VACANCY ANNOUNCEMENT Financial Management Officer, P-3 Administrative Services (AS) Programme Deadline for application Announcement number Expected date for entry on duty Duration of appointment Duty Station 28 September 2018 23:59 hrs CET VA 18/023/AS As soon as possible One year Bonn, Germany Publication date: 30 August 2018, Post number: 30517212, Funding: ZRB The United Nations Framework Convention on Climate Change (UNFCCC) is the focus of the political process to address Climate Change. The UNFCCC secretariat supports the Convention, its Kyoto Protocol and the historic Paris Agreement through a range of activities, including substantive and organizational support to meetings of the Parties and the implementation of commitments. It is a dynamic organization working in a politically challenging environment to help resolve one of the defining environmental issues of our time. UNFCCC is in the process of preparing the 2020-2021 programme budget. The budget will be presented in a new format as agreed by the Conference of the Parties and will incorporate the results of the ongoing structure review. To this end, the position is expected to provide support to the Director of Administrative Services during this transition. The position will work closely with the Financial Resources Management Unit (FRMU). FRMU in the Administrative Services programme has two teams, (1) Accounting and (2) Budget. The latter is accountable for coordinating and monitoring programme planning and budget management to ensure programmes have the budget support required to address budgetary risk management considerations and put systems in place to deliver on their mandates with fiscal accountability. Where will you be working Located in the Administrative Services Programme, you will report to the Director of Administrative Services. What will you be doing You will be accountable together with the Budget Team Lead for coordinating the preparation of the secretariat s biennial work programme, monitoring its implementation and preparing reports on the implementation of the secretariat s biennial budget and work programme. You will also be responsible for enhancing the secretariat s methods, tools and processes such as results-based budgeting as well as other innovative methods and systems. Expected key results and accountabilities: Working on the new budget format in relation to the structure review; Programme and Budget Planning; Reporting and Monitoring; Supporting management concerning implementation and governance; Overseeing the Cost recovery process and reconciliation processes; Enhancing the secretariat s methods, tools and processes.
Page 2 You will have the following responsibilities: 1. You will ensure a coherent secretariat-wide approach in the planning, formulation and presentation of the programme budget by: a. Making concrete suggestions for improvements to the budget preparation process; b. Identifying changes required in the programme budget documents; c. Taking the lead in the preparation of clear, accurate and comprehensive guidance and instructions for budget preparation by programme staff; d. Taking the lead in the development and maintenance of appropriate templates, tools, collaboration sites and systems for budget preparation; e. Planning and organizing internal and external communication and outreach relating to the programme budget; f. Organizing, supporting and/or chairing strategic budget planning meetings with senior programme staff and programme management officers; g. Providing input to strategic discussions on the main assumptions for the budget; h. Providing technical advice with respect to the elaboration of resources requirements, work programme objectives and related results-based budget performance indicators to client programmes; i. Taking the lead in reviewing, compiling, analysing, synthesizing and summarizing input by programmes, ensuring legislated mandates are accurately translated into programme budgets and work programmes; j. Supporting the Deputy Executive Secretary (DES) and the Executive Secretary (ES) in the interpretation of budget proposals made by individual programme directors; and k. Taking the lead in the review, analysis and finalization of programme budget documents considering decisions adopted by the UNFCCC governing bodies and conclusions of the subsidiary bodies. 2. You will organize and support the consideration of budgetary matters by the UNFCCC governing and subsidiary bodies, including by: a. Assisting the DES and the ES in the presentation and negotiation process of the proposed work programme and budget at the relevant sessions of the governing and subsidiary bodies; b. Providing a range of support to the Chair of the Subsidiary Body for Implementation (SBI) and/or chairs of informal groups, including drafting procedural and speaking notes and responding to his/her/their requests for information; c. Coordinating the provision of answers to questions by Parties; and d. Playing a leading role in the preparation of documentation on approaches to enhance the efficiency and transparency of the budget process. 3. You will coordinate the monitoring and reporting of budget performance and programme delivery by: a. Preparing clear, accurate and comprehensive guidance and instructions on the preparation of reports by budget focal points; b. Organizing and supporting relevant meetings, including meetings with budget focal points; c. Ensuring a coherent approach in the synthesis of programme inputs to official budget performance reports for the sessions of the SBI; 2
Page 3 d. Preparing regular analyses, background documents and comprehensive reports relating to programme performance and budget implementation for consideration by the Director, Administrative Services (AS), and senior management committees; e. Identifying changes required in the budget performance report to enhance its clarity and readerfriendliness; and f. Maintaining and further developing the mandate implementation database, including the coordination of timely inputs. 