Finance and Budget Assistant

Organizational Context

The Finance and Budget Assistant position is within the Payroll and Payments Section of the Division of Administration (DA), Department of Operational Support (DOS). DOS provides operational advisory services across the Secretariat, including field missions and regional commissions. The Payroll and Payments Section manages global payroll and payments, offering policy advice, operational guidance, and system enhancements. The role reports to the Section Chief.

Job Purpose

The Finance and Budget Assistant plays a vital role within the Payroll and Payments Section of the Department of Operational Support. The primary purpose of this position is to ensure the accurate and timely processing of budgetary reports, financial data, and various claims, including staff entitlements, vendor payments, and peacekeeping financing. The Assistant contributes significantly to maintaining financial integrity and operational efficiency by generating essential financial reports, amending statistical data, and ensuring compliance with established guidelines. This role involves assisting in the calculation and verification of payments, updating critical financial databases, and responding to queries from staff and third parties. By providing comprehensive administrative and financial support, the Assistant directly contributes to the smooth and effective delivery of global payroll and payment services across the UN Secretariat, field missions, and regional commissions, thereby supporting the broader operational mandate of the Department.

Responsibilities

The Finance and Budget Assistant is responsible for generating and amending budgetary and peacekeeping financing reports, including statistical and financial data, using office software and templates. This involves ensuring compliance with established guidelines, following up with client departments, and producing layouts for budget annexes. The role also entails summarizing departmental proposals reflecting budgetary and programmatic changes, retrieving information from the Budget Information System, and compiling updated reports. The Assistant drafts memoranda and emails to various offices. In claims processing, the Assistant helps calculate, enter, and verify payments for correctness, addressing discrepancies with supervisors. This includes processing staff entitlements (salaries, benefits) and vendor/travel claims. The Assistant maintains and updates the Division database for monthly accounts payable to troop-contributing countries, generating reports to ensure accuracy of troop reimbursement and contingent-owned equipment claims. The role also involves responding to queries from staff and third parties. General duties include maintaining workload statistics for peacekeeping missions, providing administrative/secretarial support, and managing files.

Work Experience

A minimum of three years of experience in accounting, finance, budget, administrative services or related area is required. The minimum years of relevant experience is reduced to one year for candidates who possess a first-level university degree or higher. Experience in processing payroll, vendor/travel claims settlement in an international organization is required. Experience in the use of Enterprise Resource (ERP) systems, such as Umoja, SAP, or equivalent is required. Experience using a Customer Relationship Management tool such as iNeed is desirable. Experience with Staff Rules and Regulations including entitlements and Financial Regulations, Rules and procedures of the United Nations or similar international organization is desirable.

Skills

Professionalism: Applying financial rules, regulations, and procedures; maintaining accurate records; data interpretation; commitment to deadlines and results. Planning and Organizing: Goal setting; prioritizing tasks; efficient resource and time management; risk foresight. Client Orientation: Understanding client needs; building partnerships; proactive problem anticipation; timely service delivery.

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