Head, Budget and Finance (P-5)

Principal Functions

Under the direction of the Director of Administration the post holder will:

Take accountability to plan, direct, and coordinate the work of the Branch, including supervision, co-ordination and performance management of staff.

1. Plan the resource requirements (mainly staffing) of the Branch;
2. Foster team work, trust and communication amongst staff and across organisational boundaries;
3. Lead change management initiatives, promote quality management and foster innovative reforms;
4. Ensure all outputs produced by the Branch meet and maintain high-quality standards and comply with relevant mandates;
5. Manage, guide, develop and build capacity of staff under supervision;
6. Determine operational and internal control procedures to ensure efficient functioning of the Branch as well as effective internal controls to safeguard the financial resources of the Organisation.

Plan, develop and prepare the annual Programme and Budget under the guidance of the Deputy Director-General.

1. Eormulate, coordinate, review and finalise programme plans, cost estimates, programme budgets, standard salary and common staff costs, and forecasts for miscellaneous income;
2. Review existing Administrative and Financial Directives pertaining to programme and budget matters and identify sections thereof requiring updating to accommodate the changing needs of the Organization;
3. Ensure relevant adherence to Administrative and Financial Instructions;
4. Establish mechanisms for monitoring programme and budget performance, including the measurement of the cost-efficiency of operations performed by the Organization;
5. Coordinate and supervise the timely development of the draft programme budget for consideration by senior management, the ABAF, Executive Council and Conference of State Parties;
6. Prepare and recommend the annual calendar and timelines for the OPCW programme and budget cycle;
7. Ensure allotment of funds in accordance with the approved budget;
8. Support, provide information and advice to the Director of Administration and the Budget Steering committee throughout the Programme and Budget process;
9. Supervise the preparation of the scale of assessments for the funding of the approved budget by the Member States;
   Consult with and advising programme managers on the implementation of the approved budget and controlling budgeted versus actual expenditure to avoid over-expenditure;
10. Develop proposals for budgetary transfers and for the funding of additional requests;
11. Coordinate with programme managers to organise consultations, provide assistance and advice, monitor schedules, and arrange and support the delivery of presentations during programme and budget meetings and facilitations;
12. Coordinate and assist on consultations regarding the programme and budget and draft responses to technical questions with delegations;
13. Advise and consult on programme and budget issues, as requested.

Advise Management and other senior staff members on budgetary, accounting and other financial matters by:

1. Interpret the rules, financial regulations, and directives;
2. Advise on specific questions and making suggestions to solve particular problems;
3. Advise on general budgetary and financial policy matters, including investment policy;
4. Represent the Organisation at meetings of the UN Consultative Committee on Administrative Questions (Finance, Budget) and other international organisations.

Represent the Organisation/Branch at internal and external meetings with Delegations and Senior Management as well as liaising with the Office of Internal Oversight, the External Auditor and the Advisory Body on Budget and Finance (ABAF).

1. Prepare for and respond to internal and external audit related inquiries as well as those from the ABAF;
2. Follow up systematically on the implementation of corrective action requested by auditors and keeps records to ensure completeness of action and adherence to established time limits.

Provide direction for, lead and manage budgeting, treasury, payment and accounting services.

1. Develop, implement, coordinate, and monitor operational policies, procedures, guidelines, and standards, to ensure correct financial practice and control;
2. Ensure compliance with financial regulations and rules;
3. Direct the supervision of financial services and treasury operations, and maintenance of accounts;
4. Determine and coordinate the development, implementation and maintenance of the financial information system for the Branch.

Provide guidance on budgetary matters related to Voluntary Contributions, Special Accounts and Trust funds.

1. Support Programme managers in preparing cost plans for Voluntary Contributions and Trust Funds;
2. Review Agreements to ensure their coherence with the OPCW Regulatory Framework;
3. Ensure timely allotment upon receipt of funds.

Ensure the keeping of proper accounts for all financial transactions of the Organisation and the preparation of financial statements of the OPCW, the Provident Fund and other funds, by:

1. Adhere to and enforce financial regulation, rules and directives;
2. Propose and draft enhancements to financial regulation, rules and directives for consideration by Senior management, ABAF, Executive Council and the Conference of State Parties;
3. Review the preparation of accounts;
4. Supervise the preparation of the financial statements of the OPCW, Provident fund and other funds on an accurate and timely basis;
5. Prepare responses to observations of internal and external auditors on the accounts and the financial statements of the Organisation;
6. Supervise the development implementation of automation projects related to finance.

