Finance and Budget Assistant

Unclassified - New York, NY

Full-time - Entry Level

New York, NY

About the position

The Finance and Budget Assistant position is located within the Payroll and Accounts Payable Section of the Division of Administration at the United Nations Department of Operational Support (DOS). This department is tasked with providing operational advisory services to various entities across the Secretariat, including other departments, field missions, and regional commissions. The role involves processing global payroll and payments, offering policy advice, and providing operational guidance, as well as testing and implementing enhancements to existing systems. The Finance and Budget Assistant will report directly to the Chief of the Section and will play a crucial role in supporting the financial operations of the organization. In this position, the Finance and Budget Assistant will be responsible for a variety of tasks related to budgeting, claims processing, and financial management. The assistant will assist in preparing supporting documents for budget proposals, extracting information from computerized databases, and conducting preliminary analyses of financial data. This includes consolidating data for budget reviews and assisting in the preparation of budget performance reports. The role also involves verifying pre-encumbrances and obligations, drafting financial reports, and ensuring compliance with financial regulations. Additionally, the Finance and Budget Assistant will handle claims processing, including verifying and preparing payments to third parties and processing travel claims. The assistant will also be involved in recording and reconciling complex accounting transactions, examining financial transactions for accuracy, and responding to queries from staff and third parties. The position requires a strong understanding of financial rules and regulations within the UN environment, as well as the ability to manage multiple tasks efficiently while maintaining a high level of professionalism and client orientation.

Responsibilities

• Assists in the preparation of supporting documents for budget proposals.
• Supports Finance/Budget Officer(s) in generating expenditure reports from databases.
• Assists in the development of resource requirements for budget submissions.
• Researches and compiles data for budget reviews and analyses.
• Consolidates data for budget reviews of intergovernmental and expert bodies.
• Prepares pre-encumbrances and obligations in IMIS and reviews them for accuracy.
• Assists in drafting financial reports for the Secretary-General's reports to the Security Council.
• Assists in financial backstopping of trust funds and monitoring voluntary contributions.
• Verifies accuracy of input data for allotments and staffing table authorizations.
• Reviews draft reports for accuracy and compliance with prescribed formats.
• Verifies and prepares payments to third parties and individuals.
• Processes travel claims and performs data entry functions.
• Generates travel claims reports and budgetary reports using office software.
• Monitors processes related to unit outputs and compliance with requirements.
• Investigates erroneous charges and takes corrective actions.
• Records and reconciles complex accounting transactions.
• Examines and records financial transactions for disbursement.
• Assists in processing payments to staff members for entitlements.
• Drafts memoranda and responds to queries from staff and third parties.
• Maintains up-to-date files and provides administrative support as required.

Requirements

• High school diploma or equivalent is required.
• A minimum of five years of experience in finance, budget, or administrative services is required.
• Experience in processing payroll and vendor/travel claims in an international organization is desirable.
• Experience with Enterprise Resource Planning (ERP) systems such as Umoja or SAP is desirable.
• Knowledge of UN Staff Rules and Financial Regulations is desirable.
• Fluency in English is required; knowledge of another UN language is desirable.

Nice-to-haves

• Experience working with large global organizations' systems and procedures.
• Ability to extract, interpret, analyze, and format data across finance and budget functions.

Benefits

• Health insurance coverage.
• Paid holidays and vacation time.
• Professional development opportunities.
• Flexible scheduling options.