Budget Assistant (G5)

Application deadline: 25 April 2024

Background:

This is an extra-budgetary position within the project “Stronger Democratic institutions in Eastern Partnership Countries”, an ODIHR project supported and funded by the EU, that is currently envisaged to last four years. The candidate should indicate the commitment to be available for the whole duration of the project.

The Office for Democratic Institutions and Human Rights (ODIHR) is the principal institution of the OSCE responsible for the human dimension. ODIHR is active throughout the OSCE area in the fields of election observation, democratic development, human rights, tolerance and non-discrimination, and the rule of law. ODIHR's assistance projects and other activities are implemented in participating States in accordance with ODIHR's mandate.

The Budget Assistant’s post is located in the Finance Unit, Budget and Internal Control Sub-unit. Finance Unit is a part of the Common Services Department of Office for Democratic Institutions and Human Rights (ODIHR). The objective of the Finance Unit is to provide quality support services to ODIHR programmatic departments in the areas of budgetary planning and control, management of travel-related finance, maintenance of general ledger accounts, and provision of treasury and cash management services.

The Budget and Internal Control Sub-unit provides project support services in the areas of Budget & Forecasting, Financial Oversight & Control and Budget Advisory. The sub-unit activities include the preparation of budgets for all activities regardless of funding source, processing of certain invoices, routine forecasting of operating results and business advisory support to programmatic staff and departments as well as management. 

Tasks and Responsibilities: 

Under the overall supervision of the Associate Finance Officer the selected candidate will perform the following functions and duties:

Ensuring effective utilization of budgeted resources by reviewing proposed expenditures for authorization and availability of funds, and for compliance with regulations; Supporting the effective utilization of budget funds by providing support and guidance to colleagues on approaches to effectively manage budgets, providing training and advice on policies/procedures and donor requirements, communicating issues and initiating corrective actions in relation to expenditures; Supporting the execution of programmatic objectives by preparing budgets for programmatic activities based on data obtained from programmatic staff, official data sources and knowledge of previous project issues and requirements with respect to budget preparation and by understanding programmatic objectives, guiding programmatic staff with regard to budgeting considerations, coordinating with Finance Unit colleagues with regard to assumption utilization and standard formats and using knowledge of OSCE budgeting and documentation procedures; Supporting management decision making regarding the efficient and effective use of budgetary resources by monitoring budget utilisation, forecasting expected results, proposing alternate funding sources as needed and preparing budget utilization reports and by communication with programmatic staff with regard to programme changes, Finance Unit colleagues with regard to financial updates and knowledge of ODIHR reporting standards; Supporting compliance with donor funding conditions by ensuring expenditures are consistent with donor requirements and limitations, preparing donor-specified financial requests and reports, preparing ODIHR annual donor reports and assisting Project Coordination Unit with financial aspects of donor communication; Ensuring accuracy of financial records by recording transactions in the general ledger system; analysing results, investigating discrepancies and recording correction transactions; reviewing, reconciling and taking action on outstanding balances; and providing information for reviews and audits.

For more detailed information on the structure and work of the OSCE Office for Democratic Institutions and Human Rights, please see https://www.osce.org/odihr.

Necessary qualifications:

• Completed secondary education; supplementary training in accounting or administrative courses is desirable;
• Minimum four years of working experience in finance, budget or related areas;
• Experience using financial modules of Enterprise Resource Planning systems;
• Computer literate with practical experience with Microsoft application and with large computerized accounting/financial systems;
• Work experience within a donor-funded and/or international organisation;
• Established knowledge of budget management process; 
• Excellent written and spoken communication skills in English. Knowledge of Polish / Russian languages is desirable;
• Ability to work with people of different nationalities, religions and cultural backgrounds.

Remuneration Package:

Monthly remuneration, subject to social security deductions, is approximately PLN 8,200. OSCE salaries are exempt from taxation in Poland.  Social security will include participation in the Cigna medical insurance scheme (current approximate deduction for a staff member is 56 Euro) and OSCE Provident Fund. The Organization contributes an additional amount equivalent to 15% of the employee's salary to this pension-style fund while the employee contributes 7.5%. Other allowances and benefits are similar to those offered under the United Nations Common System for general services employees.

Appointments are normally made at step 1 of the applicable OSCE salary scale. 

How to apply:

If you wish to apply for this position, please use the OSCE's online application link found under https://vacancies.osce.org.

The OSCE retains the discretion to re-advertise / re-post the vacancy, to cancel the recruitment, to offer an appointment at a lower grade or to offer an appointment with a modified job description or for a different duration. 

Only those candidates who are selected to participate in the subsequent stages of recruitment will be contacted.

Please note that vacancies in the OSCE are open for competition only amongst nationals of participating States, please see https://www.osce.org/participating-states.

The OSCE is committed to diversity and inclusion within its workforce, and encourages qualified female and male candidates from all religious, ethnic and social backgrounds to apply to become a part of the Organization.

Candidates should be aware that OSCE officials shall conduct themselves at all times in a manner befitting the status of an international civil servant. This includes avoiding any action which may adversely reflect on the integrity, independence and impartiality of their position and function as officials of the OSCE. The OSCE is committed to applying the highest ethical standards in carrying out its mandate. For more information on the values set out in OSCE Competency Model, please see https://jobs.osce.org/resources/document/our-competency-model.

Please note that for this position the OSCE does not reimburse expenses such as travel in connection with interviews, tests, visas and relocation.

Please be aware that the OSCE does not request payment at any stage of the application and review process.