Job Title: Finance and Budget Assistant
Hiring Organization: United
Nations Office at Nairobi
Location – Locality: Nairobi
Location – Region: Kenya
Industry: Non
Profit
Job Type: Full
Time
Salary: KES
Date Posted: 05/01/2024
Responsibilities
Budgeting:
- Prepares
supporting documents (narrative and supporting tables) with respect to
finalization of cost estimates and budget proposals, in terms of staff and
non-staff requirements.
- Assists
managers in the elaboration of resource requirements for budget
submissions.
- Undertakes
research and provides support to higher level Finance & Budget
Officers with respect to budget reviews of relevant intergovernmental and
expert bodies.
- Monitors
expenditures and compares with approved budget; prepares adjustments as
necessary.
- Reviews
requisitions for goods and services to ensure (a) correct objects of
expenditure have been charged, and (b) availability of funds.
- Assists
in preparation of budget performance submissions and finalization of
budget performance reports, analysing variances between approved budgets
and actual expenditures.
- 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
Accounting:
- Creates
accounts payable financial documents in line with the financial rules and
regulations.
- Reviews
and analyses of various accounting data, financial statements input and
preparation of reports.
- Prepares
supporting financial documents and ensures completeness, accuracy and
validity of requests in line with applicable policies, procedures, rules
and regulations before submission to Supervisor.
- processes
accounting adjustments and corrections in line with requests submitted by
Clients and approved by the Supervisor.
- Analyses
and clears open item managed accounts (OIM) in the ERP system (Umoja),
initiate and coordinate corrective follow on action.
- Performs
reconciliation of general and sub ledger accounts and clears suspense
accounts.
Payroll
And Benefits Administration:
- Performs
Payroll comparison and data validation of simulation runs (in HANA Payroll
Analysis Tool); Prepares Payroll data for monthly mass upload files
(direct payroll deductions/payments).
- Audits
various accounting transactions, e.g., payroll, education grants, final
payments, income tax returns, etc. to ensure correctness of disbursement
and adherence to relevant staff rules, financial regulations and rules,
ST/AI issuances or practices.
- Provides
information to Pension Fund participants and beneficiaries on
participation entitlements and benefits and prepares year end pension
schedules for financial statement reporting;
- Monitors
all insurance transactions including those involving participants on
non-Headquarter payroll but covered under Headquarters insurance plans.
- Monitors
all insurance transactions including those involving participants on
non-Headquarter payroll but covered under Headquarters insurance plans.
General:
- Keeps
up to date on documents/reports/guidelines that have a bearing on matters
related to programme, ensuring compliance with intergovernmental
recommendations and decisions as well as with United Nations policies and
procedures.
- Maintains
and keep up-to-date files.
- May
be responsible for providing guidance, training and daily supervision to
other general service staff in the area of responsibility.
- Performs
other related duties, as assigned.
- 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.
- Perform
other related duties, as assigned.
Competencies
- PROFESSIONALISM:
Knowledge of, and ability to apply financial rules, regulations and
procedures in the UN environment; Knowledge, skills and ability to
extract, interpret, analyze and format data across the full range of
finance and budget functions; The ability to analyze and interpret data in
support of decision-making and convey resulting information to management;
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; Commitment to implementing the goal of gender
equality by ensuring the equal participation and full involvement of women
and men in all aspects 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 ongoing 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.
- ACCOUNTABILITY:
Takes ownership of all responsibilities and honors commitments; Delivers
outputs for which one has responsibility within prescribed time, cost and
quality standards; Operates in compliance with organizational regulations
and rules; Supports subordinates, provides oversight and takes
responsibility for delegated assignments; Takes personal responsibility
for his/her own shortcomings and those of the work unit, where applicable.
Education
- Completion
of secondary education/ high school diploma is required. Supplemental
courses/ training in finance, administration, project management or
related field is desirable. A recognized accountancy qualification (e.g.
Certified Public Accountant (CPA), Association of Chartered Certified
Accountants (ACCA), Chartered Institute of Public Finance Accountants
(CIPFA) is desirable.
Work
Experience
- A
minimum of seven years (7) of experience in finance, budget 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.
- Experience
with the Human Capital Management (HCM) module of SAP, PeopleSoft, or
similar ERP system is required.
- Experience
in processing payroll in an international organization is desirable.
- Experience
working with a large global organization’s systems and procedures is
desirable.
- One
(1) year or more of experience in data analytics or related area is
desirable.
