Purpose
Under the direct supervision of the Chief, Central Support Services (CSS), the incumbent will perform oversight functions covering: review and monitoring of CSS budget and expenditure of around £4.5 million a year; review and certification of invoices for payment; conduct financial and exception analysis and recommend measures to correct any variances or errors noted; monitor, update and maintain the budget and expenditure transactions report; prepare budget and financial performance report, providing analysis on any deficit in budget and suggesting solutions, including deletion of PRs and POs not needed and budgetary transfers; review of documents supporting the certification for accuracy and completeness relating to diplomatic car and duty free privileges and application for UNLP. The incumbent will also serve as the business support and coordinator for six sub-sections within CSS on budget preparation and administrative matters, including administration of underlease agreement with sub-tenants, back-up support for the travel services, protocol functions, asset management, reporting within AD, and any other tasks as required by the Chief, CSS.
Responsibilities
Budget preparation, implementation, and monitoring
- Coordinate with the CSS Heads for the preparation of budget for every biennium for building management services, publications, catering, miscellaneous equipment and supplies, and with Chief, CSS on temporary staff, mission travel and other general operating expenses, well as landlord’s major works and extra budgetary funding.
- Consolidate and review the inputs provided by CSS Heads and complete the budget template for the biennium to ensure the completeness of inputs with clear list of outputs and accuracy of the individual and total figures for the proposed budget, including the forecast submitted by the landlord before the budget is reviewed and finalized by the Chief, CSS.
- Update and maintain the working paper analysis and monitoring with the budget figures approved for the year based on the final template and budget allotment issued by the Secretary-General.
- Review all Purchase Requisitions (PR) raised against the approved budget for the release of the Chief, CSS to confirm the accuracy of the budget line and amount in accordance with list of items in the approved budget, and the completeness of the required supporting documentation or justification for the request.
- Analyse and report on the implementation of the budget, noting any changes to the approved budget list of outputs or projects and budget deficit for appropriate actions by the Chief, CSS.
- Check and follow-up with Procurement that the required Purchase Order (PO) is created for all PRs.
Financial control , monitoring, analysis, and reporting
- Review variable works requested by contractor to confirm the accuracy of the calculation based on the quotes and agreed contractor’s margin and ensure that at least two quotes were provided and cheapest is selected, and if only one quote, ensure that proper justification is provided.
- Perform invoice control function by reviewing and ensuring the following: the invoice amount agrees with the PO “Goods Receipt (GR)” amount; the goods or services have been completed and satisfactorily delivered based on the report and supporting documents from the requisitioner; the invoice amount agreed with the quotes approved and any difference is properly justified by the requisitioner; and all required documentations are attached to the PO.
- Execute invoice exception analysis to confirm that there are no duplicated invoice and individual charges.
- Confirm and clear invoices for payment and send the SharePoint form to FBS for the request for payment.
- Consult with the Landlord and contractor to clarify any issues noted on the amount of the invoice for correction if necessary.
- Manage and update the working paper for the monitoring of budget and expenditures (actual and commitment) and reconcile with the SAP system recording on an ongoing basis.
- Analyse budget and financial performance for General Fund (GOE), Headquarters Capital Fund, Extrabudgetary resources and investigate and report variances or errors in recording for corrective actions.
- Track the balances of POs and inform or advise CSS Heads for appropriate action.
- Manage and monitor the reimbursement of cost for projects funded by the Landlord and from donations.
- Calculate and consult with the focal point for the Landlord/Donor to confirm the amount to be refunded to IMO and request for the issuance of invoice.
- Review vendor, customer, and other related general ledger accounts to ensure that no overpayment was made to vendor, invoices were issued for all refundable costs, and receivables, payable and other related general accounts were cleared.
- Review all outstanding PRs and POs at year-end: ascertain POs to be closed that are no longer needed; note all POs for budgetary transfer to the following year; complete GR for POs where goods and services have been delivered during the year; check fund balances under the relevant WBS and recommend transfer of funds within WBS, if necessary; and identify additional accrual required for the year.
- Examine the list of open POs received at year-end and liaise, advise, and confirm with CSS Heads whether the PO will either remain as budgetary transfer or for closure (list of POs to be submitted to Procurement) and complete the spreadsheet.
- Prepare and submit accounting entry to clear outstanding accounts and to record expenditures as direct charge to the account.
- Complete budgetary transfer request form to transfer funds from previous to current year and propose transfer funds between budget account within the year after review of the status of availability of funds, if necessary.
- Act as SAP Section focal point and coordinator, ensuring that daily and yearly SAP requirements and processes are dealt with in a timely and accurate manner.
