Budget Associate

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Description

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How can you make a difference?

Key functions, accountabilities and related duties/tasks:

Contract Processing (Specialized):

• Conduct quality checks of the contractual documentation submitted by all Sections in the Division for engaging individual and consultant contracts, ensuring compliance with organizational rules and procedures.
• Create and release (S1) Purchase Orders in VISION for individual and consultant contracts.
• Monitor utilization of contractual budget and contractual status (open POs) through system generated reports.
• Ensure timely closure of POs.

Budget Monitoring and Reporting:

• Maintain and monitor section(s) budget through system generated reports and keep sections informed with updated budget status.
• Issue FCs and FRs as requested by Sections; monitor utilization and ensure timely closure of commitments.
• Alert sections on expiring funds/grants at least two months in advance.
• Provide support and/or guidance to Admin Assistants using available tools for budget monitoring and reporting.
• Bring to the Supervisor and/or Section Chief’s attention on issues requiring follow-up actions.

Financial and Accounting:

• Review invoices for goods and services rendered by consultant/vendors, process reimbursements requests for staff in conformity with financial rules.
• Ensure timely submission of payment requests to GSSC, ensuring correct budget codes and other pertinent details.
• Preparation of JVs for budget adjustments and reversals.
• Monitors expenditure against the previous year open commitments and ensure timely closure of commitment documents.
• Support year-end closure of activities.
• Review and monitor monthly SharePoints activities and initiate necessary action to close open items.

Administrative Support:

• Assist in the preparation of Divisional Asset Management and Reporting.
• Create AMR Number.
• Monitor open TAs and follow-up with Admin Assistants to close them in VISION.

Other Responsibilities:

• Act as backup to other Budget Associates during their absence.
• Perform additional tasks as required by the Supervisor and Section Chief.

Impact of Results:

• A G-6 staff member is predominantly accountable for applying a broad range of specialized budgetary and contractual rules and procedures in the coordination of administrative support to the team served. Efficiently initiating, monitoring and ensuring the provision of administrative services frees time up for the division to focus on the core business.
• Budget Associates represent the supervisor in initiating, following up on and resolving issues pertaining to budget, contract and
• administrative requests. External contacts include counterparts in other Divisions especially DHR, DFAM and SD.

To qualify as an advocate for every child you will have…

• Completion of secondary education is required, preferably supplemented by technical or university courses related to the field of work.
• A minimum of six years of relevant administrative or clerical work experience is required.
• Developing country work experience and/or familiarity with emergency is considered an asset.
• Fluency in English is required. Knowledge of another official UN language (Arabic, Chinese, French, Russian or Spanish) or a local language is an asset.

Skills:

• Training and experience using MS Word, Excel, PowerPoint and other UNICEF software such as SharePoint; knowledge of integrated management information systems required.
• In-depth knowledge of UNICEF organizational structure, budget, administrative policies and procedures.
• Organizational, planning and prioritizing skills and abilities.
• Ability to deal patiently and tactfully with visitors.
• High sense of confidentiality, initiative and good judgment.
• Ability to work effectively with people of different national and cultural background.
• Ability to work in a team environment to achieve common goals and to provide guidance to more junior support staff.

Source: https://jobs.unicef.org/cw/en-us/job/574970

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