Job
Title
FINANCE
AND BUDGET ASSISTANT, G-5
Department/
Office
United
Nations Office at Nairobi
Duty
Station
NAIROBI
Posting
Period
2
April 2013-2 May 2013
Job
Opening number
13-FIN-UNON-26852-R-NAIROBI
(X)
United
Nations Core Values: Integrity, Professionalism, Respect for Diversity
Organizational
Setting and Reporting
The
United Nations Office at Nairobi (UNON) is the UN Headquarters in Africa and the
representative office of the Secretary-General. We support programme
implementation of the UN Environment Programme (UNEP) and the UN Human
Settlements Programme (UN-HABITAT) globally, as well as other UN offices in
Kenya, by providing administrative, conference and information services.
(www.unon.org). This post is located in the Commercial Operations Unit (COU),
Support Services Service (SSS).
Responsibilities
Under
the supervision of the Chief, COU, the incumbent will perform the following
functions.
1.Finance
a)Produce
or verify reports on UN fuel station financial activities.
b)Reconcile
off-station delivery orders with payments and monitor variances
c)Compute
the cost of electricity consumption with relation to on-site COU managed
contractors and prepare invoices.
d)Spot
check float and cash handling procedures. Prepare monthly schedules for
claiming of duty and levies refunds on fuel from Kenya Revenue Authority.
e)Act
as back-up when preparing Monthly Receiving and Inspection Reports as well as
statements for supply of fuel.
f)Carry
out monthly fuel stock check at the UN fuel station.
g)Assist
the Chief of COU in the preparation of cost benefit analysis, on-time banking
analyses, staff performance analyses, business revenue analyses and forecasting.
2.Budget
a)Assist
in the preparation of documents related to cost estimates and budget proposals.
b)Support
Budget and Finance Management Service (BFMS), Finance/Budget Officers in
extracting information and generating reports; assist in preliminary analyses
of the information and reports and identify areas of concern for the attention
of the Finance/Budget officer.
c)Assist
in the development of resource requirements for the budget submissions and in
the preparation of budget performance submissions.
d)Compile
data and information required by the Finance/Budget Officer in the review and
analyses of proposals.
3.Treasury
a)Identify
and annotate bank account movements in the COU bank accounts.
b)Notify
payees of status of payments.
c)Assist
staff members and fund management officers regarding queries on payment for
services and products
d)Liaise
with Banks to resolve issues arising in the course of operations.
4.Payables
and receivables
a)Verify
invoices and ensure all accounts payable are executed in a timely manner.
b)Maintain
running reconciliations of vendor accounts.
c)Compute
and raise monthly billings to the UN commissary for gift shop sales made on
behalf of COU and reconcile commissions payable.
d)Compute
and raise monthly billings to caterers for commissions payable to COU.
e)Follow-up
on settlements of receivables.
f)Process
refunds due to clients as a result of cancellation of membership or closure of
accounts.
5.Administration
a)Train
COU staff on use of financial templates, work processes and procedures.
b)Maintain
and keep up-to-date files.
c)Generate
pro-forma invoices for clients.
d)Process
VAT exemption documentation for vendors.
e)Provide
administrative support of the Chief, COU and/or Finance/Budget Officer.
f)Perform
other related duties.
Competencies
Professionalism:
- 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.
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.
Planning
and Organizing:
- develops clear goals that are consistent with agreed strategies, allocates appropriate amount of time and resources for completing work.
- Uses time efficiently.
Accountability:
- Takes ownership of all responsibilities and honours commitments, delivers outputs for which one has responsibility within prescribed time, cost and quality standards.
Education
- Completion of secondary education or equivalent is required.
- Additional accounting course CPA from a technical college is required.
Work
Experience
- A minimum of five years of experience in the area of finance and budget is required.
- Knowledge of UN financial and budgetary procedures and regulations is an asset.
Languages
- English and French are the two working languages of the United Nations Secretariat.
- For the post advertised, fluency in oral and written English is required.
- Knowledge of a second official UN language is an advantage.
Assessment
Method
- Evaluation of qualified candidates for this position may include a substantive assessment which will be followed by a competency-based interview.
Special
Notice
- Appointment against this post is on a local basis. External candidates will be considered only when no suitable internal candidate from the duty station is identified. The Candidate is responsible for any travel expenses incurred in order to take-up appointment. Staff members are subjected to the authority of 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.
- All applicants are strongly encouraged to apply online as soon as possible after the job opening has been posted and well before the deadline stated in the job opening. Online applications will be acknowledged where an email address has been provided.
- If you do not receive an e-mail acknowledgement within 24 hours of submission, your application may not have been received. In such cases, please resubmit the application, if necessary.
No
Fee
THE
UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS
(APPLICATION, INTERVIEW MEETING, PROCESSNG, TRAINING OR ANY OTHER FEES). THE
UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON BANK ACCOUNTS.
United
Nations Considerations
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.
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.
