Finance and Budget Assistant

vor 2 Wochen

Freiburg, Freiburg, Schweiz United Nations Vollzeit

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 overall objective of the UNEP's Economy Division is to encourage decision-makers in government, local authorities and industry to develop and adopt policies, strategies and practices and technologies that promote sustainable patterns of consumption and production, make efficient use of natural resources, ensure safe management of chemicals and contribute to making trade and environment policies mutually supportive.

It promotes the development, use and transfer of policies, technologies, economic instruments, managerial practices and other tools that assist in environmentally sound decision making and the building of corresponding activities.


Special Programme on Institutional Strengthening (SPIS) aims to support institutional strengthening at the national level for implementation of the Basel, Rotterdam and Stockholm Conventions, the Minamata Convention and the Strategic Approach to International Chemicals Management (SAICM).

Through the Special Programme, support can be provided to developing countries and countries with economies in transition to enhance their sustainable institutional capacity to develop, adopt, monitor and enforce policy, legislation and regulation and to gain access to financial and other resources for effective frameworks for the implementation of the legally binding chemicals and waste conventions and SAICM.

The post is located in the Special Programme secretariat, Chemicals and Health Branch, Economy Division. UNEP, located in Geneva, Switzerland.

Responsibilities:

1)

Grants Management:
The incumbent assists in preparing budget performance submissions in UMOJA:

  • Creates unreleased and released budget documents.
  • Creates Main Implementation & Single (M1/SI) grants in UMOJA and in order for an M1 grant to begin incurring expenses, it must be linked to the corresponding Resource Mobilization (R1) grant(s), cash must be received and budget must be released.
  • Creates Resource Mobilization (R1) Grants and ensures that the name, description, fund code, fund center & currency matches the donor agreement.
  • Ensures Donors are setup in UMOJA by requesting the UMOJA Master Data team to create Business partners if the donor doesn't exist.
  • Reviews Donor's business partner profile in Umoja to confirm that the sponsor's information has been entered in the system correctly.
  • Recognises all UNEP Special Programme deposits.
  • Creates internal orders for each R1 grant and ensures the R1 grants are linked to the correct internal orders for revenue recognition.
  • Uploads all R1 grants in the UNON portal and sends to FBO for review and approval.
  • Follows up to ensure all R1 grants are approved by UNON, follows up to have cash applied and all deposits appear in UMOJA under the cash report.
  • Liaises with Programme Officers (POs) and ensures sub allotments received are recorded and available for use in UMOJA.
  • Assists the Finance and Budget Officer (FBO) in reporting to Donors and Partners, by preparing drafts financial reports for Donors.
  • Assists the FBO in the issuance of allotments and related staffing table authorizations.
  • Verifies accuracy of input data, ensuring consistency of data in previous allotments to new allotments issued.
  • Reviews draft reports, verifying overall accuracy, consistency and uniformity in the presentation, and ensuring comprehensiveness and compliance with the format prescribed; crosschecks consistency of figures in tables with the text of the reports, and verifies references to other reports and documents, bringing errors to the attention of the FBO concerned; ensures that all necessary corrections are incorporated in the reports; coordinates with other finance and budget staff on related issues during preparation of budget reports.
2)

Accounts Payable:
The incumbent initiates first and final payments to Implementing Partners:

  • Transfers budgets to passthrough grants from an M1/S1grant.
  • Creates Work Break down Structures (WBSE) which link the funded program with the P1 grant.
  • Creates purchase orders, records expenditure and files all the supporting documents for payments and financial reports.
  • Prepares donor invoices for signature and additionally follows up on standing invoices and makes sure donors pay before the end of the year and responds to queries relating to invoices from donors and liaises with UNON to make sure the deposits are recorded in UMOJA.
  • Records incoming income on the SP's spreadsheet on a weekly basis and updates members' payments in the Customer Relations Management (CRM).
  • Liaises with UNON to make sure all received income is up to date in UMOJA; track any missing income from donors.
3) A

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