Senior Finance and Budget Assistant

Org. Setting and Reporting

The United Nations Environment Programme (UNEP) is the leading global environmental authority that sets the global environmental agenda, promotes the coherent implementation of the environmental dimension of sustainable development within the United Nations system and serves as an authoritative advocate for the global environment. The Multilateral Fund for the Implementation of the Montreal Protocol (MLF) is dedicated to reversing the deterioration of the Earth's stratospheric ozone layer. It was established in 1991 as the financial mechanism of the Montreal Protocol to assist developing countries (Article 5 countries in the language of the Protocol) in complying with the obligations under the Montreal Protocol. The Fund Secretariat located in Montreal, assists the Executive Committee in this task (www.multilateralfund.org). The Secretariat is administered by UN Environment. This post is located in UNEP/MLF at the Montreal duty station. Under the direct supervision of the Senior Administrative and Fund Management Officer, the incumbent will perform the following tasks:

Responsibilities

1. Finance and accounts, travel, consultant and individual contractor (CICs) services: Review supporting and source documents for completeness, accuracy and validity of charges; Create and amend shopping carts and purchase orders to commit funds as required for individual contractors, consultants and vendor’s invoices; Create service evaluation sheets (SES) for individual contractors, consultants and vendors upon successful completion of services and delivery of goods; Create work breakdown structure (WBS) elements for the Fund Secretariat budgets; Create payment documents (RE) for vendors; Review, analyze and approve travel authorizations (TPO role); Peer-review payment documents for all service providers including consultant and conference service staff; Investigate discrepancies between budget allocation, fund commitment and requests for payment in the Fund Secretariat and the Monitoring and Evaluation budgets, recommend appropriate corrective actions; Create iNeed tickets for requests of business partner numbers, banking information and staff reimbursements for bank charges.

2. Assistance in the management of budget and Multilateral Fund issues: Provide input in budget expenditures with respect to the approved fund budget and implement the re-allocations between budget lines as necessary; Provide input into the preparation of cost estimates and budget proposals on staff, non-staff costs and expenditures including programme support cost; Monitor allotments, expenditures and commitments; analyze and verify accuracy, validity and availability of funds; Review, analyze and report year-end funding summary balances for each WBS element and class; Verify uncommitted balances and advice on their possible liquidation; Draft correspondence to respond to inquiries in respect of relevant financial and budget matters and taking into account revised and new financial procedures 3. Procurement functions: Co-ordinate with relevant staff at the Fund Secretariat and UNEP Procurement focal points on all procurement matters; Support requisition functions and prepare specifications of goods and services; advice on budget availability; Identify and recommend method of solicitation consistent with requirements and procurement rules; Produce tender documents (invitations to bids, requests for proposals and requests for quotation) based on the nature of requirements and cost involved; Solicit and evaluate bids/proposals/quotations to ensure overall competitiveness, quality, and conformity to specified requirements; Answer queries from vendors during bidding process; Compile and present procurement data; prepare relevant supporting documents and recommend approval of contract or purchase order; Prepare a variety of correspondence and documents (purchase orders, contracts and amendments); Maintain relevant internal databases and files to keep track of contractual agreements, direct provisioning contracts, purchase orders and inform affected users of contractual rights and obligations; Search, retrieve and present information from a variety of internal sources on sources of supply, vendors by commodity; Keep up-to-date with the UN procurement manual and guidelines for reference and application. 4. General administrative tasks: Liaise with travel agency for final cost of the chosen itinerary (TPO role); Support with the preparation of relevant documents for the Executive Committee meetings; Provide logistical support during the meetings of the Executive Committee; Liaise and consult with relevant services units at the Headquarters and liaise with other administrative staff members of the Fund Secretariat on administrative and financial matters; Maintain an updated record of guidelines, procedures and filing system; Provide guidance, training and daily supervision to other general service staff in the procurement area and Umoja, administrative and financial issues. 5. Perform any other 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, analyse 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. 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.

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. TEAMWORK: Works collaboratively with colleagues to achieve organizational goals. Solicits input by genuinely valuing others' ideas and expertise; is willing to learn from others. Places team agenda before personal agenda. Supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position. Shares credit for team accomplishments and accepts joint responsibility for team shortcomings. Education

Completion of high school diploma or equivalent is required. Supplementary training in the field of Accounting, Finance and related area is highly desirable.

Work Experience

A minimum of ten (10) years of progressive work experience in finance, budget, accounting, procurement, administrative services or related area with an international organization, is required. Knowledge and experience in funds management as well as computer spreadsheet skills is required. Experience in using financial functions in enterprise resource planning (ERP) systems such as SAP or Oracle is required. Experience in applying UN Financial Rules and Regulations is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For this post, fluency in written and oral English is required. Working knowledge of other UN official languages is desirable.

Assessment

Evaluation of qualified candidates for this position may include a substantive assessment, which will be followed by a competency-based interview.

Special Notice

Appointment against this post is for an initial period of one year and may be subject to extension. Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.

Internal Applicants – when completing the PHP, ensure ALL fields, ALL professional experience and contact information are completed and up to date. This information is the basis for the hiring manager to assess your eligibility and suitability for the position and to contact you. All applicants are strongly encouraged to apply on-line as soon as possible after the job opening has been posted and well before the deadline stated in the job opening. On-line applications will be acknowledged where an email address has been provided. If you do not receive an e-mail acknowledgement within 24 hours of submission, your application may not have been received. If the problem persists, please seek technical assistance through the Inspira "Need Help?" link. Deadline for Application: Tuesday, 7 July 2020 More Information and Application Details.

Tags: United Nations Enviroment Programme (UNEP)