4. You will ensure enhanced oversight, accountability and reporting on budgetary matters through independent review and provision of advice and guidance including by: a. Conducting regular and special reviews to assess progress of actual work versus the work programme for secretariat core budget and extra-budgetary activities; b. Reviewing and analysing variances between approved budgets and actual expenditures; c. Providing input to the preparation of regular financial reports for consideration by the Management Team; d. Providing advice on enhancing oversight, accountability and reporting in relation to cost recovery mechanisms; e. Coordinates the preparation of fact sheets for use by the ES at his/her bilateral meetings with Party representatives; f. Providing input and responses to auditors from the Office of Internal Oversight Services and the United Nations Board of Auditors; and g. Coordinating the maintenance of updated budgetary information by FRMU on the UNFCCC website and the secretariat s intranet 5. You will administer the budgets and funds in the Cost Recovery Fund by: a. Providing input to fundraising exercises; b. Taking the lead in preparing timely reminder and acknowledgment letters to contributors; c. Reviewing and clearing the financial terms and conditions of contribution agreements and coordinating the preparation and submission of relevant reports; d. Coordinating income processing including the application of deposits; e. Managing relevant master data in the Umoja enterprise resource planning system (ERP); f. Establishing, maintaining and closing grants in the ERP; g. Taking a leading role in developing, updating and sharing policies, procedures and guidelines relating to the management of funds; h. Preparing updates on cash flow; i. Preparing allotments, redeployments of funds when necessary; j. Monitoring and providing regular updates on budget implementation with a view to ensure that expenditures remain within authorized levels; k. Taking a leading role in monitoring and clearing unliquidated obligations; l. Taking a leading role in the implementation of the cost recovery mechanism for secretariat wide common services as well as information and communication technology services using the total cost of ownership approach, including the processing of advances and undertaking regular reconciliations; m. Taking a leading role in the administration of funds relating to Framework Programme Agreements between the Information and Communication Technology programme and client programmes; n. Preparing responses to enquiries by Parties. 3
Page 4 6. You will coordinate the further development and implementation of the programme to enhance the effectiveness and efficiency of secretariat processes by: a. Overseeing work related to the implementation of proven methods that meet the needs of the secretariat in terms of continuous programme process improvement, including developing strategies and plans for enhanced implementation; b. Overseeing the development and implementation of guidelines for measuring process improvements and related reporting; c. Liaising with relevant partners/contacts within and outside the United Nations system with a view toward building on established best practices and share knowledge and tools for systematically planning, implementing, measuring and reporting on process improvements; d. Maintaining a SharePoint site on process improvement as a knowledge base and collaboration platform, including a registry of the secretariat s initiatives, lessons learned and best practices; e. Preparing mandated reports on sustainable process improvement; and f. Engaging in a dialogue with Parties to the Convention on the secretariat s process improvement initiatives, including through written responses to questions as well as meetings on the margins of sessions of the SBI. 7. You will supervise and guide staff and perform other duties, including: a. Supervising the work of a budget assistant, ensuring the development, monitoring, review and implementation of his/her work plan; b. Providing regular feedback and appraisals of the performance of the budget assistant in accordance with applicable procedures; c. Within delegated authority, acting as an approving officer for budget authority and funding documents as well as a certifying officer; d. Contributing to the identification and reporting on budgetary implications of decisions for adoption by the UNFCCC governing bodies and conclusions for adoption by the UNFCCC subsidiary bodies; e. Providing input to audits by the Office of Internal Oversight Services and the United Nations Board of Auditors regarding the Trust Fund for Supplementary Activities; f. Performing any other tasks as required to meet the mandate, goals and objectives of the Administrative Services programme and the secretariat. What are we looking for Educational background Advanced university degree (Master s degree or equivalent) in business administration, finance or a related field. A combination of a first level university degree plus additional two years of relevant working experience at the professional level may be accepted in lieu of an advanced degree. Experience At least 5 years of professional responsible experience in finance, budget, business administration, accounting or a related area. One year should have been in an international environment. 4
Page 5 Language skills Fluency in English (both oral and written). Asset: knowledge of another UN official language. Specific professional knowledge Highly desirable: In-depth knowledge of results-based budgeting and activity based budgeting. Awareness of proven methods to enhance the efficiency and effectiveness of organizational performance. Knowledge of United Nations legislative machinery and procedures including budgetary policies and practices, UN Financial Regulations and Rules. Knowledge of an ERP system (ideally UMOJA) and SharePoint collaboration tool. Job related skills Advanced computer skills including proficiency in programme planning and budgeting system. Strong analytical, conceptual and drafting skills, ability to work in a team, ease and tact in personal contacts at all levels. What is the selection process You may be invited for assessment of your technical/professional knowledge. If successful you may be invited for the final stage of the selection process, which consists of a competency based interview to assess the skills and aptitudes required to successfully perform the functions of the post. The following set of competencies for this particular post will be applied: Applying professional expertise, working with teams, communicating with impact, learning continuously and knowledge sharing How to apply: Candidates, whose qualifications and experience match what we are looking for, should use the online application system available at http://unfccc.int/secretariat/employment/recruitment. Please note: 1. Qualified women candidates and candidates from developing countries are especially encouraged to apply. 2. Service is limited to the UNFCCC Secretariat. 3. We will confirm receipt of your application. However, only candidates under serious consideration and contacted for an interview will receive notice of the final outcome of the selection process. 4. Indicative net annual salary and allowances: US$ 59,151 to US$ 66,332. (plus variable post adjustment, currently 31.8% of net salary), plus other UN benefits as indicated in the link below: https://unfccc.int/secretariat/employment/conditions-of-employment.html 5