Background information about the job or company

United Nations and regional organizations; provides administrative and other support services to the United Nations Environment Programme (UNEP) and the United Nations Human Settlements Programme (UN-Habitat); provides joint and common services to other organizations of the United Nations system in Kenya, as applicable; and manages and implements the program...

Responsibilities or duties

Within delegated authority, the Finance & Budget Assistant will be responsible for the following duties: (These duties are generic and may not be carried out by all Finance & Budget Assistants.) Budget:

• 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 Finance/Budget Officers(s) 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 Finance/Budget Officer(s).
• 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 Finance Budget Officer(s) in the review and analysis of relevant proposals.
• Consolidates data and provides support to Finance/Budget Officer(s) with respect to budget reviews of relevant intergovernmental and expert bodies.
• Assists the Finance/Budget Officer(s) 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 Enterprise Resource Planning (ERP) system and reviews 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 Finance/Budget Officer(s) 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 ERP and monitoring reporting requirements by donors.
• Assists the Finance/Budget Officer(s) in the issuance of allotments and related staffing table authorizations.
• Verifies accuracy of input data, ensuring consistency of data in previous allotments to new allotments issued
• 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 Finance/Budget Officers(s) 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.

Accounting and Payroll Administration:

• Prepares, processes, and reviews complex and non‑routine accounting transactions independently, ensuring accuracy and compliance with applicable financial rules, regulations, and procedures; scrutinizes source documents for completeness, accuracy, validity, and proper authorization prior to processing.
• Investigates erroneous, incomplete, or rejected transactions and implements appropriate corrective accounting actions; initiates and processes journal vouchers to clear discrepancies and aged open items in ERP system.
• Records and maintains financial transactions in ERP system, ensuring accurate calculation, entry, and verification of payments for vendors, consultants and staff payroll as well as verifying supporting documentation, approvals, and authorizations in line with applicable procedures and control checklists.
• Reconciles general ledger, sub-ledger, and suspense accounts, investigate variances, and escalates unresolved issues in a timely manner; prepares routine accounting adjustments and corrections in accordance with established accounting policies, procedures, and internal controls.
• Supports global payroll operations, including monthly and ad‑hoc payroll processing, payroll uploads, and monitors insurance and pension-related transactions to ensure proper posting and reconciliation.
• Reviews and validates results of payroll runs, by performing payroll comparison checks and data analysis to ensure accuracy, completeness, and audit readiness; reports and addresses payroll payment discrepancies promptly and follows up on exceptions prior to payroll finalization.
• Responds to clients, including staff and third parties, on standard payroll and benefits enquiries, and requests for standard financial information.

General:

• 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 United Nations policies and procedures.
• Drafts routine correspondence with respect to enquiries related to relevant financial and budget matters.
• Provides administrative support to the Head of the organizational unit and/or Finance/Budget Officer (s), as required.
• Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.
• Assists with visualizations and the updating of information material.
• Performs other related duties, as assigned.

Qualifications or requirements

Completion of high school diploma or equivalent is required. Supplementally training in finance, administration and project management is desirable.

Job - Specific Qualification

A recognized accountancy qualification (e.g. Certified Public Accountant (CPA), Association of Chartered Certified Accountants (ACCA), Chartered Institute of Public Finance Accountants (CIPFA) is desirable.

Experience needed

A minimum of five (5) years of experience in finance, budget, accounting, or related area is required.

The minimum years of relevant experience is reduced by two (2) years for candidates who possess a first-level university degree or higher.

Experience in the use of ERP systems or equivalent is required. At least one (1) year of experience in analyzing HR related entitlements, resolving payroll discrepancies, processing separation entitlements, and recording payroll accounting entries in an international organization is desirable. Knowledge of Generally Accepted Accounting Principles (GAAP), IFRS and IPSAS is desirable.

Knowledge and experience of Staff Rules and Regulations and Financial Regulations, Rules and procedures of the United Nations or similar international organizations is desirable.

• 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 Finance/Budget Officers(s) 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 Finance/Budget Officer(s).
• 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 Finance Budget Officer(s) in the review and analysis of relevant proposals.
• Consolidates data and provides support to Finance/Budget Officer(s) with respect to budget reviews of relevant intergovernmental and expert bodies.
• Assists the Finance/Budget Officer(s) 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 Enterprise Resource Planning (ERP) system and reviews 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 Finance/Budget Officer(s) 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 ERP and monitoring reporting requirements by donors.
• Assists the Finance/Budget Officer(s) in the issuance of allotments and related staffing table authorizations.
• Verifies accuracy of input data, ensuring consistency of data in previous allotments to new allotments issued
• 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 Finance/Budget Officers(s) 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.
• Prepares, processes, and reviews complex and non‑routine accounting transactions independently, ensuring accuracy and compliance with applicable financial rules, regulations, and procedures; scrutinizes source documents for completeness, accuracy, validity, and proper authorization prior to processing.
• Investigates erroneous, incomplete, or rejected transactions and implements appropriate corrective accounting actions; initiates and processes journal vouchers to clear discrepancies and aged open items in ERP system.
• Records and maintains financial transactions in ERP system, ensuring accurate calculation, entry, and verification of payments for vendors, consultants and staff payroll as well as verifying supporting documentation, approvals, and authorizations in line with applicable procedures and control checklists.
• Reconciles general ledger, sub-ledger, and suspense accounts, investigate variances, and escalates unresolved issues in a timely manner; prepares routine accounting adjustments and corrections in accordance with established accounting policies, procedures, and internal controls.
• Supports global payroll operations, including monthly and ad‑hoc payroll processing, payroll uploads, and monitors insurance and pension-related transactions to ensure proper posting and reconciliation.
• Reviews and validates results of payroll runs, by performing payroll comparison checks and data analysis to ensure accuracy, completeness, and audit readiness; reports and addresses payroll payment discrepancies promptly and follows up on exceptions prior to payroll finalization.
• Responds to clients, including staff and third parties, on standard payroll and benefits enquiries, and requests for standard financial information.
• 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 United Nations policies and procedures.
• Drafts routine correspondence with respect to enquiries related to relevant financial and budget matters.
• Provides administrative support to the Head of the organizational unit and/or Finance/Budget Officer (s), as required.
• Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.
• Assists with visualizations and the updating of information material.
• Performs other related duties, as assigned.

• Experience in the use of ERP systems or equivalent is required.
• Analyzing HR related entitlements
• Resolving payroll discrepancies
• Processing separation entitlements
• Recording payroll accounting entries
• Knowledge of Generally Accepted Accounting Principles (GAAP)
• Knowledge of IFRS
• Knowledge of IPSAS
• Knowledge of Staff Rules and Regulations
• Knowledge of Financial Regulations, Rules and procedures of the United Nations or similar international organizations

• Completion of high school diploma or equivalent is required.
• Supplementally training in finance, administration and project management is desirable.
• A recognized accountancy qualification (e.g. Certified Public Accountant (CPA), Association of Chartered Certified Accountants (ACCA), Chartered Institute of Public Finance Accountants (CIPFA) is desirable.