Senior Finance Assistant United Nations Industrial Development Organization Experience: Above 10 Years Vienna, Austria Apply By: 19-12-2024

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Job Description

Organizational Context

The United Nations Industrial Development Organization (UNIDO) is the specialized agency of the United Nations that promotes industrial development for poverty reduction, inclusive globalization and environmental sustainability. The mission of UNIDO, as described in the Lima Declaration adopted at the fifteenth session of the UNIDO General Conference in 2013 as well as the Abu Dhabi Declaration adopted at the eighteenth session of UNIDO General Conference in 2019, is to promote and accelerate inclusive and sustainable industrial development (ISID) in Member States. The relevance of ISID as an integrated approach to all three pillars of sustainable development is recognized by the 2030 Agenda for Sustainable Development and the related Sustainable Development Goals (SDGs), which will frame United Nations and country efforts towards sustainable development.

UNIDO’s mandate is fully recognized in SDG-9, which calls to “Build resilient infrastructure, promote inclusive and sustainable industrialization and foster innovation”. The relevance of ISID, however, applies in greater or lesser extent to all SDGs. Accordingly, the Organization’s programmatic focus is structured in four strategic priorities: Creating shared prosperity; Advancing economic competitiveness; Safeguarding the environment; and Strengthening knowledge and institutions.
Each of these programmatic fields of activity contains a number of individual programmes, which are implemented in a holistic manner to achieve effective outcomes and impacts through UNIDO’s four enabling functions: (i) technical cooperation; (ii) analytical and research functions and policy advisory services; (iii) normative functions and standards and quality-related activities; and (iv) convening and partnerships for knowledge transfer, networking and industrial cooperation. Such core functions are carried out in Divisions/Offices in its Headquarters, Regional Offices and Hubs and Country Offices.
The Directorate of Corporate Services and Operations (COR), headed by a Managing Director, is responsible and accountable for the management of UNIDO’s human, financial and material resources, ensuring the capacity of the Organization to fulfil its mandate. The Directorate oversees a full range of financial, human resources, learning and staff development, procurement, information technology and general services to meet the service support needs of the Organization as a whole. Additionally, the Directorate houses the Gender Equality and Empowerment of Women Unit and the Ethics and Accountability Unit as well as oversees their operations. Furthermore, the Directorate provides guidance on personnel security and safety matters and ensures the overall coordination of UNIDO’s response in this regard.
The Department of Finance enables the Organization to achieve its business and strategic goals through the provision of financial services, including financial control functions at UNIDO Headquarters and in the field. Aiming to ensure and maintain the financial integrity of the Organization, the Department develops, maintains and operates policies, systems and tools to facilitate the effective management of financial resources at the disposal of the Organization. The services provided include budgeting, financial control, financial planning, management of both budgetary and extra-budgetary financial resources; cash management and treasury operations; determination, management and reporting of assessed contributions; receipts and disbursements of funds, including payroll operation for Headquarters and field staff; financial management of technical cooperation services; and accounting and reporting for both budgetary and extra-budgetary activities of the Organization. In addition, the Department acts as the focal point for interaction with the External Auditors and operates the audit support system. It also liaises with Member States, policymaking organs and other strategic partners on financial matters.
The Accounts and Payments Unit provides effective and efficient systems for accounting, payroll, invoice processing, travel advance and expense report processing, billing, accounts receivable and payable operations.
The incumbent will report to the Unit Chief as the First Reporting Officer. The Second Reporting Officer will be the Director, Department of Finance.
The incumbent will be required to collaborate with colleagues within the unit and those in the Department of Finance.
The UNIDO Staff Performance Management System reinforces the collaboration within formal units as well as among cross-functional teams. In this context, the incumbent collaborates with his/her supervisor and colleagues, within as well as outside the unit. Within the formal teams, the incumbent may be expected to backstop other team members as required.

Main Functions/Key Results Expected

Organization of daily work (20%)

Examines all incoming requests for payments, excluding payroll and assigns tasks to staff responsible for processing; (b) Maintains appropriate and adequate controls to ensure that all deadlines are adhered to and work is fairly distributed among the Payments staff; (c) Provides guidance and clarification to the staff, allotment holders and their assistants on interpretation and application of the financial regulations, rules and administrative and financial instructions and operating procedures; d) Processes complex claims/invoices or those requiring exceptional decisions as well as those over €150,000 for approval by the Unit Chief and/or Director.

Review and approval of payments (50%)

Review all requests for payments processed by the staff responsible and ensures that they are in accordance with the financial regulations and rules and administrative and financial instructions; (b) Verifies completeness, validity and accuracy of the supporting documents; (c) Approves payments up to €150,000 per transaction in accordance with financial rule 109.1.4; (d) checks and posts journal vouchers for appropriate adjustments and corrections; (e) Prepares and/or examines cancellation vouchers or reversals in order to effect repayments or takes other action as appropriate.

Input/review of relevant financial reports and training (15%)

Review status/reports on outstanding advances and ensure follow-up and recovery actions are undertaken by responsible staff; (b) provides training to the Payments staff as well as payments requestors from departments on payments modalities, procedures and necessary requirements; (c) follows-up with the FIN system administrator and ICM to address promptly all system-related problems to ensure that the payments system functions properly; (d) assists in the reconciliation and submission of VAT claims and in any other VAT related issues.

Miscellaneous (10%)

Provided appropriate routine responses to queries from staff, consultants, suppliers, contractors, or draft responses to internal/external auditors and other important payment related issues; (b) Participates, when required, in committees and/or working groups in relation to the evaluation of and improvements in payments related, systems, guidelines and procedures and ensures it’s timely implementation; (c) Analyses non-routine problems and makes recommendations, as necessary; (d) Provide regular statistics on payments processed and status of pending claims/payments/advances; (d) assists in the reconciliation of service clearing account as reported by UNDP.

Other tasks (5%)

Assists the supervisor in system improvements and development of guidelines/instructions; (b) Perform other related and ad-hoc tasks assigned by the Director and/or Unit Chief.

MINIMUM ORGANIZATIONAL REQUIREMENTS

Education:

Completed secondary education, with accounting background.
Successful completion of the UNIDO accounting test.
Credit towards total working experience may be considered on a year by-year- basis, up to maximum of four years, for a higher degree education (including first university degree or equivalent diploma and/or master’s degree), in a relevant field to the post.

Experience:

A minimum of ten (10) years in accounting and payment functions, including progressively responsible work in finance and accounting activities.
Excellent knowledge and understanding of UNIDO regulations, rules, procedures and administrative instructions.
Good drafting abilities.
Good knowledge and skills in using financial/ERP systems and MS office applications.

Language Skills: