Finance Assistant

Org. Setting and ReportingECA's mission is to deliver ideas and actions for an empowered and transformed Africa; informed by the 2030 Sustainable Development Goals and Agenda 2063. The mission is guided by ECA's five new strategic directions which are: Advancing ECA's position as a premier knowledge institution that builds on its unique position and privilege to bring global solutions to the continent's problems and take local solution to the continent; developing macroeconomic and structural policy options to accelerate economic diversification and job creation; designing and implementing innovative financing models for infrastructure, and for human, physical and social assets for a transforming Africa; contributing solutions to regional and transboundary challenges, with a focus on peace security and social inclusion as an important development nexus; advocating Africa's position at the global level and developing regional responses as a contribution to global governance issues. This position is in the Division of Administration within the Staff Union in the United Nations Economic Commission for Africa (UNECA), Addis Ababa Ethiopia. ResponsibilitiesUnder the direct supervision of the Vice-President of the Staff Union and the overall supervision of the President, the incumbent independently performs specialized and complex accounting and finance responsibilities including bank reconciliation, preparation of financial statements, loan recovery, management of financial records, and direct supervision of gymnasium and restaurant contractual staff. The incumbent will be responsible for the following duties: I) Accounting-Related Duties • Reconciling the cash book with bank statements to ensure all deposits, credits, bank charges, and recording errors are corrected and updated using an automated accounting system. • Scrutinizing source documents for completeness, accuracy, and validity of charges. • Computing gain or loss on exchange rates using appropriate application software, comparing ledger and bank amounts paid in local and foreign currencies, and making necessary adjustments on entries using the automated accounting system on the non-payment journal. • Recording rental and commission income from the staff union café. • Prepares cash receipt vouchers for gym cash collections, submits these vouchers directly to the Staff Union Treasurer for verification, approval, and subsequent re-cording in the financial system. • Preparing payment vouchers and issuing checks for staff loans. • Obtaining an aging summary of receivables from the accounting application database, preparing schedules, and sending them to the payroll unit for collection. II) Finance-Related Responsibilities • Independently compiles financial data, performs analyses, reconciles accounts, and drafts semi-annual and year-end financial statements, ensuring completeness, accuracy, and compliance with UN financial standards • Preparing, recording, and sending loan recovery schedules for debtors through their payroll address or index to the Cashiers’ Office after reviewing supporting documents and securing proper authorization. • Ensuring fund transfers are correctly sent to Union accounts by collecting advice from the ECA Cashiers’ Office, Commercial Bank of Ethiopia, and UNSSCA. • Preparing a summary of uncollectible debtor balances for write-off approval based on aging analysis. • Preparing payments for gymnasium staff salaries on a monthly basis. • Comparing Receiving and Inspection Reports, Obligation Documents, and invoices in the purchase of gym equipment. • Drafting correspondence related to bank matters. Filing and Safeguarding Financial Documents and Records • Ensures proper filing and secure storage of all financial documents, including invoices, contracts, and receipts, in compliance with organizational policies. • Maintains an up-to-date, well-organized database of financial records for easy retrieval and auditing purposes. • Implements measures to safeguard sensitive financial information against unauthorized access or loss. • Regularly reviews and updates filing systems to ensure compliance with data retention and security protocols. Management of Emergency Loans • Reviews and verifies all requests for emergency loans, ensuring supporting documentation is accurate and complete. • Prepares and processes loan agreements, ensuring proper authorization and compliance with organizational policies. • Maintains a detailed record of all emergency loans disbursed, including repayment schedules and balances. • Monitors loan recoveries and follows up with employees to ensure timely repayment. • Provides periodic reports on the status of emergency loans, including outstanding balances and collection performance. • Addresses inquiries or disputes related to emergency loans, escalating issues when necessary. Liaison with Banks for UN Staff Loans • Acts as a liaison between UN staff members and banks to facilitate loan applications in compliance with organizational policies and rules. • Provides necessary documentation and verifications required by banks to process loan applications. • Ensures proper communication of loan terms, conditions, and repayment schedules to staff members. • Monitors the implementation of agreements between the organization and banks regarding staff loan programs. • Resolves issues or discrepancies between staff members and banks related to loan applications or repayments. • Prepares periodic reports on staff loan facilitation activities, highlighting trends and areas for improvement. III) Budget related duties • Independently compiles, verifies, and finalizes data required for drafting comprehensive financial statements including income statements, balance sheets, and cash flow statements ensuring adherence to established financial standards and Staff Union Office policies. • Liaises with the appointed auditor to address queries, provide supporting documents and justifications, and facilitate a smooth audit process. • Prepares budget performance submissions, ensuring accuracy and alignment with approved financial frameworks. • Analyzes variances between approved budgets and actual expenditures, identifying areas of concern and recommending corrective actions. • Develops projections, collects and