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Administration and HR Internship
Responsibilities
- Performs basic data entry and extraction function such processing access badges/ passes for all UN visitors, its Affiliates and Conference participants.
- Screens and verifies all supporting documents for identity/access card requests as per existing Standard Operating Procedure (SOP).
- Uses standard word processing package to produce a variety of routine correspondence, reports, tables, charts, graphs, etc., in accordance with institutional standards.
- Proofreads written products for completeness, grammatical and typographical accuracy.
- Maintains calendar/schedules; monitor’s changes and communicates relevant information to appropriate staff inside and outside the immediate work unit.
- Reviews, records, routes and/or process mail or other documents; gathers pertinent background material; track and monitors follow-up action as required.
- Maintains files (both paper and electronic) and photo databases for UN Visitor badges, monitors changes and communicates relevant information to appropriate staff inside and outside the immediate work unit.
- Updates and maintains large distribution lists; assemble documents, reports, and other materials for global dissemination, where possible using electronic formats; coordinate courier services.
- Reviews HR confidential information and tabulates the same for use or data management for the service.
- Checks accuracy of simple calculations, codings data etc.
- Photocopies a variety of documents and other materials.
- Delivers urgent mail/messages. Identify incidents, commentaries and critiques.
- 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.
- Perform other related duties.
Qualifications/special skills
- To qualify for an internship with the United Nations Internship Programme, the following conditions must be met:
- be enrolled in the final academic year of a first university degree programme in human resources management, business or public administration, social sciences, education, or related field. (minimum Bachelor’s level or equivalent).
- Interested candidates must be pursuing their degree in areas related to this job opening. • applicants should have good knowledge of standard software applications, especially MS Word, MS PowerPoint, and MS Teams.
- have a demonstrated keen interest in the work of the United Nations and have a personal commitment to the ideals of the Charter;
- have a demonstrated ability to successfully interact with individuals of different cultural backgrounds and beliefs, which include willingness to try and understand and be tolerant of differing opinions and views.
- Applicants to the UN Internship Programme are not required to have professional work experience.
- Your training, education, advance course work or skills should benefit the United Nations during your internship.
Finance and Budget Assistant (Multiple)
Responsibilities
BUDGETING:
- Assist in the collection of data and preparation of cost estimates and budget proposals in terms of staff and on-staff requirements for regular budget and extra-budgetary resources under UNON Administration;
- Support the monitoring of budget implementation and performance and recommendations for reallocation of funds as necessary;
- Ensure that requisitions for goods and services are in line with authorized budgets, the priorities of the organization and the UN financial rules and regulations;
- Assist in reviewing requests for creation and extension of positions as well as requests for recruitment;
- Assist in the execution of cost recovery in line with established agreements and policies and support on the collection of associated receivables;
- Perform certifying functions of financial transactions as per delegation.
ACCOUNTING:
- Process financial documents in line with the financial rules and regulations;
- Review and analysis of various accounting data and assist in the review and analysis of financial statements;
- Scrutinize supporting documents for completeness, accuracy and validity of requests in line with applicable policies, procedure, rules and regulations;
- Verify accuracy of postings and process corrections as appropriate;
- Analyse open item managed accounts (OIM) in the ERP system (Umoja) and initiate corrective action;
- Perform approval functions of financial transactions as per delegation.
PAYROLL AND BENEFITS ADMINISTRATION:
- Perform Payroll comparison and data validation of simulation runs (in HANA Payroll Analysis Tool);
- Prepare Payroll data for monthly mass upload files (direct payroll deductions/payments);
- Audit various accounting transactions, e.g., payroll, education grants, final payments, income tax returns, etc. to ensure correctness of disbursement and adherence to relevant staff rules, financial regulations and rules, ST/AI issuances or practices;
- Provide information to Pension Fund participants and beneficiaries on participation entitlements and benefits and prepares year end pension schedules for financial statement reporting;
- Monitor all insurance transactions including those involving participants on non-Headquarter payroll but covered under Headquarters insurance plans.
GENERAL:
- Prepare and analyse reports with a view to identify anomalies and unusual trends and recommend corrective action as appropriate;
- Perform data extraction and prepare various reports for management review;
- Respond to queries and draft correspondence to clients and other stakeholders in a timely and effective manner;
- Ensure that accurate and complete accounting, reporting and internal control systems are in place and functioning;
- Ensure that all relevant records and audit trails are maintained;
- Act as deputy to team leader and back up for other team members;
- 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;
- Perform other related duties, as assigned.
Competencies
PROFESSIONALISM:
- 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;
- 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.
- Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.
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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.
ACCOUNTABILITY:
- Takes ownership of all responsibilities and honors 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.
Education
- Completion of high school diploma or secondary school is required.
- Supplemental courses/ training in finance, administration, project management or related field is required.
Job – Specific Qualification
- A recognized accountancy qualification (e.g. Certified Public Accountant (CPA), Association of Chartered Certified Accountants (ACCA), Chartered Institute of Public Finance Accountants (CIPFA) is desirable.
Work Experience
- A minimum of seven years (7) of experience in finance, budget or related area is required.
- The minimum years of relevant experience is reduced to five (5) years for candidates who possess a first level University degree.
- Experience with the Enterprise Resource Planning (ERP) and finance system such as Oracle or SAP is desirable.
- Experience with International Public Sector Accounting Standards (IPSAS) is desirable.
- Knowledge and experience with processes of Financial Management is desirable.
- Experience with integrated business processes, analytics and reporting is desirable.