Budget and Admin Assistant

Volunteering Admin

Overview

Provide budget and administration support for MONUSCO project.

You have:

• At least five years of progressively responsible working experience in administration, budget, accounting, finance, or other related fields.
• Experience in budget preparation, monitoring of budget implementation, and budget performance reporting.
• Good knowledge of any of the following SAP modules: Financial Accounting, Funds Management; familiarity with United Nations (UN) systems (e.g., Umoja or similar) is an advantage.
• Excellent drafting skills desirable.
• Experience working in humanitarian, development, or UN field operations, including coordination with vendors, service units, and partners, is an asset.
• Fluency in English is required. Excellent oral and written skills; excellent drafting, formulation, and reporting skills.
• Computer skills: MS Excel, MS Word, PowerPoint, Outlook.
• Self-motivated, ability to work with minimum supervision; ability to work with tight deadlines.
• Have affinity with or interest in peacekeeping volunteerism as a mechanism for durable development, and the UN system.

Contract

This is a UNV contract. More about UNV contracts.

This United Nations Volunteers (UNV) assignment is part of MONUSCO (United Nations Organization Stabilization Mission in the Democratic Republic of the Congo) MONUSCO took over from an earlier UN peacekeeping operation – the United Nations Organization Mission in the Democratic Republic of the Congo (MONUC) – on 1 July 2010. It was done in accordance with Security Council resolution 1925 of 28 May to reflect the new phase.

Between 2021 and 2025, the Mission entered a new phase characterized by a dual dynamic: continuing to carry out its core responsibilities—particularly the protection of civilians—while preparing for a gradual and responsible transition, in close coordination with the Congolese authorities and international partners.

In 2025, the Mission operated in an increasingly complex environment marked by a renewed deterioration of the security situation in eastern DRC, including the capture of Goma by the M23, which significantly exacerbated the humanitarian and protection crisis in North Kivu. In this challenging context, MONUSCO continued adapting its posture to support civilian protection efforts, coordinate with national authorities and maintain engagement with international partners.

This assignment will be based with MONUSCO in Entebbe (Uganda) Duty Station.

More information: https://monusco.unmissions.org/en

Under the terms of the organization’s delegated authority, and under the direct supervision of the Chief Engineer and the Budget, Acquisition and Lease Planning and Property (BALPP) Unit Supervisor, the Budget and Admin Assistant will undertake the following tasks: Finance and budget tasks: • Assist the Budget, Acquisition and Lease Planning and Property (BALPP) Unit Supervisor to draft the Engineering Section’s yearly cost estimates and Results Based Budget (RBB) inputs and objectives, including indicators of achievement and outputs. • Assist the unit to review and monitor all contracts, including service contracts, from a budget perspective. • Assist the unit to create and review petty cash vouchers, low value acquisitions (LVA), Earmarked Funds Documents (EMF), and Service Entry Sheets (SES). • Assist the unit supervisor to update the section’s acquisition plan and provide forecasts on spending positions. • Coordinate vendor evaluations within the section. • Monitor and follow up on the progress of requisitions in the Umoja system with the Procurement Section, including deliveries and liquidation of the respective Purchase Orders/contracts. • Assist the unit to monitor all Engineering commercial leases and right-to-use properties provided by the host government for MONUSCO’s operational use. • Follow up with sections such as the Budget and Finance Section and Supply Chain Management, including the Procurement Section, on all Engineering budget matters. • Distribute approved Purchase Orders and/or contracts to relevant units for action. • Monitor Engineering Section account balances against budget and take remedial action in consultation with the Budget Section where required. • Initiate shopping cart order forms to be submitted to the Central Requisitioning Unit (CRU) of the Supply Chain Management Pillar to raise shopping carts in Umoja on behalf of the Engineering Section; liaise and follow up closely on their execution by the Procurement Section according to the section’s acquisition plan. • Evaluate invoices received, obtain certifying signatures and determine whether to request supporting information from other units/sections or to process for payment. Administration duties: • Draft routine correspondence to respond to enquiries in respect of relevant administrative, financial, audit and personnel matters; schedule meetings and appointments; maintain files of administrative instructions and other rules and regulations. • Coordinate extensively with service units and liaise frequently with internal team members both at mission level and in the field. • Define conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations. • Take, prepare and distribute minutes and action points for Engineering Section meetings and staff. • Respond to enquiries, provide information and offer advice to staff regarding administrative procedures, processes and practices, and entitlements under the Staff Rules and Regulations. • Initiate, maintain and monitor Engineering Section staff administrative data and records for time and attendance, performance appraisal, etc. in electronic information systems. • Assist in the organization of duty travel, annual leave, rest and recuperation, including support to post-travel financial claims. • Oversee the maintenance of mission vacancy announcement files and keep track of the 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, special post allowance, review of entry level and within-grade allowance panels. • Support Engineering Section staff during onboarding and separation, including check-in and check-out procedures and associated financial considerations. • Consolidate data received from other staff members in the section regarding budget submissions; assist in the preparation of supporting narrative and tables regarding budget cost estimates; coordinate with other sections regarding any clarification or additional input required for the formulation of the yearly budget. • Assist in the elaboration of resource requirements for budget submission; coordinate with other finance and budget staff on related issues during the preparation of the budget report. • Assist in the preparation of budget performance submissions and in the finalization of budget performance reports. • Perform other related administrative duties as directed by the Chief of the Engineering Section.

