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Job Opening
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Posting Title: |
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Finance and Budget Assistant, G5
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Job Code Title: |
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FINANCE AND BUDGET ASSISTANT
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Department/ Office: |
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Department of Political Affairs
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Duty Station: |
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NEW YORK
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Posting Period: |
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15 April 2014-14 May 2014
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Job Opening number: |
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14-FIN-DPA-34402-R-NEW YORK
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Staffing Exercise ID: |
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N/A
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United Nations Core Values: Integrity, Professionalism, Respect for Diversity
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Org. Setting and Reporting
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This position is located in the Executive Office of the Department of Political Affairs. The Finance and Budget Assistant reports to the Finance and Budget Officer.
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Responsibilities
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Within delegated authority, the Finance and Budget Assistant will be responsible for the following duties:
Budget and Finance
1. Assist in the preparation of supporting documents such as cost plans and allotment requests (narrative and supporting tables) in terms of staff and non-staff requirements with regard to the Department’s extra-budgetary resources.
2. Supports the Finance and Budget Officers 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 and Budget Officer.
3. Prepare pre-encumbrances, obligation document and travel authorizations in IMIS, and process travel claims.
4. Review and process consultancy contracts and liaison with OHRM..
5. Assists in the financial management of trust funds, including monitoring the status of voluntary contributions, generating expenditure reports from IMIS and monitoring reporting requirements by donors.
6. Undertake research and compile data and other information required by the Finance and Budget Officer in the review and analysis of relevant proposals.
7. Review requisitions for goods and services to ensure correct objects of expenditure have been charged, and availability of funds.
8. Perform preliminary analysis of variances between approved budgets and actual expenditures for expenditure reports, prepare adjustments as necessary.
9. Review, analyse and prepare payment requests to staff, third-parties, commercial entities and consultants.
10. Assist in preparation of status of funds' reports to substantive officers, respond to queries and provide information regarding administrative procedures, processes and practices.
11. Perform other related duties.
General Administration
1. Keep 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.
2. Draft or prepare correspondence to respond to enquiries with respect to relevant financial and budget matters.
3. Maintain and keep up-to-date files.
4. May be responsible for providing guidance to other general service staff in the Department.
5. Provide backup to other colleagues when requested.
6 Perform other related duties, as assigned.
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Competencies
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• Professionalism: Ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management, etc. Ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations. 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. Knowledge of the UN Staff Regulations and Staff Rules, personnel and administrative policies and procedures, financial rules and procedures .
• Planning& 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.
• 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.
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Education
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High school diploma or equivalent.
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Work Experience
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A minimum of five years of experience in finance, budget, accounting, administrative services or related area. Experience with administration of trust funds is required. Experience in IMIS, Microsoft Word and Excel is desirable.
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Languages
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English and French are the working languages of the United Nations Secretariat. For this post, fluency in English is required. Knowledge of another UN official language is an advantage.
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Assessment
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Evaluation of qualified candidates may include an assessment exercise which may be followed by a competency-based interview.
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Special Notice
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Recruitment for this position is done on a local basis, whether or not the candidate is a resident of the duty station.
Passing the Administrative Assessment Support Test (ASAT) at Headquarters or an equivalent recognised locally-administered test at a United Nations Office is a prerequisite for recruitment consideration in the General Service category in the United Nations Secretariat.
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.
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United Nations Considerations
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The United Nations shall place 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. (Charter of the United Nations - Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.
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No Fee
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THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, TRAINING OR ANY OTHER FEES). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON BANK ACCOUNTS.
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