Posting Title: Intern – Finance Section/Division of Administration/UNECA (6 positions)
Job Code Title: INTERN - ADMINISTRATION
Department/Office: ECONOMIC COMMISSION FOR AFRICA
Duty Station: ADDIS ABABA
Posting Period: 05 October 2016 - 18 October 2016
Job Opening Number: 67600
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Special Notice
The United Nations shall place no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. (Charter of the United Nations - Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment. Candidates will be required to meet the requirements of Article 101, paragraph 3, of the Charter as well as the requirements of the position. The United Nations is committed to the highest standards of efficiency, competence and integrity for all its human resources, including but not limited to respect for international human rights and humanitarian law. Candidates may be subject to screening against these standards, including but not limited to whether they have committed, or are alleged to have committed criminal offences and/or violations of international human rights law and international humanitarian law.
Org. Setting and Reporting
These internship positions are located in the Finance Section in the Division of Administration of the Economic Commission for Africa. The Finance Interns will work under the direct supervision of the Chief, Finance Section.
Responsibilities
Within delegated authority, the Finance Intern will be responsible for the following duties:
Chief’s Office
•Managing the Chief’s calendar, take appointments, schedule meetings. Make, receive and screen telephone calls and answer to all their queries with discretion. Make visitor to the sections feel welcome and assist them with their queries accordingly.
•Ensuring smooth and efficient information flow within the section. Prepare, proofread confidential memorandums, letters, routing slips and make sure they adhere with UN format. Compiles and summarizes background materials for use in preparing finical reports, summaries, of the section.
•Provide in prioritizing matters that needs the Chief’s attention and follow-up upon their completion.
•Maintains filing and records of inventories supplies
•Assist in retrieving and locating documents to verify the accuracy and legitimacy for account balances in payables, receivables and disbursement accounts for Umoja data cleanup activities
•Handling outgoing correspondences which include preparing memorandums facsimile messages, letters, routing slips & report, checking for adherence to formats, clarity of language and accuracy of documents before it is signed by the Chief of the Finance section.
•Handling all incoming correspondences by registering them in correspondence tracing system. Distribute all incoming document to the correct Units so that action will be taken and follow up urgent matters till their completion. Distribution of all incoming correspondences with instruction to unit chiefs and/or staff members for action.
•Updating the tracking system by indicating to whom the documents has been refereed and check for their completion.
•Follow-up on outgoing or incoming letters that require action to be taken
Accounts Unit
•Analyze payables and receivables and all GR/IR accounts to ensure all required disbursements are completed and cleared, or forwarded to the Disbursement Unit;
•Support Accounts unit staff in ensuring finalization of all ‘void without re-issue’ payment cases in the Umoja
•Investigate abnormal cases and ensure necessary adjustments are made;
•Ensure the accounts for receivables and payables for old outstanding balances have a zero balance and all current balances are cleared within the planned period. Take necessary follow-up actions such as writing memos, making phone calls etc… in line with the guidance of Unit Management
•Communicate to the responsible offices on the status of cases under investigation, determine if the organization is still liable to pay, and advise the Disbursement Unit accordingly for further action;
•Collate the necessary documents for payments to be processed and submit to the Disbursement Unit for further action;
•Submit cases and memoranda related to payments that cannot be settled due to valid reasons and request approval for the appropriate accounting adjustment from Headquarters
•Support Unit Staff in handling Petty cash transactions in Umoja
•Participate clearing of Open Balance on a regular basis and for the year end.
•Follow the status of Accrual and Fund commitment for all the divisions/Section and ensure all Commitment items are closed following delivery of goods and/or services
•Data validation of accounts receivable and account payable.
•Follow up Expense report that are made during black out period
•Assist in the Archiving Project for the Unit
•Perform analysis, reporting and any other supportive activities during the Audit process.
•Carry out any other duties as assigned by Head of the Unit
Grant and Contribution Unit
•Compile and record implementing partner agreements for the fiscal year;
•Review account balance at the individual Business Partner level and collaborate with other sections as necessary to clear pending payables and receivables.
