNICATION: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed. • 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.

Education

High school diploma or equivalent is required.

Job – Specific Qualification

Not available.

Work Experience

A minimum of five years of experience in finance, budget, accounting, administrative services or related area is required. The minimum years of relevant experience is reduced to three years for candidates who possess a first-level university degree or higher. Experience with the Financial Regulations, Rules and procedures, Procurement Manual and Procedures, within the United Nations Common System and or similar international organization is required. Experience using the finance related modules of an Enterprise Resource Planning (ERP) Systems such as UMOJA, SAP or similar system is required. One or more years of experience in the use of databases and reporting tools is desirable (Microsoft Excel, Microsoft PowerBI, ERP BI, and similar).

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. Note: Fluency equals a rating of “fluent” in all four areas (speak, read, write and understand). Knowledge of equals a rating of “confident” or “fluent” in at least two of the four areas.

Assessment

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

Special Notice

The United Nations Secretariat is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for these positions. The United Nations Department of Safety and Security (UNDSS) is taking efforts to improve gender parity, including full implementation of the UN-wide, and Departmental Gender Strategies. We are committed to providing an inclusive culture and exciting opportunities for women in the security and operations field. Staff members are 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. An impeccable record for integrity and professional ethical standards is essential. Appointment or assignment against this position is for an initial period of one year. The appointment or assignment and renewal thereof are subject to the availability of the post or funds, budgetary approval or extension of the mandate. This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment. At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application. The Staff Regulations, Staff Rules and administrative issuances governing staff appointments can be viewed at: http://www.un.org/hr_handbook/English The selection process for this job opening will be conducted pursuant to ST/AI/2010/3 on the “Staff Selection System” and include the compliance review process by a review body described in staff rule 4.15.

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.