Category and Level : Catégorie des services généraux et catégories apparentées, G-6
Duty Station : NAIROBI
Department/Office : Department for General Assembly and Conference Management – DCS Nairobi
Date Posted : Nov 8, 2023
Deadline : Nov 17, 2023
Org. Setting and Reporting
The United Nations Office at Nairobi (UNON) is the UN headquarters in Africa and the Director-General of UNON is the representative of the Secretary-General in Kenya. UNON supports programme implementation of the United Nations Environment Programme (UNEP), the United Nations Human Settlements Programme (UN-Habitat) and the Resident Coordination System (RCS) globally, as well as other UN offices in Kenya, by providing administrative, security, conference and information services (www.unon.org). This post is located in the Coordination Support Section, Division of Conference Services. Under the supervision of the Finance and Budget Officer, the incumbent will be responsible for the following duties:
1. Prepare Cost estimates and expenditure reports for meetings. a) Liaise with the Chiefs of Sections and Units within the Division and with clients to collate the requirements of meeting and draft cost estimates for review. b) Support drafting memoranda of understanding between the Division and clients for approval by the Chief. Follow up with the clients. Monitor the projects account. Analyze each meeting cost, schedule, note and record for material deviation from cost estimates. c) Prepare final meeting accounts and invoices to the clients. 2. a) Collate, analyze, verify, and cost each element of services provided by the Division. b) Verify the accuracy of the amounts and the supporting documents. c) Maintain an updated record of the invoices for payment and data files on invoices for follow-up and reconciliation purposes. d) Respond to queries by clients, internal and external auditors. 3. a) Assist in preparation of budget performance submissions and finalization of budget performance reports, analyzing variances between approved budgets and actual expenditures. b) Verify accuracy of input data, ensuring consistency of data in previous allotments to new allotments issued. c) Prepare and analyze reports with a view to identify anomalies and unusual trends and recommend corrective action as appropriate. d) Prepares commitment documents in ERP/Umoja and reviews them to ensure that funds are available, and the correct budget account/fund/project/cost center has been used. e) Monitor expenditures and compares with approved budget; prepares adjustments. 4. Review requisitions for goods and services to ensure: a) Correct objects of expenditure have been charged, and availability of funds. 5. a) Keep 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. b) Draft or prepare correspondence to respond to enquiries in respect to relevant financial and budget matters. c) Maintain and keep up-to-date files. d) May be responsible for providing guidance, training, and supervision to other general service staff in the area of responsibility. e) 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. f) Assists with visualizations and updating information material such as web pages or brochures. g) Perform other related duties as assigned.
PROFESSIONALISM: Knowledge of, and ability to apply financial rules, regulations, and procedures in the United Nations environment; Knowledge, skills and ability to extract, interpret, analyse and format data across the full range of finance and budget functions, including database management and claims; Ability to perform analysis, modeling and interpretation of data in support of decision-making; Ability to identify and resolve data discrepancies and operational problems; Ability to identify issues, analyze and participate in the resolution of issues/problems; Ability to conduct data collection using various methods; Ability to apply judgment in the context of assignments given, plan own work and manage conflicting priorities; 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. 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 on-going 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. PLANNING AND 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.
Completion of secondary education/ high school diploma is required. Supplemental courses/ training in in finance, administration, project management or related field is required.
Job – Specific Qualification
A minimum of seven (7) years of progressive responsible experience in finance, accounts, administration, project/programme management or related area is required. The minimum years of relevant experience is reduced by two years for candidates who possess a first level University degree. Work experience in areas of budgets, including performance reporting is required. Working experience with Enterprise Resource Planning (ERP) systems is desirable. Work experience in preparation of donor funding reports is desirable. One (1) year or more of experience in data analytics or related area is desirable.
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 an advantage. NOTE: “Fluency equals a rating of “fluent” in all four areas (read, write,speak, understand) and “Knowledge of” equals a rating of “confident” in two of the four areas.