Movement Control Admin and Budget 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 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.

Communication, Integrity, Respect for diversity and gender, Teamwork, Professionalism

• Ability to work independently in managing difficult and time sensitive tasks related to Finance and Administration in a very demanding environment.
• Ability to simultaneously monitor and control multiple duties
• Finances, Budget or Accounting acquired though UN peacekeeping Missions, or other Organizations.

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.