Job Title: Senior 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
Under the
direct supervision of the Chief, the incumbent is expected to perform the
following duties:
Budgeting:
- Preparation
of cost estimates and budget proposals in terms of staff and non-staff
requirements for regular budget and extra-budgetary resources under UNON
Administration.
- Monitor
budget implementation and performance and recommend reallocation of funds
as necessary.
- Ensure
that requisitions for goods and services are in line with authorized
budgets, the priorities of the organization and the UN financial rules and
regulations.
- Review
requests for creation and extension of positions as well as requests for
recruitment.
- Assist
in the execution of cost recovery in line with established agreements and
policies and support on the collection of associated receivables.
- Perform
certifying functions of financial transactions as per delegation.
- Accounting:
Responsible
for the processing of financial documents in line with the financial rules and
regulations.
Review and analysis of various accounting data, financial statements input and
preparation of reports.
Scrutinize supporting documents for completeness, accuracy and validity of
requests in line with applicable policies, procedures, rules and regulations.
Verify accuracy of postings and process corrections as appropriate.
Analyze and monitor Open Item Managed accounts (OIM) in the Enterprise Resource
Planning (ERP) system (Umoja) and initiate corrective action.
Perform approval functions of financial transactions as per delegation.
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.
- Serve
as Lead Payroll Processor in approving off cycle requests and payroll –
Education Grant advances, Salary advances, Assignment and Relocation
grants etc.
- Serve
as Lead Payroll Processor in running the monthly payroll and correction
payroll and ensure the completeness and correctness of the payroll
posting.
- Performs
supervisory functions as team leader and First Reporting Officer (FRO).
General:
- Prepare
and analyze reports with a view to identify anomalies and unusual trends
and recommend corrective action as appropriate.
- Perform
data extraction and prepare various reports for management review.
- Respond
to queries and draft correspondence in relation to budgetary and financial
matters from management, clients (internal and external), auditors and
other stakeholders.
- Ensure
that accurate and complete accounting; reporting and internal control
systems are functioning.
- Ensure
that all relevant records and audit trails are maintained.
- Act
as team leader and provide day to day management and supervision, training
and guidance to other General Services staff.
- Assist
in the planning of unit and team staff work plans, monitor and report
performance against the plans.
- 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.
- Knowledge
retention and quality assurance focal point for the team.
- Performs
other related duties as required by Section or Unit Chief.
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, including programme development and database
management, claims and treasury operations. Ability to identify and
resolve data discrepancies and operational problems. 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. Committed to
implementing the goal of gender equality by ensuring the equal
participation and full involvement of women and men in all aspects of
work.
- 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.
- 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.
- Education
A high
school diploma or completion of secondary school is required. Supplemental
courses/ training in finance, administration, project management or related
field is required.
Job – Specific Qualification
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
- Working
experience in payroll, finance, budget 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.
- Experience
with the Enterprise Resource Planning (ERP) and finance system such as
Oracle or SAP is desirable.
- Knowledge
and experience with processes of payroll management is desirable.
Experience with International Public Sector Accounting Standards (IPSAS)
is desirable.
- Experience
with integrated business processes, data analytics and reporting is
desirable.
