Finance & Budget Advisor

Result of ServiceUnder the direct supervision of the Adaptation Programme Manager Officer Climate Change Unit, the Finance Assistant will support the Climate Change Unit in the accomplishment of its Programme of Work, which aims to build climate resilience of vulnerable human and ecological systems in the region through integrating adaptation options into national planning processes and building associated capacity of key regional and national institutions. Within the limits of delegated authority, the Finance and Budget Assistant will be responsible for the following duties: Budget: • Collaborate 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. • Contribute to the Climate Change Unit 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. • Collaborate in the development of resource requirements for budget submissions and in the preparation of budget performance submissions. • Collaborate with the Climate Change Unit in the preparation/finalization of reports to project managers and donors. • Prepares obligations in UMOJA and review them to ensure that funds are available, and the correct account has been used. • Contribute to the financial backstopping of trust funds, including monitoring the status of voluntary contributions, generating expenditure reports from UMOJA and monitoring reporting requirements by donors. • Execute appropriate actions in Umoja to undertake budget revisions according to the PMO's instructions and ensuring compliance with the agreed budget in the contributions agreement. • Register amendments to agreements to extend time or budget. • Create journals vouchers to reclass expenses among different Grants. Finance: • Prepare payments for final disbursement (implementing partners and vendors). Review incoming payment instructions with regards to banking details and sources of funds. Ensure banking details are correct in the system. Notify payees of status of payments. • Monitoring of bank account movements and balance. Registration of monthly bank charges and deposits. • Contribute with the reconciliation of project expenditures (UNDP Charges) and revision of open commitments. • Create receipts and deposits for all incoming funds. Assist staff members, Fund Management Officers and donors regarding queries on payment and deposit-related issues. • Contribute with the development of resource requirements for budget submissions and in the preparation of budget performance submissions. • Provide guidance to the Climate Change Unit in the preparation/finalization of reports to project managers and donors. • Contribute in the reconciliation of project expenditures (UNDP Charges) and revision of open commitments. • Preparation of documentation for Low Value Procurement processes. • Preparation of Trimestral Reports for CBIT Argentina Projects. • Prepare reports of the total budget, consumed and available for the different projects. • Review existing agreements expenses and payments in order to request the agreement closure. • Prepare Refund Forms to return unused budget to the Grant. • Review the documentation for the organization of events, travels and verify compliance of requirements with the requirements and budget. • Review the documentation to process payments for events and prepare the payment request. • Review agreement status in Umoja 2 to verify the next step for payment or report expenses according to signed agreements with implementing partners. • Prepare documentation for acquisitions using another agency - LTA with UNDP offices located at the event country. • Provide guidance on the audit process, reviewing the agreements payments and expenses reports to support the actions taken. HR: • Collaborate in the preparation and verification of Terms of References for the hiring of consultants of the Climate Change Unit • Contribute in the preliminary analysis of the applications in a Job Opening to confirm which candidates comply with the Terms of References published. • Verifies the required documents for hiring consultants through UNDP services or UNOPS and maintains communication with the UNDP and/or UNOPS offices. • Provide training of the different processes to new assistants and preparation of manuals to help on the training program. • Preparation of new forms to improve the travel requirements from Consultants, Participants and Staff. • Maintain and organize the forms and files for the payrolls. • Prepare training documentation (manuals and recordings) for the Administrative Assistants to perform all the tasks associated with the role. • Follow up on the payments to consultants and vendors. If needed open an investigation on the payment status and provide feedback to the recipient. • Request the closure of commitments when a consultant resigns and make sure all the backup documentation is complete. • Preparation of necessary documentation to hire through different agencies such as UNOPS and UNDP. Follow up the process until the contract signature. Others: • Drafts routine correspondence with respect to enquiries related to relevant financial and budget matters. • Maintains and keep up-to-date files. • Contribute with the inventories of fixed assets. • Provides support in other administrative issues as required, such as procurement, travel and HR processes. Work LocationPanama City, Panama Expected duration12 months Duties and ResponsibilitiesThe United Nations Environment Programme (UNEP) is the leading global environmental authority that sets the global environmental agenda, promotes the coherent implementation of the environmental dimension of sustainable development within the United Nations system and serves as an authoritative advocate for the global environment. The UNEP Latin America and the Caribbean Office (LACO Office), located in Panama City, Panama works closely with the 33 countries of the region – including 16 small island developing States – with a population of about 588 million people. The office works to serve the needs of the region and its activities are integrated into the work programs approved by the United Nations Environment Assembly of UNEP (UNEA). This post is located in the Latin America and the Caribbean Office at the Panama duty station. The incumbent will be supporting the Climate Change Unit and its outposted offices under the direct supervision of the Adaptation Programme Manager Officer Climate Change Unit. The consultant will also maintain direct communication with the administrative team, in order to improve the efficiency of operations within the Latin America and the Caribbean region. The consultant is responsible for their own safety; therefore, he/she shall be familiar with the mechanisms of security of the United Nations and follow the Framework of Accountability for the United Nations Security Management System. The consultant will work 40 hours per week, from Monday to Friday from the UNEP Latin America and The Caribbean Office located in Panama City, Panama and will be supervised by the Adaptation Programme Manager Officer from the Climate Change Unit. Qualifications/special skillsACADEMIC: - University degree (Bachelor’s Degree) in accounting, engineering, administration or related area is required. Master´s degree is an asset. PROFESSIONAL: - Minimum 5 years of experience in finance, budget, accounting, administrative services or related area is required. - Minimum 1 year of experience in United Nations or other international organization in administrative services is required. - Experience in financial and administrative assistance in GCF and GEF projects is an asset. LANGUAGE: Fluency in English and Spanish is required. SPECIAL KNOWLEDGE AND SKILLS: COMPETENCIES: - Professionalism: Knowledge of, and ability to apply financial rules, regulations and procedures in the UN environment. Ability to maintain accurate records, review and interpret a wide variety of data. Ability to identify and resolve data discrepancies and operational problems. 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. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work. - Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed. - Accountability: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable. - Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client LanguagesNot available. Additional InformationNot available. No FeeTHE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.