RESPONSIBILITIES

Under the supervision of the Chief of Policy Legislation and Governance Section (PLGS), the Finance Management Assistant Consultant will be responsible for the following tasks:

• Assisting with creation of projects on IPMR and Budget formulation for PLGS projects.
• Generating Umoja and IMIS financial reports for projects in PLGS and assist the project Administrator in preparing budget revisions, monthly and donor financial reports for the projects under PLGS.
• Reviewing financial data derived from Umoja and liaises with UNON Budget and Financial Management Section (BFMS) to ensure that donor reports are accurate and budget implementation and performance.
• cleaning of budget for PLGS and closing pending commitments and Adjustments for erroneous commitments charged from the wrong grants
• Lay out and producing clear, concise Excel table for all the Funding received Expenditures and the balances to spend on weekly basis and Grants End dates to ensure efficiency in operations.
• Regularly updates the database on grants status and all Consultants contracts monitoring to ensure no outstanding funds not paid and facilitating funds transfer from one grant to another.
• Analysis and reviewing of various accounting data and Grant extension request and Travels Expense reporting
• Facilitate and enhance proper Financial Management of PLGS Grants, financial commitments, various project budgets and In-House Agreements, the Finance Assistant carries out his/her functions under direct supervision of the Coordinator and the Programme Management Officer of the RMPU.
• Monitoring of project expenditures and assisting in reporting of Donor reports,
• Creation of Implementing partner grants and coding block, Facilitating cash transfers and payments to vendors and consultants
• Advising on grants closure and utilization of projects that are ending
• Following on donor contribution and allocation to the section’s projects and cost center,
• Managing and updating of consultants both in office and out posted staff members
• Providing financial support as requested by project leaders and advising on budgets to spend on for mission and projects related costs
• Monitoring cost recovery charges for the Unit and updating on the Pipeline Projects
• Raising of ineed requests on behalf of the unit for all financial matters with UNON and acting as the Unit Finance focal point.
• Performs other related duties as required by the Programme Management Officer
• Checks availability of funds for purchase request for goods and services and monitors unliquidated obligations; makes necessary adjustments.
• Assists in the financial backstopping of the projects , including monitoring the status of voluntary contributions, generating expenditure reports from UMOJA and monitoring reporting requirements by donors.
• 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.
• Supporting PLGS on procurement process and inventory management, and conference booking and field office support.

Qualifications/special skills

• Education: High school diploma or equivalent is required.
• Additional training certificates/diplomas in Business Administration, Finance, Social Sciences, Public Administration or other related field is desirable.
• Two years of work experience in programme/project and financial management is required.
• Experience working in an international environment, previous experience working with the United Nations System is an asset.
• Knowledge of UMOJA and Implementing Partner UMOJA processes is required.
• Knowledge of Project creation, planning, Monitoring and Reporting in IPMR is required.

Responsibilities

•  Assists in the coordination of programme/project planning and preparation work for PLGS programmes and projects; monitors status of programme/project proposals and receipt of relevant documentation for review and approval.
•  Reviews project documents, especially cost plans/budgets, for completeness and compliance with relevant rules and procedures prior to submission for final approval and signature; identifies inconsistencies; distributes project documents to relevant parties upon approval.
•  Serves as focal point for administrative coordination of programme/project implementation activities, involving extensive liaison with a diverse organizational units to initiate requests, obtain necessary clearances, process and follow-up on administrative actions, e.g. recruitment and appointment of personnel, travel arrangements, training/study tours, authorization of payments, disbursement of funds, procurement of equipment and services, etc.
•  Compiles, summarizes and enters data on project delivery; drafts related status reports, identifying shortfalls in delivery, budget overruns, etc., and brings to the attention of management.
•  Provides general office assistance; responds to complex information requests and inquiries; reviews, logs and routes incoming correspondence; sets up and maintains files/records; organizes meetings, workshops; handles routine administrative tasks, such as maintaining attendance records, assessing telephone billing, etc.
•  Provides guidance/training to new/junior staff.
•  Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.
•  Assists with visualizations and updating information material such as web pages or brochures.
•  Performs other duties as assigned.

Competencies

PROFESSIONALISM: Knowledge of internal policies, processes and procedures generally and in particular those related to programme/project administration, implementation and evaluation, technical cooperation, programming and budgeting. Understanding of the functions and organization of the work unit and of the organizational structure and respective roles of related units. Ability to work well with figures, undertake basic research and gather information from standard sources. Demonstrated ability to apply good judgment in the context of assignments given. The ability to perform analysis, modeling and interpretation of data in support of decision-making. 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.

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.

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.

Education

• Completion high school diploma or equivalent is required. Supplementary training in administration, project management or related area is desirable.
• Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat.
• The GGST is administered to applicants when required before the administration of a written assessment and/or interview. Successful passing of the Administrative Support Assessment Test (ASAT) in English at the United Nations Headquarters (UNHQ), Economic Commission for Africa (ECA), Economic and Social Commission for Western Asia (ESCWA), United Nations Office at Geneva (UNOG), United Nations Office at Vienna (UNOV), International Criminal Tribunal for Rwanda (ICTR) or International Criminal Tribunal for the former Yugoslavia (ICTY) may be accepted in lieu of the GGST.

Work Experience

• A minimum of five (5) years of experience in project administration, budget support, and general administration is required.
• Experience with Enterprise Resource Planning System (ERP) such as Umoja or similar including the Integrated Planning, Management and Reporting system (IPMR) is desirable.
• Experience in budgeting and financial reporting is desirable.
• One (1) year or more of experience in data analytics or related area 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 desirable.