•Assist in retrieving and locating documents to verify the accuracy and legitimacy of account balance recorded in payables, receivables and disbursement accounts;
•Assist in analysis of obligation and follow up with Programme Management Officers (SPOQD)
•Assist in compilation of the section’s draft SOPs.
Payroll and Disbursement Unit
•Assist in analyzing and reviewing the payroll run results after each simulation run;
•Review account balances at individual payee ID level and collaborate with other sections of the Department of Administration (DOA) as necessary to clear pending payables or receivables and balances of obligations to be transferred to the correct;
•Review receivables for separated staff members;
•Locate and retrieve documents from the filing rooms and archives to support write off requests and to provide additional information required by the controller’s office;
•Locate and retrieve documents from the filing rooms to verify the accuracy and legitimacy of account balances recorded in payables, receivables and disbursement accounts;
Treasury Unit
•Assist in the processing of payments to vendors, staff members, participants and others
•Print checks, prepare bank payment instructions and transfer instructions, and submit for approval;
•Assist in processing payments to staff members for their entitlements, including salaries, claims, education grants and others through associating staff members’ payment instructions and mode of payment instructions
•Setup payment instruction requests in the system for approval;
•Prepare journal vouchers for payments before submitting for approval and authorization;
•Reconcile daily bank transaction reports with the book;
•Record income cash deposits, remittances and others and forward the unapplied deposit documents to accounting assistants for charging to the appropriate accounts;
•Record more complex bank accounts in varies currencies, such as recording of transfers, payment instructions, collections or deposits
•Assist in preparing memorandums and emails to various offices, departments and overseas offices related to bank payment instructions and check collection reminders;
•Respond to queries from staff members and third parties;
•Retrieve and locate documents to verify the accuracy and legitimacy of payment documents.
•Carry out record management by filling the unite correspondence and payments using appropriate filing system (softcopy and hard copy)
•Carry out any other assignment as required.
•Assist in the compilation of the unit’s draft SOPs.
Competencies
•Professionalism: Knowledge of human resources policies, procedures and practices and ability to interpret and apply them in an organizational setting. Demonstrates use of initiative and makes appropriate linkages in work requirements and anticipates next steps. 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.
•Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.
•Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
•Planning& Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.
Education
To qualify for an internship with the United Nations Internship Programme, the following conditions must be met: • Applicants must meet one of the following requirements: (a) be enrolled in a graduate school programme (second university degree or equivalent, or higher); (b) be enrolled in the final academic year of a first university degree programme (minimum Bachelor’s level or equivalent); or (c) have graduated with a university degree (as defined above) and, if selected, must commence the internship within a one year period of graduation.
Work Experience
Applicants are not required to have professional work experience.
Languages
English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English, i.e. oral and written proficiency, is required. Knowledge of another official UN language is an advantage.
Assessment
Candidates will be assessed based on their Personnel History Profiles (PHP). Individual interviews may be conducted for further assessment. A complete online application (Cover Note and Personal History profile) is required. Incomplete applications will not be reviewed. The cover Note must include: - Title of degree you are currently pursuing; - Graduation date (when will you be graduating from the programme); - List the IT skills and programmes that you are proficient in; - Explain why you are the best candidate for the internship position. In your Personal History Profile, be sure to include all past work experience, if any; IT skills and three references. Due to high volume of applications received, ONLY successful candidates will be contacted.
United Nations Considerations
According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity, including but not limited to, respect for international human rights and humanitarian law. Candidates may be subject to screening against these standards, including but not limited to, whether they have committed or are alleged to have committed criminal offences or violations of international human rights law and international humanitarian law.
Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.
Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the At-a-Glance on "The Application Process" and the Instructional Manual for the Applicants, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.
The screening and evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications, including but not limited to, their education, work experience, and language skills, according to the instructions provided on inspira. Applicants will be disqualified from consideration if they do not demonstrate in their application that they meet the evaluation criteria of the job opening and the applicable internal legislations of the United Nations. Applicants are solely responsible for providing complete and accurate information at the time of application: no amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to a reference-checking process to verify the information provided in the application.
Job openings advertised on the Careers Portal will be removed at midnight (New York time) on the deadline date.
No Fee
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.
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