Extrabudgetary Contributions Assistant

vor 3 Wochen

Wien, Österreich OSCE Vollzeit

Background:
The OSCE has a comprehensive approach to security that encompasses politico-military, economic and environmental, and human aspects. It therefore addresses a wide range of security-related concerns, including arms control, confidence
- and security-building measures, human rights, combating human trafficking, national minorities, democratization, policing strategies, counter-terrorism and economic and environmental activities. All 57 participating States enjoy equal status, and decisions are taken by consensus on a politically, but not legally binding basis.

The OSCE Secretariat in Vienna assists the Chairpersonship in its activities, and provides operational and administrative support to the field operations, and, as appropriate, to other institutions.

The OSCE Secretariat’s Department of Management and Finance (DMF) is responsible for managing the material and financial resources of the Organization. The objective of DMF is to provide efficient and effective management of non-staff resources in support of OSCE programmatic activities. It provides policy guidance on the management of OSCE financial and material resources and develops and maintains OSCE Financial Regulations and Rules and Financial Administrative Instructions. DMF consists of Budget and Finance Services, Mission Support Section, Information and Communication Technology Section and the Information Security and Co-ordination Unit.

The Budget and Finance Services Section is responsible for co-ordinating and supporting the programme planning and budgeting process in general, including providing policy guidance and support to the Secretariat, OSCE Institutions and Field Operations. The Budget and Finance Services Section consists of the Accounts and Treasury Unit and Integrated Resource
Management Unit.

The post is located in the Integrated Resource Management Unit.

Tasks and Responsibilities:
As Extrabudgetary Contributions Assistant, you will be directly reporting to the Extra-budgetary Contributions Officer and the Chief, Integrated Resource Management Unit will be your second-level supervisor.

More specifically, you will be tasked with the following:
1. Registration and administration of extra-budgetary pledges:

- Recording pledges into the Grant Module of Oracle and billing them for accounts receivable creation;
- Preparing pledge acceptance letters for pledges received and receipt acknowledgement letters to donors for income received;
- Reviewing all extra-budgetary and third-party income received on a daily basis;
- Allocating income received or advance authorizations to the appropriate project by task as instructed by Project Managers or according to the project budget;
- Re-allocating funds between tasks and across projects upon written request by Project Managers and donors;
- Issuing payments to third-parties and refund requests of any remaining fund balances to the donor upon final report submission and approval from the donor;
2. Administration of third-party pledges:

- Registration of third-party pledges in the Grants Module in close collaboration with other Units and Executive Structures;
- Performing reallocations and refunds, as instructed;
3. Supporting quarterly and annual reporting on ExB contributions to OSCE, as well as reporting to donors:

- Reviewing issued advance authorizations and outstanding accounts receivables to mitigate financial risk exposure of the organization;
- Assisting with the preparation of quarterly and annual financial reports to management and the preparation of the report of extra-activities to be included in both the financial annual statements and the Annual report; assisting in preparation of periodical reports to the donors;
- Preparing ad hoc reports for donors, as requested;
- Maintaining all administrative records, i.e. pledge documents, income receipts, etc.;
4. Administration of Indirect Common Costs:

- Administration of the Indirect Common Costs charge; budgeting Indirect Common Cost (ICC) at the project/pledge level and making sure that correct burdening schedule is activated for the pledges received;
- Administration and controlling of earned ICC revenue allotments to respective reserve and allotment projects.

5. Providing technical support to project managers and donors:

- Providing training on the Grant Oracle Module and DelWeb to OSCE staff and delegates;
- Supporting project managers and project staff on pledge-related requests;
- Supporting the CiO or their Liaison Officers in the set-up and implementation of their ExB activities and related internal OSCE procedures;
- Performing User Acceptance Testing (UAT) of planned upgrades of Grant Oracle Module;
- Performing other related duties as assigned.

Necessary Qualifications:

- Completed secondary education supplemented by formal training in the area of accounting, finance, legal or computerized financial systems;
- A minimum of four years of relevant working experience in the field of finance, budgeting, acco

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