Movement Control Admin and Budget Assistant

Eligibility criteria

Minimum age: 25 years old. Nationals of the country of assignment are not eligible, except the assignments in Headquarters duty stations.

Description of task

Under the direct supervision of the MOVCON Admin and Budget Manager, the duties of the MOVCON Admin/Budget Assistant will include but not limited to the following:

Human Resources Management

• Assist in maintaining an update of the Sections staffing table for International Staff, National staff and UNVs.

• Enter and maintain the database on Staff Member’s personal data, Entry on Duty and re-assignments.

• Assist in drafting documents on the recruitment, upgrading and reassignment of staff members, International, National Staff, and UNVs.

• Coordinate with Human Resource Section on all staffing issues, in consultation with direct supervisors.

• Serve as Focal Point for managing Movcon Staff member’s personal files, including copies of their leave requests, IDs, LP, etc;

• Monitor staff attendance records and leave plan, ensure timely and accurate submission of attendance sheets.

• Liaison with UNV office, Human Resource and Finance Sections in relation to the assistance of new arrivals to MOVCON, advance payments for travel inside and outside the mission area, etc;

• Update Movcon’s telephone directory.

• Provision of background personnel (files), information, and drawing the supervisor’s attention to important and sensitive information.

• Coordinate the preparation and submission of Movcon’s Mission level report.

  Administrative and others related duties

• Track and/or log all incoming and outgoing documents;

• Draft IOMs, faxes and other correspondence related to administrative and budget issues as instructed by or while the Administrative and Budget manager is on leave;

• Liaise with Mail & Pouch unit in managing incoming and outgoing mail & official pouch as well as personal effect for all MovCon Staff members and dispatching and/or distribute these to the concerned persons;

• Follow up all correspondences (IOMs, Fax between our section and others such O/CSD, O/CSCM, DMS, Human Resource Section, Budget section etc. until action is taken;

• Supervise all cleaners assigned to MovCon Mission level to maintain the office clean and tidy.

• MovCon focal point for archiving.

• Any other task assigned by Admin and Budget Unit Manager.

  Budget Specific Duties

• Provide assistance in the preparation of the budget cost estimates, implementation and monitoring of the Section’s allocated funds;

• Generate regular reports on the status of Movcon’s allotment, compare actual performance against the budget plans and formulate actions to remedy any deviation or departures from the approved budget;

• Draft justifications on the variances associated with savings or over-expenditures for Movcon accounts;

• Develop an internal audit system to analyze anomalies in the management of Movcon accounts and find ways to be more cost effective. Perform routine audits within the Section and the Regions on the budgetary processes;

• Coordinate and prepare the Acquisition Plan, and subsequent quarterly reports;

• Verify and process vendor invoices for the provision of Movcon services and ensure compliance with the relevant purchase orders and established contracts;

• Monitor all the financial status of Funds Commitments;

• Prepare the request for raising the Shopping Carts or Funds Pre-commitments;

• Monitor and provide regular reports on Movcon’s travel and training allotment;

• Provide bi-weekly PO & FC status report;

• Generate and liaise with Finance/Budget on the Status of Expenditures and providing regular projections for expenditure;

• File and record all budget and financial related documentation;

• Raise SES in the Umoja System for services as approved by Chief Movcon and in coordination with other Units;

• Upload invoices in Cosmos system as per Umoja system detail information.

• Monitor POs balance in the Umoja System;

• Raise LVA when required. Liaise with Procurement Section on the progress of requisitions.

• Keep track of all Contracts, Purchase Orders issued by Movcon, to include NTE, tasks orders and invoices processed for payment;

• Perform other duties as assigned by the Admin and Budget Unit Manager.

Qualifications/Requirements Required degree level: Bachelor degree or equivalent Education - Additional Comments:

Bachelor's degree / High School Diploma or Equivalent in related field

Required experience: 48 Months Experience remark:

At least 4 years of progressively responsible experience in Finances, Budget or Accounting acquired though UN peacekeeping Missions, or other Organisations.

Language skills:

• English(Mandatory), Level - Fluent
• French(Optional), Level - Working Knowledge

Area of expertise: Administration and administrative assistance, Other finance, economics and administration related experience Area of expertise details:

• At least 4 years of progressively responsible experience in Finances, Budget or Accounting acquired though UN peacekeeping Missions, or other Organisations;

• Ability to work independently in managing difficult;

• Ability to simultaneously monitor and control multiple duties;

• Good working knowledge of Microsoft Office suite (Word, Excel, Power Point) programs.

• Knowledge of Umoja and Cosmos is an asset.

Driving license: Yes Competencies values:

Client Orientation, Communication, Creativity, Ethics and Values, Planning and Organizing, Professionalism, Respect for Diversity, Working in Teams

Application procedure:

* Not yet registered in the UNV Talent Pool?

First register your profile at https://vmam.unv.org/candidate/signup.

Important: After creating your account, complete all sections of your profile and submit it. Then go to ‘My Page’ at https://vmam.unv.org/candidate/mypage and click on the ‘Special Calls’ hyperlink. Lastly, select the special call to which you would like to apply.

* Already registered in the UNV Talent Pool?

First update your profile at https://vmam.unv.org/candidate/profile.

Then go to ‘My Page’ at https://vmam.unv.org/candidate/mypage and click on the ‘Special Calls’ hyperlink to select the special call to which you would like to apply.

Application deadline: 26 July 2020