Budget/Finance Assistant

Budget/Finance Assistant

Closing date: 13 Dec 2018


This is an extra-budgetary, temporary position till 31 December 2019 (with a possibility of extension, subject to availability of funds).

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.

The “Strengthening dialogue among civil society and with key government stakeholders in Ukraine on human dimension issues (CS UA)” project has been implemented to enhance the important role civil society can play in the environment of transition and change in Ukraine. The objective of the project is to enhance effective mechanisms of multi-stakeholder dialogue, with civil society as a competent and trusted actor, to address key human dimension issues in Ukraine in line with OSCE commitments and international standards.

The position of Budget/Finance Assistant is located in the Budget Unit within Finance Unit, Common Services Department in OSCE/ODIHR. The Budget Unit is responsible for budgetary planning and control in line with the OSCE Common Regulatory Management System (CRMS) and Permanent Council approved programme objectives.

Under the direct supervision of the Associate Finance Officer, and the overall supervision of the Chief, Finance Unit/Deputy Head, Common Services, the Budget/Finance Assistant assists Project Co-odinator (CS UA) by providing programme support services to the extra budgetary project Strengthening dialogue among civil society and with key government stakeholders in Ukraine on human dimension issues in the areas of budget and project finance to enable efficient implementation of the project. The incumbent is based in the ODIHR office in Warsaw.

Tasks and responsibilities:

The incumbent will perform the following functions for the project:

• Assisting project staff in preparing budgets for project components in accordance with OSCE procedures and donor requirements;
• Recommending to Project Co-ordinator and Heads/Deputy Heads of the three ODIHR programmatic Departments the reallocation of funds as necessary within the framework of the project in conformity with OSCE procedures and donor requirements;
• Producing detailed budget and expenditure reports using IRMA/Oracle and cost forecasts on a monthly basis and as requested; drafting budget and expenditure reports for donors.
• Liaising with project staff and Finance Unit to ensure follow-up action on budget implementation and reporting;
• Identifying financial management problems and proposing corrective action to the Project Co-ordinator in relation to implementation of project activities;
• Providing advice and guidance on OSCE and ODIHR budgetary and financial policies and procedures so as to promote project progress;
• Designing and implementing financial reporting oversight tools;
• Ensuring compliance of project expenditures with OSCE/ODIHR and donor budgetary and financial policies and procedures, in particular with the contribution agreements governing the project;
• Reviewing Official Travel Authorizations; requests for representation funds; requests for operational advances; financial conditions in Special Service Agreements; Implementing Partner Agreements and other purchasing requisitions and contracts to ensure compliance with OSCE and ODIHR budgetary and financial policies and procedures, as well as donor requirements;
• Verifying incoming invoices, requests for reimbursement and financial reports received from implementing partners for accuracy and compliance. Processing reconciliation of travel claims, verifying calculations and compliance with OSCE CRMS and ODIHR regulatory documents, preparing reimbursements/receipts resulting from travel claims, following up on available travel advances, providing guidance to project staff with respect to travel entitlements. Entering transactions into Oracle and submitting them for approval and payment;
• Monitoring procurement requisitions and purchase orders related to project activities;
• Carrying out any other duties as required by the Supervisor.

Education and Experience:

• Completed secondary education supplemented by specialised training in the area of project management, business planning or accounting;
• At least four years of relevant working experience in the field of finance and accounting, preferably in an international environment;
• Good understanding of the procedures and requirements for project budgeting;
• Experience of donor procedures and rules applicable to funding received from large institutional donors. Established experience of budgeting and controlling for a large volume project;
• Computer literate with practical experience in Microsoft applications;
• Excellent written and oral communication skills in English. Knowledge of Russian or Ukrainian languages would be an advantage;
• Ability to work with people of different nationalities, religions and cultural backgrounds;
• Demonstrated gender awareness and sensitivity, and an ability to integrate a gender perspective into tasks and activities.


Monthly remuneration, subject to social security deductions, is approximately PLN 6,900. 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 46 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 made at step 1 of the applicable OSCE salary scale.


How to apply:

If you wish to apply for this position, please use OSCE’s online application link found under http://jobs.osce.org.

The OSCE retains the discretion to re-advertise 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 the OSCE on-line applications will be accepted and short-listed applicants contacted.

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

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

No application fees or information with respect to bank account details are required by OSCE for our recruitment process.

Please note that in the event of invitation for interview, the OSCE is unable to reimburse costs incurred.

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