Team Assistant (Finance)

​Requisition ID: 4430 
Grade: G4 
Country: Austria 
Duty Station: Vienna 
Category: General Service/Admin. Support 
Type of Job Posting: Internal/External
Employment Type: Staff-Full-time
Appointment Type: Fixed Term - 100 series
Number of openings: 4 positions

Indicative Minimum Net Annual Salary: 48,527 EUR 
Application Deadline: 09-Sep-2024, 11:59 PM (CEST)  

Vacancy Announcement
This post is for local recruitment only.
Female candidates are encouraged to apply.

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) 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 management, procurements, information technology and general services. Additionally, it exercises the responsibility for the ethics function. The Directorate also provides guidance on security and safety matters and ensures the overall coordination of UNIDO’s response in this regard.

Under the supervision of the Managing Director of the Directorate of Corporate Services and Operations, and in close coordination with other organizational entities within UNIDO, the Division of Financial Resource Management (COR/FIN) enables the Organization to implement its mandate through high quality, accurate, innovative and timely financial services.

Aiming to ensure and maintain the financial integrity of the Organization, the Division of Financial Resource Management, develops, maintains, and operates policies, systems and tools to facilitate the effective management of the 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 extrabudgetary activities of the Organization. The Division chairs the Procurement Committee and the Property Survey Board, improving their procedures and enhancing financial management processes and ERP systems to ensure high-quality, automated, and digital financial services. It also provides vendor master data management support and ensures appropriate internal controls in financial management, which includes full compliance with Anti-Fraud and Anti-Corruption policies and identifying, mitigating, and monitoring key financial and fiduciary risks.

This position is located in the Accounts, Payments and Payroll Unit (COR/FIN/APP) of the Department of Finance. The division is responsible for accounting and payments for RB, OB, TC and other funds as well as for preparing financial statements for all funds and projects. FIN/APP also manages payments of travel entitlements, in close collaboration with COR/AML and it is responsible for payroll of all UNIDO personnel and retirees, as well as payments of vendors, in full compliance with UNIDO’s regulatory framework.

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.

At the G4 level the incumbent is expected to perform independent and specialized processes focusing on consistent service delivery and support services within the organizational environment and team. His/Her interventions result in process consistency.

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 team 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.

FUNCTIONAL RESPONSIBILITIES

Under the supervision of the First Reporting Officer, the Junior Finance Assistant provides financial support and administration of technical cooperation programmes and projects for the following major duties:

Verifies and processes invoices, down-payments for Vendors:

• Enters vendors invoices for: i. material/PO supplies, ii. direct payments, and iii. down-payments requests.
• Verifies invoices and payment requests are properly authorized by Allotment Holder and fulfils.
• legislative and tax requirements. Makes sure no double payment.
• Verifies and process vendors and operating down-payments checks authorization and limits.
• Verifies vendor master banking details, allocates appropriate payment methods: bank, imprest, or UNDP payment channels.
• Verifies and clears existing down-payments.
• Follows-up regularly on open transactions: outstanding/unpaid invoices, open down-payments with allotment holders and requestors.

Verifies and processes travel advances and travel claims:

• Verifies the travel requests are properly authorized, with valid currency and payment location.
• Travel advances are within authorized limits and released on time before travel.
• Travel claims are certified by Allotment Holder, additional expenses authorized and advances cleared.
• Initiates and follows-up on recoveries.
• Follows-up on open items with travelers, allotment holders and field offices.

Reviews and clears assigned bank and other open items clearing account:

• Identifies payment transactions and corresponding bank statement.
• Clears matching transactions.
• Follows-up with field offices, UNDP and Allotment Holders on discrepancies – over/under payments.

Miscellaneous:

• Assist in ad-hoc queries on vendors and travel payments.
• Other duties as assigned by Unit Chief.

MINIMUM ORGANIZATIONAL REQUIREMENTS

Education: Completed higher secondary education, high school diploma or equivalent is required.

Credit towards total working experience may be considered on a year by-year- basis, up to maximum of four years, for a first university degree or equivalent diploma, in a field relevant to the post.

Technical and Functional Experience

• A minimum of six (6) years of working experience in the field of Finance, is required;
• Thorough understanding of finance procedures and practices, preferably within the UN system or in a multicultural environment is desirable;
• Experience with travel entitlements and international accounting standards (IFRS and/or IPSAS) obtained in practice and/or international organizations is desirable;
• Experience/proficiency in using Microsoft Office (Outlook, Word, Excel and PowerPoint), internet, is required;
• Experience in finance and accounting with good knowledge of SAP (accounts payables and travel module) is required;

Languages: Fluency in written and spoken English is required.  Fluency and/or working knowledge of another official UN language is desirable.

REQUIRED COMPETENCIES

Core Values

WE LIVE AND ACT WITH INTEGRITY: work honestly, openly and impartially.

WE SHOW PROFESSIONALISM: work hard and competently in a committed and responsible manner.

WE RESPECT DIVERSITY: work together effectively, respectfully and inclusively, regardless of our differences in culture and perspective.

Key Competencies

WE FOCUS ON PEOPLE: cooperate to fully reach our potential –and this is true for our colleagues as well as our clients. Emotional intelligence and receptiveness are vital parts of our UNIDO identity.

WE FOCUS ON RESULTS AND RESPONSIBILITIES: focus on planning, organizing and managing our work effectively and efficiently. We are responsible and accountable for achieving our results and meeting our performance standards. This accountability does not end with our colleagues and supervisors, but we also owe it to those we serve and who have trusted us to contribute to a better, safer and healthier world.

WE COMMUNICATE AND EARN TRUST: communicate effectively with one another and build an environment of trust where we can all excel in our work.

WE THINK OUTSIDE THE BOX AND INNOVATE: To stay relevant, we continuously improve, support innovation, share our knowledge and skills, and learn from one another.

NOTE: Eligible internal UNIDO applicants are required to have served at least one year in their current post if applying for a higher-level position. However, the seniority-in-grade requirements for applying for higher-level positions, as per paragraphs 18 and 78 of the HRMF, have been waived.

For further information on salaries, refer to the International Civil Service Commission website: https://icsc.un.org/ 

Employees of UNIDO are expected at all times to uphold the highest standards of integrity, professionalism and respect for diversity, both at work and outside. Only persons who fully and unconditionally commit to these values should consider applying for jobs at UNIDO.

All applications must be submitted online through the Online Recruitment System. Correspondence will be undertaken only with candidates who are being considered at an advanced phase of the selection process. Selected candidate(s) may be required to disclose to the Director General the nature and scope of financial and other personal interests and assets in respect of themselves, their spouses and dependents, under the procedures established by the Director General.

Visit the UNIDO careers site for details on how to apply: https://careers.unido.org/ 

NOTE: The Director General retains the discretion to make an appointment to this post at a lower level.

Notice to applicants:
UNIDO does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. If you have received a solicitation for the payment of a fee, please disregard it. Vacant positions within UNIDO are advertised on the official UNIDO website. Should you have any questions concerning persons or companies claiming to be recruiting on behalf of UNIDO and requesting payment of a fee, please contact: recruitment@unido.org