United Nations and regional organizations; provides administrative and other support services to the United Nations Environment Programme (UNEP) and the United Nations Human Settlements Programme (UN-Habitat); provides joint and common services to other organizations of the United Nations system in Kenya, as applicable; and manages and implements the programmes of administration, conference services and public information and provides security and safety services for United Nations staff and facilities in the United Nations Office at Nairobi.

Responsibilities

Under the direct supervision of the Chief, the incumbent is expected to perform the following duties:

BUDGETING:

• Preparation of cost estimates and budget proposals in terms of staff and non-staff requirements for regular budget and extra-budgetary resources under UNON Administration.
• Monitor budget implementation and performance and recommend 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.
• Review 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:

• Responsible for the processing of financial documents in line with the financial rules and regulations.
• Review and analysis of various accounting data, financial statements input and preparation of reports.
• Scrutinize supporting documents for completeness, accuracy and validity of requests in line with applicable policies, procedures, rules and regulations.
• Verify accuracy of postings and process corrections as appropriate.
• Analyze and monitor Open Item Managed accounts (OIM) in the Enterprise Resource Planning (ERP) system (Umoja) and initiate corrective action.
• Perform approval functions of financial transactions as per delegation.

PAYROLL AND BENEFITS ADMINISTRATION:

• Performs Payroll comparison and data validation of simulation runs (in HANA Payroll Analysis Tool); Prepares Payroll data for monthly mass upload files (direct payroll deductions/payments).
• Audits 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.
• Provides information to Pension Fund participants and beneficiaries on participation entitlements and benefits and prepares year end pension schedules for financial statement reporting.
• Monitors all insurance transactions including those involving participants on non-Headquarter payroll but covered under Headquarters insurance plans.
• Serve as Lead Payroll Processor in approving off cycle requests and payroll – Education Grant advances, Salary advances, Assignment and Relocation grants etc.
• Serve as Lead Payroll Processor in running the monthly payroll and correction payroll and ensure the completeness and correctness of the payroll posting.
• Performs supervisory functions as team leader and First Reporting Officer (FRO).

GENERAL:

• Prepare and analyze 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 in relation to budgetary and financial matters from management, clients (internal and external), auditors and other stakeholders.
• Ensure that accurate and complete accounting; reporting and internal control systems are functioning.
• Ensure that all relevant records and audit trails are maintained.
• Act as team leader and provide day to day management and supervision, training and guidance to other General Services staff.
• Assist in the planning of unit and team staff work plans, monitor and report performance against the plans.
• 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.
• Knowledge retention and quality assurance focal point for the team.
• Performs other related duties as required by Section or Unit Chief.

Requirements

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, including programme development and database management, claims and treasury operations. Ability to identify and resolve data discrepancies and operational problems. 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. Committed to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.
• 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.
• 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.

Education

• A high school diploma or completion of 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 Ten (10) years of working experience in payroll, finance, budget or related area is required. The minimum years of relevant experience is reduced to eight (8) 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. Knowledge and experience with processes of payroll management is desirable. Experience with International Public Sector Accounting Standards (IPSAS) is desirable. Experience with integrated business processes, data analytics and reporting is desirable