Budget and Admin. 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 terms of the organization’s delegated authority, and under the direct supervision of the Chief Engineer and Budget, Acquisition and Lease Planning and Property (BALPP) Unit Supervisor, the Budget and Admin. Assistant will undertake the following tasks:

1. Finance and Budget Tasks:

2. Assist Budget Acquisition and Lease Planning and Property unit (BALPP) supervisor to draft Engineering Section's yearly cost estimates and Results Based Budget (RBB) inputs and objectives including indicators of achievement and outputs.

3. Assist the unit to review and monitor all contracts including service contracts from a budget perspective.

4. Assist the unit to create and review petty cash voucher, low value acquisition (LVA), Earmark funds Documents (EMF), and Service Entry Sheet (SES).

5. Assist the unit supervisor to update the section's acquisition plan, and providing forecasts on spending positions.

6. Coordinate vendor evaluations within the section.

7. Monitoring and following up on the progress of requisitions in the Umoja System with Procurement section including deliveries and liquidation of the respective Purchase Orders / contracts.

8. Assist the unit to monitor all Engineering commercial leases and Right-to-use properties provide by the host government for MONUSCO’s operational use.

9. Follow up with sections such as Budget and Finance Section and Supply Chain management including Procurement section for all Engineering Budget matters.

10. Distribute approved Purchase Orders and/or Contracts to relevant Units for action

11. Monitor ES account balances against budget and take remedial action in consultation with Budget Section where required.

12. Initiate shopping cart order form to be submitted to Central Requisitioning Unit (CRU) of Supply Chain Management Pillar to raise shopping carts in UMOJA on behalf of Engineering Section; and liaise and follow up closely their execution by Procurement Section according the Section’s Acquisition Plan.

13. Evaluate invoices received, obtain certifying signatures and determine whether to request supporting information from other Units/Sections or to process for payment.

14. Administration Duties:

15. Draft routine correspondence to respond to enquiries in respect to relevant administrative, financial audit and personnel matters; Schedule meetings and appointments; maintain files of administrative instructions and other rules and regulations;

16. Coordinate extensively with service units and liaise frequently with internal team members both at

17. Defines conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations;

18. Take, prepare and distribute minutes and action points for Engineering Section meetings and staff;

19. Respond to enquiries, provide information and offer advice to staff regarding the administrative

20. Initiate, maintain and monitor Engineering Section staff administrative data and records for time and attendance, performance appraisal, etc. in electronic information systems;

21. Assist in the organization of duty travel, annual leave, rest and recuperation, including support to post-travel financial claims;

22. Act as Engineering Section focal point for all Communication, Information, Technology Systems (CITS) issues, including follow up with technical teams;

23. Oversee the maintenance of mission vacancy announcement files and keep track of status of all current vacancy announcements; ensure that recommendations regarding changes in contractual status of staff comply with established procedure and policy; prepare documents for promotion,

24. Support Engineering Section staff during on boarding and separation, including check in and check out procedures and associated financial considerations;

25. Consolidate data received from other staff members in the section regarding budget submissions; assist in preparation of supporting narrative and tables regarding the budget cost estimates, coordinate with other sections regarding any clarification or additional input required for the formulation of the yearly budget;

26. Assist in the elaboration of resource requirements for budget submission; coordinate with other

27. Assist in the preparation of budget performance submissions and in the finalization of budget performance reports;

28. Perform other related administrative duties as directed by the Chief Engineering Section

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

Master degree in Budget / Administration / Business Management or similar

Required experience: 60 Months Experience remark:

• At least five years of progressively responsible working experience in administration, budget, accounting, finance, or other related fields.

• Experience in budget preparation, monitoring budget implementation and budget performance reporting

• Excellent drafting skills desirable

• Good knowledge of any of the following SAP modules: Financial Accounting, Funds Management.

• Ability to work and adapt professionally and effectively in a challenging environment; ability to work effectively in a multicultural team of international and national personnel.

• Self-motivated ability to work with minimum supervision; ability to work with tight deadlines.

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:

• Bachelor degree in Business Administration, Accounting, Finance, Economics, Administration or similar, is highly desirable. Lower educational degree with vocational trainings and additional working experience in the relevant field could be considered;

• At least five years of progressively responsible working experience in administration, budget, accounting, finance, or other related fields.

• Experience in budget preparation, monitoring budget implementation and budget performance reporting

• Excellent drafting skills desirable

• Good knowledge of any of the following SAP modules: Financial Accounting, Funds Management.

• Ability to work and adapt professionally and effectively in a challenging environment; ability to work effectively in a multicultural team of international and national personnel.

• Self-motivated ability to work with minimum supervision; ability to work with tight deadlines

• Fluency in spoken and written English.Working knowledge of French is an advantage.

• MS Excel, MS Word, Power Point, Outlook.

Driving license: Yes Competencies values:

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

Application procedure:

* Not yet registered in the UNV Talent Pool?

Please 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?

Please 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: 02-03-2021