Finance (Budget) Senior Associate

 Background Information - PSC

Peace and Security Cluster

The UNOPS Peace and Security Cluster (PSC) is a principal service provider in the field of mine action with the United Nations Mine Action Service (UNMAS), UNDP, UNICEF, Governments of mine-affected countries and other mine action partners.  It is led by the Director, who has overall authority and accountability for the performance PSC on behalf of its clients.  The Director is responsible for administering and providing oversight of the day-to-day management of the Project Field offices, both according to the client requirements and in line with UNOPS rules and regulations.

UNMAS

United Nations Mine Action Service (UNMAS) is a division of the Office of Rule of Law and Security Institutions (OROLSI) in the Department of Peacekeeping Operations (DPKO). UNMAS is mandated by the United Nations General Assembly (RES/68/72) to ensure an effective, proactive and coordinated response to the problem posed by a wide range of explosive hazards. Legislative mandates also recognize UNMAS technical expertise in responding to threats posed by unsecured and unsafe conventional weapons and ammunition stockpiles. As an office within DPKO, UNMAS supports peacekeeping and special political missions in accordance with Security Council mandates. 

UNMAS as a component of the United Nations Support Office in Somalia (UNSOS) provides explosive hazard management capacities, including mitigation, to ATMIS as part of a logistical support package. Non-lethal tactical advice and analysis are delivered by UNMAS technical advisors located in each ATMIS Sector Headquarters and at ATMIS Force Headquarters, who support ATMIS planning and operations. UNMAS support includes both enabling (“operate in spite of IEDs”) and response (“defeat the device”). As a component of the UN Mission in Somalia (UNSOM) UNMAS also supports the Federal Government of Somalia, including the Somali Police Force, Somali Explosive Management Authority and National Security Advisor. 

 Functional Responsibilities

*CANDIDATES WITH NO UN OR UNOPS EXPERIENCE ARE ENCOURAGED TO APPLY
*Qualified female candidates are strongly encouraged to apply

Under the direct supervision of the Budget and Finance Manager. The Finance (Budget) Senior Associate will provide financial and administrative support to the timely processing, recording, monitoring, and maintaining of financial transactions and accounts relating to payments and receipts in accordance with UNOPS’ financial rules, regulations, policies, and processes. S/he will support the budget and finance team through the budget submissions and its approvals, ensuring complete and accurate documentation and compliance with organizational financial rules. S/he shall foster collaboration within the team, with programme staff and with other stakeholders with a client-oriented approach.

Functions / Key Results Expected

1. Administration and implementation of operational financial management strategies
2. Administration of budgets, accounting, and administrative support
3. Cash Management and Treasury
4. Control of Accounts and Payments
5. Knowledge Building and Sharing
6. Team Management

1.     Ensures administration and implementation of operational strategies and procedures focusing on achievement of the following results:

●        Full compliance with UN/UNOPS rules, regulations, and policies of financial activities, financial recording/reporting system and follow-up on audit recommendations; implementation of effective internal controls, proper functioning of a client-oriented financial resources management system

●        Continuous analysis and monitoring of the programme financial status to ensure accurate reporting.

●        Implementation of cost sharing and trust fund agreements, elaboration of conditions of contributions within the office’s resource mobilization efforts

●        Implementation of cost saving and reduction strategies in consultations with programme management.

2. Implementation of key aspects of budget preparation, accounting, and administrative support of the following:

●        Coordination of the preparation of the field operating budget; review of budget submissions, regular analysis and reporting on the budget approvals and the delivery situation; monitoring of expenditures against budget allotments and reporting on variances.

●        Proper control of the supporting documents for payments, review of financial reports for projects. Review and update of guidelines, procedures in light of changing circumstances or for the purpose of complying, streamlining and/or strengthening of existing financial and budgetary procedures.

●        Maintenance of the internal expenditures control system which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in Enterprise System; travel claims, MPOs and other entitlements are duly processed.

●        Monitoring of budget implementation, expenditure levels against allotments.

●        Review and appropriate recommendations with respect to the finalization of budget performance reports, analyzing variances between approved budgets and actual expenditures.

3. Cash management and treasury: Provides substantive review, contributions, and support towards achievement of the following: 

●        Organization and oversight of cash management processes timely accounting and reconciliation of all transactions, security for cash assets on site.

