This position is located in the Office of the Chief, Sourcing Support Service, Logistics Division, in the Office of Supply Chain Management, in the Department of Operational Support. (DOS). The Department of Operational Support was established to provide end-to-end operational support, advisory services and other solutions to operating entities across the Secretariat, including other departments, Offices Away from Headquarters, field missions, and regional commissions. The Office of Supply Chain Management includes the Office of the Assistant Secretary-General for Supply Chain Management, the Logistics Division, the Procurement Division, the Uniformed Capabilities Support Division, Global Service Centre, and the Enabling and Outreach Service. The Logistics Division performs a central role in the implementation of end-to-end supply chain management. It provides direction and advice on logistical matters; monitors and assesses the delivery of strategic transportation; and provides specialized support services and directs the delivery of transportation and specialist support services in the functional areas of air transport, ground transport, engineering, medical and supply, inclusive of fuel, rations, general supplies and security equipment. The Division also leads the global integrated supply chain planning to facilitate demand, source and delivery planning across all technical areas. The Division consists of the Office of the Director, Supply Chain Planning Service, Sourcing Support Service, Air Transport Service and Movement Control Section. The Finance Assistant reports to the Chief, Sourcing Support Service.
Responsibilities
Within limits of delegated authority, the Finance Assistant will be responsible for the following duties in support of the Chief, Sourcing Support Service:
Budget and Finance:
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.
Provides support 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.
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 in the review and analysis of relevant proposals.
Consolidates data and provides support with respect to budget reviews of relevant intergovernmental and expert bodies.
Assists in the preparation/finalization of budget performance reports, performing preliminary analysis of variances between approved budgets and actual expenditures.
Prepares pre-encumbrances and obligations in Umoja and reviews them to ensure that funds are available, and the correct account has been used.
Assists in drafting the initial versions of the Financial Aspects section of the Secretary-General’s reports to the Security Council, draft resolutions and Reports of the Fifth Committee for peacekeeping operations and the Annotated Agenda for peacekeeping items.
Assists with data input in the budget instructions for peacekeeping operations.
Assists in the financial backstopping of trust funds, including monitoring the status of voluntary contributions, generating expenditure reports from Umoja and monitoring reporting requirements by donors.
Reviews draft reports, verifying overall accuracy, consistency, and uniformity in the presentation, and ensuring comprehensiveness and compliance with the format prescribed by the Editorial and Documents control of DGACM; cross-checks consistency of figures in tables with the text of the reports, and verifies references to other reports and documents, highlighting errors; 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. Contract Administration and Claims:
Assists with day-to-day administration of contracts between the United Nations (UN) and external contractors for outsourced services.
Audits the contractors' invoices against the goods and services provided by the contractor and approved by the UN. • Verifies and prepares less complex payments to third parties based on contractors’ invoices,.
General Administration:
Initiates, processes, monitors, reviews, and follows up on actions related to the administration of the Service's human resource activities, e.g., recruitment, performance appraisal, job classification reviews, separation, training etc., ensuring consistency in the application of regulations and procedures.
Maintains and reviews the Service's organizational chart and staffing tables; prints and reviews reports.
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 UN policies and procedures.
Drafts routine correspondence and assists in drafting responses to oversight bodies, maintains relevant records and assists in tracking implementation.
Maintains and keep up-to-date files and supports the development of business intelligence dashboards.
Provides administrative support as required.
Performs other related duties, as assigned.
Education
High school diploma or equivalent.
Work Experience
A minimum of five years of experience in administrative services, finance, accounting, audit, 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 in the use of Microsoft Office Suite, including Excel, Word, PowerPoint, Share Point and Microsoft Teams is required. Experience in preparing meeting notes, memoranda, talking points, drafting correspondences, presentations or equivalent is desirable Experience in providing administrative support to senior management in the United Nationals Common System, or comparable public sector institution, is desirable.
Languages
English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required. Knowledge of another official United Nations language is desirable.
