Org. Setting and ReportingThis position is located in the Office of the Chief, Sourcing Support Service (SSS), Logistics Division (LD), Office of Supply Chain Management (OSCM), Department of Operational Support. (DOS). The Department of Operational Support was established to provide end-to-end operational support, advisory services and other solutions to operating entities across the Secretariat, including other departments, Offices Away from Headquarters, field missions, and regional commissions. The Office of Supply Chain Management includes the Office of the Assistant Secretary-General for Supply Chain Management, the Logistics Division, the Procurement Division, the Uniformed Capabilities Support Division, Global Service Centre, and the Enabling and Outreach Service. The Logistics Division performs a central role in the implementation of end-to-end supply chain management. It provides direction and advice on logistical matters; monitors and assess the delivery of strategic transportation; and provides specialized support services and directs the delivery of transportation and specialist support services in the functional areas of air transport, ground transport, engineering, medical and supply, inclusive of fuel, rations, general supplies and security equipment. The Finance and Budget Assistant reports to the Chief, Sourcing Support Service. ResponsibilitiesWithin limits of delegated authority, the Finance and Budget Assistant will be responsible for the following duties: Budget and Finance: • Assists 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. • Supports the Chief, Sourcing Support Service in extracting information and generating expenditure reports from computerized information system databases; assists in preliminary analyses of the extracted information and the reports generated, and highlights areas of concern for the attention of the Chief. • Assists in the development of resource requirements for budget submissions and in the preparation of budget performance submissions. • Researches/compiles data and other information required by the Chief in the review and analysis of relevant proposals. • Consolidates data and provides support to Chief with respect to budget reviews of relevant intergovernmental and expert bodies. • Assists the Chief in the preparation/finalization of budget performance reports, performing preliminary analysis of variances between approved budgets and actual expenditures. • Prepares pre-encumbrances and obligations in Umoja and review them to ensure that funds are available and the correct account has been used. • Assists in drafting the initial versions of the Financial Aspects section of the Secretary-General’s reports to the Security Council, draft resolutions and Reports of the Fifth Committee for peacekeeping operations and the Annotated Agenda for peacekeeping items. • Assists the Chief with data input in the budget instructions for peacekeeping operations. • Assists in the financial backstopping of trust funds, including monitoring the status of voluntary contributions, generating expenditure reports from Umoja and monitoring reporting requirements by donors. • Reviews draft reports, verifying overall accuracy, consistency and uniformity in the presentation, and ensuring comprehensiveness and compliance with the format prescribed by the Editorial and Documents control of GACM; cross-checks 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 Chief concerned; ensures that all necessary corrections are incorporated in the reports; co-ordinates with other finance and budget staff on related issues during preparation of budget reports, contract administration and claims. • 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 by the contractor and approved by the UN. • Verifies and prepares less complex payments to third parties based on contractors’ invoices. General Administration: • Initiates, processes, monitors, reviews and follows-up on actions related to the administration of the unit's human resource activities, e.g., recruitment, performance appraisal, job classification reviews, separation, training etc., ensuring consistency in the application of regulations and procedures. • Maintains and reviews the Service organizational chart and staffing tables; prints and reviews reports. • Keeps up to date on documents/reports/guidelines that have a bearing on matters related to programme budgets, ensuring compliance with intergovernmental recommendations and decisions as well as with UN policies and procedures. • Drafts routine correspondence and assists in drafting responses to oversight bodies, maintains relevant records and assists in tracking implementation. • Maintains and keep up-to-date files and supports the development of business intelligence dashboards. • Provides administrative support to the Chief as required. • Performs other related duties, as assigned. Competencies• Professionalism: Knowledge of Microsoft Office 365 suite of programs. Ability to maintain accurate records, review and interpret a wide variety of data. Ability to identify and resolve data discrepancies and operational problems. Ability to perform data analysis and visually display analysis results. Ability to contribute to business improvement and change management efforts. Ability to analyze modelling and interpret data in support of decision-making. Ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management, etc. Ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations. Shows pride in work and in 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. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects 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. • Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client. EducationHigh school diploma or equivalent. Job - Specific QualificationNot available. Work Experience• A minimum of five (5) years of experience in administrative services, finance, accounting, audit, or related area is required. The minimum years of relevant experience is reduced to three years for candidates who possess a first-level university degree or higher. • Experience in the use of Microsoft Office Suite, including Excel, Word, PowerPoint, Share Point and Microsoft Teams is required. • Experience in preparing meeting notes, memoranda, talking points, drafting correspondences, presentations or equivalent is desirable. • Experience in providing administrative support to senior management in the United Nations Common System, or comparable public sector institution, is desirable. LanguagesEnglish and French are the working languages of the United Nations Secretariat. For this job opening, English is required. The table below shows the minimum required level for each skill in these languages, according to the UN Language Framework (please consult https://languages.un.org for details).