analyzes financial data, identifies trends, prepare detailed financial forecasts, and presents findings and recommendations to senior management for strategic decision-making. • Reviews and reconciles financial data to maintain the integrity of budgetary and expenditure records. • Prepares periodic financial reports and presentations for senior management and stakeholders, summarizing key trends and financial performance. (IV) Administrative Responsibilities for Gym Staff • Provides guidance and supervision to gymnasium staff, ensuring efficient operations and adherence to organizational policies. • Oversees the day-to-day administration of contracts for gym personnel, including renewals, amendments, and compliance monitoring. • Processes contractor invoices for gym staff, monitors payment schedules, and ensures timely disbursements. • Coordinates the procurement and maintenance of gym equipment, ensuring assets are in good condition and meet safety standards. • Prepares and processes all UN forms and permissions required for contractual and work-related matters within the gym unit. • Handles complaints, feedback, and inquiries from union members regarding gymnasium services, providing resolutions or escalating as necessary. • Monitors the performance of gym contractors and service providers, ensuring compliance with service level agreements. (V) Administrative Responsibilities for Restaurant Staff • Provides guidance and supervision to restaurant staff, ensuring efficient operations and adherence to organizational policies. • Processes contractor invoices for restaurant personnel, monitors payment schedules, and ensures timely disbursements. • Coordinates the procurement and maintenance of restaurant equipment, ensuring all assets are in good condition and meet safety standards. • Prepares and processes all UN forms and permissions required for contractual and work-related matters within the restaurant unit. • Handles complaints, feedback, and inquiries from union members regarding restaurant services, providing resolutions or escalating as necessary. • Develops operational guidelines and policies such as access control procedures, maintenance schedules, financial and performance reporting systems for gym and restaurant operations. Examples include implementing safety protocols, enhancing customer service standards, and introducing efficient contract management policies to ensure seamless operations. • Monitors the performance of restaurant contractors and service providers, ensuring compliance with service level agreements. • 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 updating information material such as web pages or brochures. • Performs other special or ad-hoc duties as may be assigned periodically by the Supervisor and the Chief of Protocol and Logistics Unit. CompetenciesProfessionalism: Knowledge of, and ability to apply financial rules, regulations, and procedures in the UN environment. Knowledge, skills, and ability to extract, interpret, analyze, and format data across the full range of finance and budget functions, including program development and database management, claims, and treasury operations. Ability to identify and resolve data discrepancies and operational problems. Shows pride in work and 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. The ability to perform analysis, modeling and interpretation of data in support of decision-making. 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. 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. EducationHigh school diploma or equivalent is required. A technical certificate or diploma in accounting, finance or related fields is desirable. Job - Specific QualificationNot available. Work ExperienceA minimum of seven (7) years of experience in financial management, budget management or related area is required. The minimum years of relevant experience is reduced to five (5) for candidates who possess a first-level university degree or higher. Experience in application of UN Financial Rules and Regulations including working with external auditors and contractors is desirable. 1 year or more of experience in data analytics or related area is desirable. LanguagesEnglish or French are the working languages of the United Nations Secretariat. For the post advertised fluency in one of the two languages is required. Knowledge of the other is an advantage. AssessmentEvaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview. Special NoticeThis position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. Applicants for positions in the General Service and related categories must be authorized to work for the United Nations in the duty station where the position is located. Eligible applicants selected from outside the duty station are responsible for any expenses in connection with their relocation to the duty station. Staff members subject to local recruitment are not eligible for allowances or benefits exclusively applicable to international recruitment. Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures. Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures. The United Nations Secretariat is committed to achieving a 50/50 gender balance and geographical diversity in its staff. Female candidates are strongly encouraged to apply for this position. At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence, and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural, and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application. All applicants are strongly encouraged to apply online as soon as possible after the job opening has been posted and well before the deadline stated in the job opening. Online applications will be acknowledged where an email address has been provided. If you do not receive an e-mail acknowledgment within 24 hours of submission, your application may not have been received. If the problem persists, please seek technical assistance through the Inspira \"Contact Us\" link. United Nations ConsiderationsAccording to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile of the inspira account-holder homepage. The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application. Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date. 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.