Finance and Budget Assistant

Client of United Nation careers

Within delegated authority, the Finance & Budget Assistant will be responsible for the following specific duties: Budget:

• Assist in the preparation of supporting documents (narrative and supporting tables) with respect to finalization of cost estimates and budget proposals, in terms of staff and non-staff requirements.
• Support in extracting information and generating expenditure reports from computerized information system databases; assist in preliminary analyses of the extracted information and the reports generated, and highlight areas of concern for the attention of the supervisor.
• Consolidate data and provide support to the Programme Coordinator with respect to budget reviews of the project/s.
• Support in monitoring the budget structure of the Programme, including the implementation per grant, per country.
• Provide advice and review the correct allocation of expenditures to the correct WBSE, Sponsored class and G/L accounts.
• Assist in the preparation of budget submissions including budget unrelease and release per grant and in the preparation of the staffing table authorizations.
• Assist in the preparation of budget projections per country.
• Research/compile data and other information required by the supervisors in the review and analysis of relevant budget proposals.
• Assist the supervisor in the preparation/finalization of budget performance reports, performing preliminary analysis of variances between approved budgets, commitments and actual expenditures.
• Prepare pre-commitments and obligations in Umoja and review them to ensure that funds are available and the correct account has been used.
• Verify accuracy of input data, ensuring consistency of data between previously approved budgets and newly issued.
• Support/assist in the reconciliation of commitments, adjustments and liabilities under programmes/project Umoja financial data.
• Assist programme/project colleagues in the analysis of Umoja financial information and the generation of financial reports.

Finance:

• Monitor status of expenditures and allotments through Umoja, record variations, update budget tables.
• Maintain the overview of finances and financial authorizations as well as of reporting obligations.
• Prepare the documents to process payments to personnel, consultants, experts, vendors and other clients and submit to the ROMENA Finance Team.
• Prepare payment requests to be submitted to the ROMENA Finance Team and carry out budgetary checks on purchase requisitions, purchase orders and supporting documents.
• Review and request the closure of open commitments once payments are processed, verified and uploaded in UMOJA.
• Verify the correctness and accuracy of supporting documents submitted by programme/project staff, prepare payment requests, make necessary calculations, and assure inclusion of all relevant data when preparing requests to be submitted to the ROMENA Finance Team.
• Review commitments for ROMENA national staff and advise amendments as required.
• Prepare Note to File to request the preparation of journal voucher requests for the reversal of charges incurred and submits to the ROMENA Finance Team.
• Maintain proper control of payment vouchers and supporting documents.
• Maintain an internal expenditure control system that ensures that vouchers processed are consistent and complete, and that transactions are correctly recorded and accounted for in Umoja.
• Monitor the liquidation of project commitments upon completion and the release of committed funds.
• Monitor and follow up with the Travel Administrators/ staff members on closing open Travel Requests, Expense Reports and travel tickets.
• Take timely corrective actions on unposted transactions, including transactions with budget check errors, unapproved transactions.
• Register vendors and suppliers and the corresponding bank accounts in the financial system.
• Assist with the collection and analysis of data as well as preparation of data presentations
• Support on the preparation of financial reports required by UNODC Headquarters and the donors.
• Maintain files (both paper and electronic) for audit purposes and EU funding verification, including the proper archive of all obligations and expenses incurred as well as all the supporting documents.

General:

• Keep up to date on documents/reports/guidelines that have a bearing on matters related to programme budgets, ensuring compliance with recommendations and decisions as well as with United Nations policies and procedures.
• 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.
• Assist with visualizations and updating information material such as web pages or brochures.
• Perform other work-related duties, as assigned.