FINANCE AND BUDGET ASSISTANT (MULTIPLE)

Organizational Context

The United Nations Office at Nairobi (UNON) serves as the UN headquarters in Africa, supporting programme implementation for UNEP, RCS, and UN-HABITAT globally, and other UN offices in Kenya. It provides administrative, conference, and information services. These positions are located within the Budget and Financial Management Services (BFMS), Division of Administrative Services (DAS), and the Division of Operational Support, OnePayroll, under the direct supervision of Section or Unit Chiefs.

Job Purpose

The Finance and Budget Assistant supports the financial and budgetary operations of the United Nations Office at Nairobi (UNON), which serves as the UN headquarters in Africa. This role is crucial for ensuring the accurate preparation, analysis, and reporting of budget proposals, cost estimates, and expenditure reports for various UN programs. The assistant contributes to the efficient management of financial resources by preparing pre-encumbrances, obligations, and assisting in the financial backstopping of trust funds. Furthermore, the role involves processing and reviewing complex accounting transactions, maintaining financial records in the ERP system, and supporting global payroll operations. By ensuring compliance with financial rules and regulations, reconciling accounts, and addressing discrepancies, the assistant plays a vital part in maintaining financial integrity and supporting informed decision-making within UNON's administrative and operational divisions.

Responsibilities

The Finance and Budget Assistant performs duties across budget management, accounting, and payroll administration. Key budget responsibilities include assisting in preparing cost estimates, budget proposals, and performance reports, extracting and analyzing expenditure data, developing resource requirements, and consolidating data for budget reviews. The role involves preparing pre-encumbrances and obligations in the ERP system, drafting financial sections of reports, and supporting the financial backstopping of trust funds, including monitoring voluntary contributions and reporting. In accounting and payroll, the assistant prepares, processes, and reviews complex transactions, ensuring compliance with financial rules. This includes investigating discrepancies, initiating corrective actions, recording financial transactions in the ERP system, and reconciling general ledger accounts. The role also supports global payroll operations, validates payroll runs for accuracy, and responds to client inquiries on payroll and benefits. General duties involve staying updated on financial guidelines, drafting routine correspondence, providing administrative support, and assisting with data collection, analysis, and presentation for decision-making.

Work Experience

A minimum of five years of experience in finance, budget, accounting, or related areas is required, reduced to three years for candidates with a first-level university degree. Experience using ERP systems is essential. Desirable experience includes at least one year in analyzing HR-related entitlements, resolving payroll discrepancies, processing separation entitlements, and recording payroll accounting entries within an international organization. Knowledge of GAAP, IFRS, IPSAS, and UN Staff Rules and Financial Regulations is also desirable.

Skills

Professionalism: Knowledge of UN financial rules, ability to extract, interpret, analyze, and format financial data, maintain accurate records, identify and resolve data discrepancies, and perform data analysis for decision-making. Accountability: Takes ownership, delivers outputs within standards, operates in compliance with rules. Client Orientation: Understands client needs, builds partnerships, anticipates problems, and keeps clients informed.

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