Ensure the receipt, custody, disbursement, monitoring and investment of the funds of the organisation by:

1. Controlling and regular reporting on collected and outstanding assessed contributions to management and the Executive Council;
2. Reviewing disbursements as cheque signatory;
3. Administering the banking relationships, bank accounts and currency arrangements;
4. Approving investments;
5. Directing the preparation of short and long-term cash forecasts to ensure liquidity at all times;
6. Providing financial analysis to the Investment Committee for investment decisions of the Organization.

Support the work of the Advisory Body on Administrative and Financial Matters (ABAF):

1. Prepare and coordinates documentation to support ABAF meetings;As required, support ABAF members prior to and following meetings;
2. Compile information on issues on its Agenda;
3. Coordinate with and Assists the Secretariat staff in making presentations to the ABAF;
4. Prepare the draft report for the ABAF;
5. Prepare the note by the Director-General responding to each ABAF report;
6. Submit both documents to the Policy-making Organs.

Be responsible for the ERP rollout pertaining to the Branch.

1. Is a member of the Steering Committee of the ERP project;
2. Oversee the responsibilities relating to the rollout and implementation of all aspects of the ERP System pertaining to the Branch;
3. Evaluate and discusses with Branch staff the usefulness and versatility of applications and report generation;
4. Ensure that Branch staff are trained on all applications related to financial management;
5. Evaluate the efficiency, performance and enhancement of the systems and suggests improvements.

Ensure that the financial activity within the OPCW complies with International Public Sector Accounting  Standards (IPSAS) in carrying out its operational accounting duties and provides reports in accordance with the necessary IPSAS requirements.

Act as Secretary of the Budget Steering Committee and the Provident Fund Management Board.

Participate in various internal committees and boards.

Perform other duties as required.

Knowledge and Experience

Education

Essential 

1. Advanced University degree in Business Administration, Finance, Accounting, Management, Public Administration or related field and/or certification as a Certified Public Accountant (CPA), Chartered Accountant (CA) or equivalent.  A first level university degree in combination with qualifying experience (minimum 12 years) may be accepted in lieu of the advanced university degree;
2. Extensive knowledge of contemporary accounts payable and receivable operations and financial and reporting standards;
3. Practical knowledge of the principles of programme budget planning and management, and proven ability to deal with  budgetary and financial problems;
4. Knowledge of Results-Based Budgeting (RBB) and UN financial procedures and accounting standards.

Desirable

Knowledge of Risk Management principles and internal control frameworks.

Experience

Essential

1. At least 10 years of progressively responsible experience in accounting and financial management, thefield of budget preparation and financial administration in a national and international environment with a relevant advanced university degree;
2. Experience with and knowledge of International Public Sector Accounting Standards (IPSAS);
3. Experience in budgeting of staff costs, development of standard salary costs, financial resource management and programme planning;
4. Experience in developing and implementing Results-Based Budgeting;
5. Experience in computer and software required for the execution of financial control.

Desirable

1. Experience in the use of computerised accounting systems (ERP) would be an advantage;
2. Work experience in the UN Common System and familiarity with IPSAS principles would be a strong asset.

Skills and Abilities (key competencies)

1. Strong analytical and conceptual skills in analysing operational issues in a complex business environment, formulate options, and propose and implement solutions;
2. Excellent and proven planning, organizational, coordination, negotiation and problem solving skills;
3. Ability to translate financial concepts into administrative processes and to implement them;
4. Ability to build trust, empower and lead subordinates & provide effective performance feedback;
5. Solid information technology skills including proficiency in Microsoft desktop packages and sophisticated financial management information systems;
6. Ability to ensure an effective work structure that fosters productivity and achieve goals; work to tight deadlines and handle multiple concurrent activities;
7. Inter-personal and communication skills with demonstrated ability to apply tact and diplomacy and to present information clearly and logically both in writing and verbally;
8. Ability to work in a team and to build and maintain effective working relationships with people of different national and cultural backgrounds;
9. Proven planning, organizational, coordination, negotiation and problem solving skills;
10. Ability to develop and implement budget policies and procedures for the Organisation.

Language Requirements

Fluency in English is essential and a good working knowledge of one of the other official languages (Arabic, Chinese, French, Russian, and Spanish) is desirable.