Finance and Budget Assistant

vor 2 Monaten

Geneve, 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.

Under the supervision of the Administrative Officer, the incumbent will, within limits of delegated authority provide assistance and support within the team as well as to other teams of the Secretariat by performing the following functions:
**Responsibilities**:
1. Budget and Finance:

- Keep records of the payment of contributions to the CITES Trust Fund as agreed by the Conference of the Parties and additional voluntary contributions offered by Parties and non-Parties for specific purposes.
- Liaise with UNEP contribution section on preparing and issuing annual assessed contribution invoices to CITES Parties.
- Assist in the preparation of monthly contribution reports for transmittal to the Parties to the Convention. Responds to queries from Parties on the status of their contributions and prepare follow-up letters to the Parties in arrears.
- Participate in the preparation of initial budget estimates and of revision thereof and assists in the revision-of project documents.
- Support the Administrative and Fund Management Officer with the review of budget performance reports for accuracy and analyze variances between approved budgets and actual expenditures.
- Prepare or customize financial reports from Umoja for submission to donors and project/ program managers as required.
- Reconcile Project Account Statements received from UNEP Headquarters against records of payments and disbursements initiated in the CITES Secretariat. Reviews various reports in the ERP system to identify inaccurate balances, initiates and follows up on any necessary adjustments, and independently interprets and troubleshoots any system errors encountered during the review or processing of transactions.
- When instructed, prepare journal vouchers to correct inaccurate entries, transfer funds between budget lines and/or projects, and liquidate obligations.

2. General Administration:

- Assist with the logístical and travel arrangements for meetings and conferences relating to CITES Programme activities, including verifying DSA accuracy and preparation of roster for meeting participants for certification and approval.
- Draft routine correspondence to respond to inquiries in respect to relevant administrative, finance and, budget, personnel matters.
- Coordinate extensively with service units and frequently liaises with internal team members at Headquarters and in the field.
- Monitors accounts and payments to vendors, Consultants, and individual contractors for services; physical space planning; identification of office technology needs and maintenance of equipment, software, and systems; organizing and coordinating seminars, conferences, and translations).

3. Contract Administration:

- Assists with the day-to-day administration of contracts between the UN and external contractors for outsourced services. Audits the contractors' invoices against the goods and services provided, and process the payment of contractors' invoices and monitor payment disbursements.
- Prepare and process all on-boarding forms for Interns, Staff, and Consultants, including IT access forms, UN grounds passes, property passes, and parking permits.

4. May be responsible for guiding, training, and supervising the work of junior General Service staff.

5. Assist 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.

6. Assist with visualizations and updating information material such as web pages or brochures.

7. Performs other related administrative duties as required.

Competencies

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.

ACCOUNTABILITY: Takes ownership of all responsibilities and honours 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
High school diploma or equivalent is required.

Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related cate

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