●        Timely review of cash position for local accounts to ensure sufficient funds on hand for disbursements; identification and recording of receipts for income application.

●        Discussion and communication with the programme support colleagues on the savings or potential concerns that may require further review.

●        Timely and accurate preparation of Operational Advance reconciliations.

4. Accounts and payments: Ensure and is accountable for key elements of the following:

●        Control of the Accounts Receivables for UNOPS projects and follow up with partners on contributions, maintenance of the General Ledger.

●        Ensuring proper maintenance of the field financial accounts; preparation of financial records, statements and reports as required or approval of the work of subordinates; coordination of field replies to internal and external audit queries.

●        Ensuring proper receipt, management, safeguarding and disbursement of payments handled by the field, review, modification, initiation, and implementation of internal control procedures in coordination with Headquarters.

●        Proper control of the supporting documents for payments; preparation of all types of vouchers; Pay Cycle and payments execution.

●        Preparation of timely financial reports in accordance with UNOPS rules, and in line with the established procedures.

●        Monitoring of financial exception reports for unusual activities, transactions and investigation of anomalies or unusual transactions.

●        Ensuring proper maintenance of the Accounts Receivables and follow up on contributions, deposits creation in ERP and their application to AR pending items.

5. Knowledge building and knowledge sharing.

●        Contribute to Financial management knowledge networks and communities of practice by providing collaborative synthesis of lessons learnt and dissemination of best practices in financial management.

●        Collect feedback, ideas, and internal knowledge about processes and best practices and utilize productively.

6. Team Management

●        Facilitate the engagement and provision of high-quality results and services of the team supervised through effective performance management, coaching, and promotion of learning and development. 

●        Provide oversight, ensuring compliance by team members with existing policies and best practices.

Competencies

Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.

Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles.Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role).Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries.Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements.Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving.Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground. Education/Experience/Language requirements
a)      Education:

        -        A First level degree (bachelor’s degree or equivalent) with a minimum of 3 years of relevant experience; OR

       -        Secondary School (a high school or equivalent) with 7 years of relevant experience is required. 

b)      Experience:

        -        Relevant experience is defined as experience in budget management, budget preparation, financial management, accounting, finance, financial analysis, cash management, business administration or related field. 

        -        Experience in preparation of financial statements, accounting support, accounting and  project accounting  in international organizations or non-profit organizations, is an asset.

        -        Knowledge of  ERP systems, UN Financial rules and regulations  desired.

c)     Language:

• Fluency in English (speaking, writing, and reading) is required.
• Fluency in Somali (speaking, writing and reading) is required.

Contract type, level and duration

1. Contract type: ICA
2. Contract level: Local ICA Support, LICA-7
3. Contract duration: Ongoing ICA – ‘Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.’

For more details about the ICA contractual modality, please follow this link:
https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx 

 Additional Information

• Please note that UNOPS does not accept unsolicited resumes.

• Applications received after the closing date will not be considered.

• Please note that only shortlisted candidates will be contacted and advance to the next stage of the selection process, which involves various assessments.

• UNOPS embraces diversity and is committed to equal employment opportunity. Our workforce consists of many diverse nationalities, cultures,  languages, races, gender identities, sexual orientations, and abilities. UNOPS seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce. 

• Qualified women and candidates from groups which are underrepresented in the UNOPS workforce are encouraged to apply. These include in particular candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities.

• We would like to ensure all candidates perform at their best during the assessment process.  If you are shortlisted and require additional assistance to complete any assessment, including reasonable accommodation, please inform our human resources team when you receive an invitation.

Terms and Conditions 

• For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post. 

• For retainer contracts, you must complete a few Mandatory Courses (they take around 4 hours to complete) in your own time, before providing services to UNOPS. For more information on a retainer contract here.

• All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter and UNOPS Policies and Instructions, as well as other relevant accountability frameworks. In addition, all personnel must demonstrate an understanding of the Sustainable Development Goals (SDGs) in a manner consistent with UN core values and the UN Common Agenda.

• It is the policy of UNOPS to conduct background checks on all potential personnel. Recruitment in UNOPS is contingent on the results of such checks.