Overview
The Senior Finance and Budget Assistant will handle allotment advice, monitor approved budgets, and manage UMOJA related actions for approved requests within the Facilities Management Section.
Key Responsibilities
- Discusses with Units Heads in FMS and prepare budget, yearly procurement and activity plan;
- Distributes allotted approved budget to each Unit as per their procurement plan;
- Follows up and record appropriations from the allotted budget and issues monthly reports;
- Compares the financial usage of each Unit against their procurement and activity plans;
- Prepares financial analysis and reports to the Chief FMS for evaluation and further appropriate action;
- Advises all Units of the Section in the area of projects activities, proper use of funds and in procurement and financial activities and procedures;
- Creates advice and implements the proper flow of financially related information within the Section and with corresponding offices;
- Handles all budgetary, financial and related activities and regularly provides reports to Chief of the Section;
- Implements all accounting procedures as per IPSAS requirements;
- Ensures that assets that fall under the custody of the Section are recognized, recorded and reported;
- Ensures that all PP&E under the Section arc well accounted for in the financial statements of the UN;
- Ensures that PP&E are recognized and registered as soon as title of ownership is transferred to UN as well as construction is completed;
- Follows up on audit recommendations.
- Creates pre-encumbrances for goods, services, utilities, individual contractors & consultants and provide information to appropriate officials for review and approval;
- Creates obligation documents (OBID) for consultants and individual contractors and submit them to HRSS for further processing;
- Inspects monthly claims of individual contractors/consultants in UMOJA;
- Creates Consultant & Individual Contractors claims and forwards to Finance Section for approval and payment;
- Edits approved pre-encumbrances and make them checked and transferred to SCMS for procurement action;
- Amends pre-encumbrances for goods, services, Consultant & Individual Contractors whenever necessary following agreed appropriate procedures.
- Ensures application of UN Financial rules and regulations;
- Assigns appropriate account numbers to procurement requests;
- Keeps relevant financial records of the Section;
- Ascertains that all requests for goods, work, and services are as per the procurement plan and are in line with UN procurement manual .
- Collects proper data on procurement from all Units in FMS;
- Compiles and consolidates all annual draft budget proposal;
- Discusses with all concerned on the draft budget;
- Compiles final budget proposal, discussions with Chief of Section for preparation of the final draft;
- Prepares final budget proposal and submit it to Budget Unit of UNECA;
- Monitors budget implementation/expenditures and recommends allocation of funds as necessary;
- Prepares budget performance submissions, analyses variances between approved budgets and actual expenditures;
- Monitors integrity of various financial database;
- Verifies accuracy of input data, ensuring consistency of data in previous allotments to new allotments issued;
- Co-ordinates with other finance and budget staff on related issues during preparation of budget reports.
- Prepares memos for recruitment of Consultant & Individual Contractors and for extension of Consultant & Individual Contractors contract whenever appropriate;
- Receives processed Consultant & Individual Contractors contracts from HRMS, makes an Individual Contractor/Consultant sign and distributes copy of contracts to appropriate offices.
- Reviews, analyses and processes payments to third parties, commercial entities and individuals with respect to settlement of obligation of the section.
- Acts as a certifying officer on behalf of and in the absence of the programme manager;
- Certifies payments for approved overtime work done by staff of the Section.
- Performs any other duties as assigned by the Chief of the Section.
Required Experience
At least ten (10) years of progressively responsible work experience in finance, budget, accounting, and administrative services or related area is required. The minimum years of relevant experience is reduced to eight (8) years for candidates who possess a first-level university degree or higher. Proficiency in MS Word. Excel. Knowledge of Umoja is desirable. One (1) year or more of experience in data analytics or related area is desirable.
Qualifications
High School Diploma or equivalent required. Certificate/Diploma in Accounting, Finance or directly related field is highly desirable combined with computer application skills.