Administration of IMO HQ lease agreement and underlease agreement with sub-tenants
- Assist in the process of drafting of any new or revised underlease agreement with sub-tenants and in the review of IMO HQ lease agreement.
- Monitor and record the actual cost incurred in expenditures which are used as the basis for the calculation of service charge to sub-tenants.
- Calculate and maintain the working paper in the calculation of rent fee, service charge, and other costs chargeable to sub-tenants for the review of the Facilities Manager and Chief, CSS.
- Ensure that invoices are issued to sub-tenants on time and in accordance with the terms of the agreement.
Protocol certification controls and procedures
- Review for accuracy and completeness the completed forms to be certified by the Chief, CSS before submission to the Protocol Department of the Foreign and Commonwealth Development Office (FCDO) and Driver and Vehicle Licensing Authority (DVLA).
- Review the fuel refund claim submitted by staff members before the certification of the claim by the Chief, CSS.
- Review for accuracy and completeness the completed application forms for a new UNLP to be certified by the Chief, CSS before submission to the UNOG Issuing Office in Geneva.
- Consult with FCDO for any matters or queries that would require clarification and confirmation.
Business support and coordination
- Check all requests for overtime or CTO within CSS for completeness and accuracy of information before authorization by the Chief, CSS.
- Support the recruitment process of staff in CSS.
- Review request for disposal of asset for the approval of the Chief, CSS: ensure that to ensure that the process followed is in accordance with the policy and prescribed procedures; the asset is recorded in the register and awaiting disposal; disposal method is in the best interest of the Organization; and any loss agrees with the net book value of the assets at the time of disposal.
- Provide cover for travel services functions: reviewing the fare quote selected to ensure it is in accordance with the travel policy; authorising to the travel agent, the purchase of ticket confirmation, and analysing fare quotes obtained from travel agent and prepare trip costings including fare comparisons and other entitlements for the travel lump-sum option for consultant’s travel.
- Provide cover for the diplomatic car and duty-free services in liaison with FCDO and DVLA: registration/deregistration of vehicles for IMO authorised officials with the Driver and Vehicle Licensing Agency (DVLA) and the delivery of Diplomatic Plates; purchase/import of duty-free vehicles with HM Customs for authorized officials; applications for the release of duty-free products; clearance of other tax-free entitlements as required; handling penalty parking fines, submitting payment or correspondence and files relating to dispute of fines.
- Provide cover for creating Purchase Requisitions (PR) within CSS and follow-up PO creation.
- Proactively Identify and note deficiencies or gaps in the existing policies, controls and procedures and recommend measures or changes to improve efficiency and strengthen controls.
- Serve as focal point for audit exercises and implementation of audit recommendations within CSS with External Audit, Internal Audit and JIU.
- Coordinate with different CSS heads on the preparation and timely submission of annual procurement plan and prepare the procurement plan for CSS under the budget for general operating expenses.
- Assist in the coordination within CSS (requisitioner and procurement) for the implementation of projects.
- Oversee the function of supplies ordering and issuance to staff.
Competencies
- Demonstrated ability to work independently, minimum supervision and exercising a high degree of initiative and judgement.
- Ability to multi-task, prioritized tasks and work under pressure whilst maintaining excellent quality and meeting deadlines.
- Excellent analytical, problem solving and organizational skills.
- Ability to work with high degree of accuracy, thoroughness and meticulous attention to details and sound judgement ensuring accurate and timely delivery of outputs.
- Ability to build and maintain good team-work and effective and harmonious working relationships with internal and external stakeholders at all levels.
- Good communication skills and ability to present facts and issues in a clear manner.
- Ability to adapt to change and to identify opportunities for improvement and makes proposals for resolution and enhancements.
Experience
At least seven years of progressively responsible experience in financial and administrative or business support is essential. Working experience in project and financial management financial analysis, controls and procedures, and reporting is highly desirable.
Education
University entrance standard. Any additional qualifications or degree in Finance, Accounting or related field would be an asset. Certification as CPA or ACCA would be highly desirable.
Languages
Proficiency in English (written and oral) is essential. Working knowledge of other official languages of the UN will be an asset.
Other skills
Working knowledge of an ERP system is required. Working knowledge of SAP financial, project, travel, and purchase to pay modules would be desirable. Working knowledge of financial management including budget preparation, budget and financial performance, periodic review, analysis and assessment, and final reporting would be highly desirable.
Contract information
The first year of contract will be probationary with the possibility of further extension subject to satisfactory performance. This post is limited to local status* only. *Local status requires applicants to have unhindered permission to live and work in the UK.
Salary information
Approximately £45,347 net per annum, (subject to deductions), free of income tax in the UK. Excellent benefits including medical insurance and UN pension scheme.
