Financial Budgeting, Financial Transactions, Financial Analysis, Financial Reporting, Data Management, and Travel Management

The Finance and Budget Section (FBS) provides financial and budget management services to UNITAR’s program areas and operational sections. FBS activities include transactional support for revenue recording, accounts receivable, accounts payable, managing Budgets & Obligations, accounting reconciliations, preparing financial reports and financial statements, and reviewing Grants-In and Grants-Out agreements. FBS also determines and processes mission travels and entitlements to all types of travelers of UNITAR (Staff, Fellows and Advisors, SSA Contractors, Meeting Participants, Resource Persons, etc.) in accordance with UNITAR’s travel policy. Work would also involve processing transactions in the ERP system and making journal entries, providing support for program activities, following up on travel reports, and reviewing and making payments on post-travel claims.

To provide FBS with additional processing and analysis capacity for Finance, Budget, Program support and travel processing activities and undertake financial accounting/analysis, reporting, maintenance of databases, file management system and assist in audit coordination.

Under the direct supervision of Chief, Finance and Budget Section, the incumbent will undertake the following responsibilities:

• Finance and Budget functions:
  • Process payment requests pertaining to SSA Contractors, Trainees, Vendors, UN agencies and reimbursement to staff, etc.
  • Record obligations in the Enterprise Resource Planning (ERP) system and maintain commitment documents as and when applicable.
  • Assist in maintaining and reconciling the travel credit card pool.
  • Collect incidentals on tickets purchased through Credit card in a timely and accurate manner.
  • Assist in data-cleaning/PO closure for preparation of financial reports to donors and account reconciliation for preparation of UNITAR Corporate financial statements.
  • Assist in audit functions in terms of gathering supporting documents on cases sampled.
  • Manage data by collecting and compiling data with speed and accuracy, recording it in an accessible manner and maintaining databases; create and generate reports and documents utilizing databases, spreadsheets, communications and other software packages with speed and accuracy
  • Review of various exception reports and resolve exception POs, vouchers, GLJEs in a timely manner.
  • Maintain proper filing system for financial records and documents.
  • Perform other Finance and Budget functions as and when required and assigned.
• Travel and other functions:
  • Review all the travel Mission Authorizations being submitted for approval, ensure validity in accordance with the policy, and process travel tickets.
  • Provide guidance to programmes staff about the travelers’ entitlements.
  • Process payments for DSA, self-tickets andpost-travel claims.
  • Advise programmes on revision and amendments of travel authorizations as may be needed.
  • Reviews quotes received from travel agencies,travel platforms and individual/group travelers.
  • Maintains monitoring table of processed Mission authorizations and travel tickets.
  • Coordinates with partner travel agencies and ensures reconciliation and timely settlement of their bills.
  • Request, whenever necessary, quotes for lump sum travel entitlements for staff home leave travel.
  • Quarterly reviews of travel authorizations issued, cancels and closes commitments as deemed appropriate in coordination with the programs.
  • Coordinate and collaborate with external parties, travel agencies, service providers, etc. as they may relate to the travel function.
  • Update the travel database regularly so that final clearances upon separations can be processed in an accurate and timely manner.
• Support for Programme:
  • Establish new projects, prepare project budgets and allocations based on the requirements of programmes.
  • Maintain staffing table and monitor funding availability for ongoing monthly payroll requirements.
  • Assist in the preparation of financial reports to donors and external partners based on the agreements and stay current with donor reporting requirements.
  • Coordinate the refunds and grant closure processes.
  • Monitor budget implementation versus expenditure; assist in the preparation/finalization of budget performance reports.
  • Check regularly the level of income and expenditure records, flagging funding gaps, and recommend appropriate actions for the projects.
  • Monitor and collaborate with programmes for timely submission of financial reports from implementing Partners as per grant-out agreements, review and validate for completeness and accuracy of the submitted financial reports and make accounting entries as required.
  • Review quarterly status of unliquidated obligations (POs) and take appropriate actions in coordination with the programme managers.
  • Assist programme staff in the development of resource requirements for budget submissions and in the preparation of budget performance submissions.
• Support the usage of the new ERP system:
  • Train and support UNITAR programme staff for the usage of the ERP system
  • Participate in the test and validation of any upgrade or maintenance of the ERP system.

• Travel and other functions
  • Travel authorizations are issued following UNITAR’s travel policy.
  • Travel claims are settled in accordance with established processing indicators.
  • DSA entitlements are accurately calculated and timely processed.
• Support to programme units under portfolio:
  • Requests from the programme are timely and accurately addressed. 
  • Projects are available and budget allotted once the agreement is signed.
  • Timely preparation and accuracy of financial reports.
  • Project Funding is monitored, and gaps are timely addressed.
  • Payments to implementing partners are made as per the agreement’s schedule, and financial reports are timely and accurately recorded in the ERP system.
• Support with the maintenance and enhancements of the ERP:
  • Requests for support from the programme are addressed on time.
  • ERP testing is completed correctly and on time as scheduled.

• All internal administrative procedures and deadlines are met.
• Travels, procurements and other arrangements are made in compliance with UN and UNITAR policies, procedures and guidelines.
• Client-orientation is used when working with focal points, resource persons and meeting participants.
• Accuracy in calculations, provided information and drafted correspondence and documents.
• Issues/problems, as they arise, are addressed in a timely manner.

Assignments are office-based in Geneva, Switzerland. Engagements are delivered under Individual Contractor modalities, with no supervisory responsibilities.

Experiences:

At least 2 years of progressively responsible experience in financial accounting and budgeting. Knowledge and experience in the International Public Sector Accounting Standards (IPSAS). Knowledge and experience of Enterprise Resource Planning (ERP) systems such as Oracle and SAP. Advanced knowledge of MS Office products, specifically Excel, and good computer literacy skills. 

Education Level:

MA degree or equivalent in Accounting, Finance or a related area. Professional certification as a Certified Public Accountant (CPA), a Chartered Accountant (CA), or an equivalent is an advantage.

Language:

Fluency in English is required; knowledge of French is desirable. Knowledge of another UN official language is an advantage.