Budget and Administrative Assistant

Contract

This is a UNV International Specialist contract. This kind of contract is known as International UN Volunteer. It is normally internationally recruited only. More about UNV International Specialist contracts.

Assignment is non-family (GOMA)

Under the terms of the organization’s delegated authority, and under the direct supervision of 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 with the preparation of the annual engineering budgets following submission of operational requirements from engineering specialists and in accordance with the Mission’s guidelines. • Coordinate the Result-based Budgeting framework in consultation with the Chief Engineering Section and Head of Units. • Ensure efficient and effective use of budgetary resources through robust monitoring of budget utilization to the approved budget and timely provision of information to Chief Engineer for decision making. • Review and finalize financial performance reports ensuring valid and adequate variance explanations between approved budgets and actual expenditures. • Perform regular review of all outstanding unliquidated obligations and ensure appropriate action based on the validity of the obligations. • Prepare and implement a well-defined engineering acquisition plan with adequate lead-time for the conduct of the procurement process contributing to reliable engineering services. • Assist the unit to review and monitor all local and system contracts, update status, and coordinate contractor performance evaluation reports within the section for contract extensions. • Analyze accounting transactions and open items in the accounting system and recommends corrective actions. • Continuous review and/or rebid of all existing contracts on time prior to expiration of existing contracts (noting long lead time of the procurement process). Established mechanism to be alerted. • 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.
• Follow up with sections such as Budget and Finance Section and Supply Chain management including Procurement section on all Engineering Budget matters.
• Distribute approved Purchase Orders and/or Contracts to relevant Units for action • 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 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 to 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 the mission level and in the field. • 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 the 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. • Support Engineering Section staff during on boarding and separation, including check in and check out procedures and associated financial considerations. • Perform other related administrative duties as directed by Section management.

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

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.

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 (e.g. Bukavu, Kisangani), 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, and most are currently under UN Security Phase III (“relocation phase”: internationally-recruited staff are temporarily concentrated or relocated to specified sites/locations). 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), UN Volunteers are recommended to open US Dollar bank accounts, while in other places, banks may be absent (including ATMs) and VLA payments will be processed in cash. UN Volunteers have the possibility to send part of their allowances to a bank account abroad.

In addition to French, there are four major spoken languages in DRC, namely Lingala, Kikongo, Tshiluba and Swahili.