Finance and Budget Officer

The United Nations Institute for Disarmament Research – UNIDIR is an autonomous institution within the United Nations that conducts independent research on disarmament and related problems, particularly international security issues. The vision of UNIDIR is a stable and more secure world in which States and people are protected from threats of arms-related violence. The role of UNIDIR is to support Member States, the United Nations and policy and research communities in advancing ideas and actions that contribute to a more sustainable and peaceful world. UNIDIR is based in the Palais des Nations, Geneva.

Responsibilities

Under the supervision of UNIDIR’s Executive Officer, the Finance and Budget Officer shall deliver the following tasks:

Budget Administration:

• Administers and monitors extra-budgetary resources, including review of agreements and cost plans, ensuring compliance with regulations and rules and established policies and procedures.
• Requests allotments, including redeployment of funds when necessary, ensuring appropriate expenditures.
• Monitors budget implementation and determines/recommends reallocation of funds when necessary.
• Monitors expenditures to ensure that they remain within authorized levels.
• Reviews all requisitions generated by UMOJA system for goods and services to ensure correct objects of expenditure have been charged, ensuring availability of funds.
• Prepares relevant documentation with respect to budget performance submissions.
• Reviews and makes appropriate recommendations with respect to the finalization of budget performance reports, analysing variances between approved budgets and actual expenditures.
• Acts as Certifying Officer under Financial Rule 105.5 to ensure proposed obligations and expenditures are in accordance with approved budgets and established regulations and rules.
• Performs relevant UMOJA-related action

Budget preparation:

• Reviews and analyses data for the preparation of cost estimates and budget proposals; ensures alignment with the strategic plan and compliance with legislative mandates.
• Provides support to managers on the elaboration of resource requirements for programmes, projects, budget submissions and donor proposals.
• Reviews, analyses and provides input into programme budget/financial implications

Grant Management:

• Supports the development of funding agreements with donors.
• Contributes to effective reporting, including submission of interim and final reports (narrative and financial) to donors (ensuring accurate financial information is provided).
• Drafts official documentation to donors.

General:

• Keeps up-to-date on documents/reports/guidelines that have a bearing on matters related to programme budgets, ensuring compliance with relevant legislative body recommendations and decisions as well as with United Nations policies and procedures.
• Oversees, certifies and approves: travel requests, procurement of goods and services including communications, information technologies, asset and facilities management.
• Provides expert guidance and supervises the work of junior staff.
• Performs other related duties as required

Planning:

• Supports strategic financial planning and management of UNIDIR resources in accordance with UNIDIR vision and UN financial rules.
• Reviews and analyses plans and revisions, taking into account recommendations and decisions of specialized intergovernmental bodies, such as the Advisory Committee on Administrative and Budgetary Questions.
• Participates in meetings with partners and service providers on matters related to finance, budget, grant management, administrative management, procurement, programme planning, and other areas as required.
• Supports the review of operational objectives and related financial policies and procedures affecting UNIDIR’s financial, budget and grant management systems; makes recommendations for changes and/or modifications; supports in the design and implementation of required changes.

Schedule for the proposed work

A workplan for the duration of the contract will be established. The Finance and Budget Officer will have regular communication with the Executive Officer in order to set assignments within the workplan and monitor progress.

Competencies

The incumbent is required to demonstrate the core values of the United Nations: Professionalism, Integrity, and Respect for Diversity.

In addition, in this role, the Finance and Budget Officer will demonstrate the following competences:

• Professionalism: Familiarity with UN regulations and rules including on the administration of UN Trust Funds, financial regulations and rules, procurement, human resources, staff regulations and rules, travel. Significant knowledge of finance, budget and grant management disciplines, including best practices both in and beyond the United Nations. Technical knowledge of financial and grants management modules within Enterprise Resource Planning systems such as UMOJA. Highly organized, keen attention to detail while maintaining an overview of strategic objectives. Ability to manage complex tasks and projects independently, prioritize quickly in rapidly changing environments and to multi-task. Good judgement and initiative, resourcefulness, energy and tact. Good oral and written communication skills. Understanding of international relations and intergovernmental mechanisms including UN legislative bodies (First Committee, Fifth Committee, ACABQ, Advisory Board on Disarmament Affairs) 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. 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.
• Teamwork: 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 shortcomings.
• Communication: Managing performance: Delegates the appropriate responsibility, accountability and decision-making authority; Makes sure that roles, responsibilities and reporting lines are clear to each staff member; Accurately judges the amount of time and resources needed to accomplish a task and matches task to skills; Monitors progress against milestones and deadlines; Regularly discusses performance and provides feedback and coaching to staff; Encourages risk-taking and supports creativity and initiative; Actively supports the development and career aspirations of staff; Appraises performance fairly.

Qualifications and Experience

Education

Advanced university degree (Master’s degree or equivalent degree) in business administration, public administration, finance, accounting or related field. A first-level university degree in combination with two additional years of qualifying experience may be accepted in lieu of the advanced university degree

Experience

• A minimum of five years of progressively responsible experience in budget, finance, administration, business administration or related area is required.
• A minimum of one-year of experience with the financial and grant management modules of an Enterprise Resource Planning tool such as SAP, UMOJA, is required.
• A minimum of one-year experience in the development of donor agreements within an intergovernmental context is required.
• Experience with complex budget development and monitoring budget implementation is required.
• Experience working in the area of budget and finance in a voluntary-funded organization is desirable.
• Experience working within the United Nations common system or a similar international organization at the Headquarters-level is desirable
• Experience drafting reports to legislative bodies and expert committees on administrative and budgetary issues is desirable.

Language

For this assignment, fluency in English (both written and oral) is required. Knowledge of French is an advantage. Knowledge of another official United Nations language is desirable.

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by a competency-based interview.

Travel

The Finance and Budget Officer may be required to travel during the course of this assignment. The Finance and Budget Officer must complete the UN course BSAFE (online) and other mandatory UN trainings.