Overview
The Budget Assistant will perform duties related to budget preparation, monitoring, and reporting for regular and extra-budgetary funds. The role involves assisting with financial proposals, monitoring expenditures, and preparing bank reconciliations.
Key Responsibilities
- Assist in the preparation and review of financial proposals/requirements.
- Consolidate monthly Budget Reports for regular budget, trust funds, and extra budgetary funds.
- Monitor expenditures and formulate budget performance reports, analyzing variances.
- Export data from ERP system to Microsoft Excel using query model syntaxes and advanced Excel formulas.
- Manage the updating of ERP records with budget related matters.
- Assist in monitoring budget/staff related costs and suggest reallocations.
- Review, analyze and assist in the finalization of cost estimates and budget proposals.
- Assist the finance unit with backup duties, including processing payments/invoices and travel requests.
- Serve as alternate approving officer for ISA, approving allotments, expenditures, commitments, obligations, and redeployment of funds.
- Prepare accurate and monthly bank reconciliations of all bank accounts.
- Monitor bank accounts for incoming contributions and update ERP records.
- Maintain separate accounts and analyses for Voluntary Trust Funds and Extra Budgetary Funds.
- Assist programme managers in the elaboration of resource requirements for budget submissions.
- Report to substantive offices on the performance and expenditures of projects.
- Keep track of all workshop expenses for comparative analyses.
- Prepare reports listing all expenditures and commitments by expenditure category.
- Ensure the financial integrity of allocated budgets to units and substantive offices.
- Provide updates and respond to queries from programme managers regarding programme budgets.
- Engage with ISA substantive offices regarding budgetary matters.
- Assist with the provision of charge/budget codes for expenses.
- Review requisitions for goods and services.
- Assist in preparing and organizing schedules for the year-end financial audit.
- Check all bank accounts daily for receipts and peculiar items.
- Maintain an organized and well-documented filing system of all budget documents.
- Assist in the preparation/creation of routine correspondence.
- Participate in UN Operations Management Teams and Security Management Teams in Kingston.
- Perform other duties as required.
Required Experience
A minimum of seven (7) years of experience in finance, budget, accounting, administrative services or related area is required. The minimum years of relevant experience is reduced to five (5) for candidates who possess a first-level university degree or higher. Working experience in grants management, funds management and financial management modules using an Enterprise Resources Planning System such as SAP or other is required. Experience carrying out finance and accounting related tasks in compliance with International Public Sector Accounting Standards (IPSAS) and financial rules and regulations of international organizations is desirable.
Qualifications
High school diploma or equivalent is required.