Integrity and professionalism: demonstrated expertise in area of specialization; ability to apply sound judgement, exercise discretion, and work independently in a politically sensitive environment; strong client orientation and commitment to impartiality and confidentiality.

Accountability: takes ownership of responsibilities and delivers outputs in compliance with organizational rules, regulations and ethical standards.

Commitment to continuous learning: demonstrates initiative and willingness to continuously develop professional knowledge and adapt to changing operational environments.

Planning and organizing: effective organizational and problem-solving skills and ability to manage a large volume of work in an efficient and timely manner; ability to establish priorities and to plan, coordinate and monitor (own) work; ability to work under pressure, with conflicting deadlines, and to handle multiple concurrent projects/activities.

Teamwork and respect for diversity: ability to operate effectively across organizational boundaries; ability to establish and maintain effective partnerships and harmonious working relations in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity and gender;

Communication: proven interpersonal skills; good spoken and written communication skills, including ability to prepare clear and concise reports; ability to conduct presentations, articulate options and positions concisely; ability to make and defend recommendations; ability to communicate and empathize with staff (including national staff), military personnel, volunteers, counterparts and local interlocutors coming from very diverse backgrounds; ability to maintain composure and remain helpful towards the staff, but objective, without showing personal interest; capacity to transfer information and knowledge to a wide range of different target groups;

Flexibility, adaptability, and ability and willingness to operate independently in austere, remote and potentially hazardous environments for protracted periods, involving physical hardship and little comfort, and including possible extensive travel within the area of operations; willingness to transfer to other duty stations within area of operations as may be necessary.

Genuine commitment towards the principles of voluntary engagement, which includes solidarity, compassion, reciprocity and self-reliance, and commitment towards the UN core values.

• At least five years of progressively responsible working experience in administration, budget, accounting, finance, or other related fields. • Experience in budget preparation, monitoring of budget implementation, and budget performance reporting. • Good knowledge of any of the following SAP modules: Financial Accounting, Funds Management; familiarity with United Nations (UN ) systems (e.g., Umoja or similar) is an advantage. • Excellent drafting skills desirable. • Experience working in humanitarian, development, or UN field operations, including coordination with vendors, service units, and partners, is an asset. • Fluency in English is required. Excellent oral and written skills; excellent drafting, formulation, and reporting skills. • Accuracy and professionalism in document production and editing. • Excellent interpersonal skills; culturally and socially sensitive; ability to work inclusively and collaboratively with a range of partners, including grassroots community members, religious and youth organizations, and authorities at different levels; familiarity with tools and approaches of communications for development. • 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. • Computer skills: MS Excel, MS Word, PowerPoint, Outlook. • Self-motivated, ability to work with minimum supervision; ability to work with tight deadlines. • Have affinity with or interest in peacekeeping volunteerism as a mechanism for durable development, and the UN system.

The Democratic Republic of Congo is the second largest country in Africa, and as a result is quite diverse.

Living conditions therefore vary between MONUSCO duty stations, with all usual amenities present in the capital Kinshasa, but only very basic conditions in remote duty stations in the provinces, where, for instance, there may be no guarantee of public power supply nor running water. The ability to live and work in difficult and harsh conditions of developing countries is essential.

Accommodation is very expensive in both Kinshasa and Lubumbashi. Supermarkets exist in the large towns, but consumer items are generally very expensive (as everything is imported). For food, local markets offer a much cheaper alternative.

All MONUSCO duty stations are considered non-family duty stations, except for Kinshasa, Lubumbashi and Entebbe which are now considered family duty stations. Entebbe is a family duty station. In addition to insecurity related to the relatively volatile political situation as well as various conflict situations, certain places are subject to increasing street and residential crime, including in Kinshasa and Goma.

Some degree of medical service is provided in all MONUSCO duty stations. Certain vaccinations are mandatory for MONUSCO personnel to enter the DRC, while others are compulsory for all other incoming persons. It is possible for incoming MONUSCO personnel, including UN Volunteers, to be asked to provide proof of some or all vaccinations, though this is unlikely. All UN Volunteers must ensure that they are up-to-date with all appropriate vaccinations, which should be clearly and properly endorsed in the International Certificate of Vaccination (“carte jaune”). Malaria is present virtually throughout the DRC, and it is therefore recommended to take prophylaxis.

The unit of currency is the Congolese Franc. The US dollar is the other preferred currency. It may be impossible to exchange traveller’s checks away from the capital city. Credit cards are usually accepted in major hotels only in Kinshasa. In larger towns and cities (e.g. Kinshasa, Goma, Bukavu, Kisangani). In addition to French, there are four major spoken languages in DRC, namely Lingala, Kikongo, Tshiluba and Swahili.

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Potential interview questions

Added 14 days ago - Updated 5 hours ago - Source: unv.org