TEMPORARY JOB OPENING

Finance and Budget Assistant, GL-6

PORT-AU-PRINCE, Haiti

MINUSTAH-TJO-2017-N019

Special Notice

The United Nations Stabilization Mission in Haiti MINUSTAH invites all interested and qualified candidates to apply for the announced job opening. All interested candidates should submit their Personal History Profile (PHP) and copies of their educational diploma/certificates and employment certificates to Recruitment & Career Development Unit (RCDU) via email at minustah-recruitment@un.org.  Blank PHP and supplementary sheets are available at the MINUSTAH Bulletin Board for Internal Candidates and at the MINUSTAH website (http://minustah.unmissions.org/recrutement) for external candidates.  Attachments/file size bigger than 10 MB should be sent in batches.

For ease of reference, please include the job opening number indicated above in the subject of your e-mail.

Organization Setting and Reporting Line

The purpose is to provide accurate and timely support to managers and more senior staff with respect to the development of budget proposals and administration of approved budget, processing and disbursement of payment to staff members and vendors, accurate recording of financial transactions and preparation of bank reconciliation. The incumbent must be well trained and is expected to supervise unit staff performing in an efficient, effective and timely manner.

Responsibilities:

This position is located in the Engineering Section of the United Nations Stabilization Mission in Haiti (MINUSTAH). The incumbent will report directly to the Chief Engineer/ Engineering Section.

Within delegated authority, the Finance and Budget Assistant Will be responsible for the following:

• Performs/participates in the monthly and yearly closing of accounts procedures in ERP (UMOJA).
• Analyzes complex/unusual accounting transactions and all open items in the accounting system ERP (Umoja) for corrective actions and makes recommendations to the chief of Unit/ Section on appropriate follow-up procedures.
• Reviews and reconciles various clearing accounts and investigate erroneous/invalid entries to take appropriate corrective accounting action.
• Processes incoming/outgoing interoffice vouchers (IOVs), interoffice billings (IOBs) and intermission billing (IMBs) from/to HQs, agencies, funds programs and other field missions.
• Assists in the preparation of the bank reconciliation on a daily basis.
• Ensures compliance with International Public Sector Accounting Standards (IPAS) in all financial transactions.
• Reviews current budget period commitments to ensure their validity to carry them forward and cancel outstanding commitments where not valid;
• Verifies that relevant supporting documents have been provided, confirming that goods and services have been received in accordance with the contract, agreement, purchase order or other form of undertaking by which they were ordered and that they have been certified by a duly designated certifying officer before vouchers are processed and/0r submitted to approving officers for further review and approval.
• Reviews relevant banking details including amendments of banking details in the Business Partner (BP) for wire transfer payments, to ensure that payments are made only to those to whom the organization legitimately owes funds for goods and services actually received.
• Assists with the computation of staff members’ entitlements including salaries, claims, danger pay, daily subsistence allowance, mission subsistence allowance, volunteers living allowance and any other allowances for payments.
• Reviews relevant documentations for payments and accounting entries e.g., payroll, payment of staff entitlements, final payments, travel claims, vendor invoices, agencies, etc., to ensure conformity and adherence to applicable United Nations policies e.g., applicable staff rules, financial regulations and rules, ST/A/ issuances or practices, [PSAS policy framework etc.)
• Assists, review and prepare year-end reports for the United Nations joint staff Pension Fund (UNJSPF) on all pension contributions made by locally-recruited staff.
• Assists in the review, analysis and preparation of cost estimates and budget proposals, in terms of mission’s resourcing requirements such as staff and non-staff requirements, including programmatic aspects.
• Assists with the review of justification for resource requirements for budget submissions in coordination with relevant sections/Offices on related issues during preparation of the budget proposals.
• Assists in monitoring extra-budgetary resources, including review of agreements and cost plans, ensuring compliance with regulations and rules and established policies and procedures.
• Monitors budget implementation/expenditures and assist with the reallocation and re-deployment of funds as necessary.
• Verifies accuracy of input data, ensuring consistency of date in previous allotments to new allotments issued.
• Assists in preparation of budget performance submissions and finalization of budget performance reports, analyzing variances between approved budgets and actual expenditures.
• Prepares, disburse and release payments by cheques, cash or wire transfer; assists with exception payments for corrective actions.
• Identifies and annotate bank account movements and monitors bank balances of the Mission’s accounts.
• Assists in cash management, including preparing cash flow replenishment.
• Record incoming cash and outgoing cash in ERP (Umoja) to/from the cashiers’ imprest.
• Assists to make sure cash in vault is replenished timely to avoid shortage of cash.
• Monitors cheque stock and cash receipt vouchers and requests for new stock as required.
• Reviews documents assigned to payment lists to ensure that partner banks commensurate with payment methods to avoid rejected or returned payments.
• Coordinates/Assists with filing and archiving of financial records as required.
• Drafts or prepares correspondence to respond to enquiries in respect to budgetary and financial matters.
• Performs other duties as assigned.

Competencies:

Professionalism: - Knowledge of clerical functions, ability to operate standard office equipment; understanding of file systems, ability to apply good judgment in the context of assignments given. Shows pride in work and 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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.

Planning & 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.

Team Work: - 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 shortcoming.

Education: - High School diploma or equivalent is required. Technical or vocational certificate in Accounting, Finance, Budget or related field is required.

Work Experience: - At least seven (7) years of relevant experience within the United Nations system or in the private sector in accounting, budgeting and financial management or related area.

Languages:  - English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in oral and written French and English are required.