Purpose and Scope of Assignment:
The Programme Budget Specialist is an expert w...
Purpose and Scope of Assignment:
The Programme Budget Specialist is an expert with
thorough knowledge and understanding of budget management. He/she will work
closely with the UNOPS Somali Head of Programme and will be responsible for
providing expert advice and support on the JPP Programme in budget planning,
preparation, allocation, management and monitoring to ensure the availability
and effective/optimum utilization of project and programme finances. Work will
be in accordance to UNOPS Somalia financial resources and to the JPP Stipends,
Infra Structure and NLS project plans and approved allocations, and in
compliance with UNOPS Financial Rules and Regulations.
The Programme Budget Specialist will be working on
multiple projects and with multiple donors. He/she will be responsible for
implementation of the scope of services indicated below. The Programme Budget Specialist will work
closely with the JPP Project Managers and it is anticipated the Programme
Budget Specialist will from time to time support the Country Director UNOPS
Somalia as and when required. He/she also has a professional budgetary
supervisory role over the Project Support Officers (PSOs) and Project Support
Assistants (PSAs) working within the UNOPS Somali JPP ensuring that they also
carry out their duties diligently and within UNOPS Financial Rules and Regulations.
Summary of Key Functions:
- Expert support and control for
budget planning and analysis;
- Budget monitoring and control.
- Management of specific
financial and budget related matters within the JPP Projects;
- Budget advisory support and
technical guidance;
- Knowledge management and
capacity building for senior management;
- Management and driving change
management processes;
- Budget management training and
development for all staff in UNOPS Somalia;
- Oversee and supervise Project
Support Officers (PSO) and Project Support Assistants in the UNOPS Somali JPP
Projects to ensure compliance and the effective and efficient administration of
budget management for projects while liaising with the Support Services Finance
Officer for any Financial Management related matter/s to ensure proper
application of UNOPS Financial Rules and Regulations.
a) Support to Budget
Planning, Analysis and Management:
-
Provide specialist budgetary insight and
opinion in the budget planning process
by analyzing past/current financial operations, estimating revenues and
expenditures, evaluating trends in patterns of resource allocations, analyzing
records of present/past operations, analyzing budget proposals for budgetary
objectives and presenting thoroughly researched information/conclusions/recommendations,
including project reports for use by the UNOPS Somalia Senior Management and
JPP Project Managers containing an analysis of the JPP Projects’ budget situation (expenditures
versus budget allocations) to facilitate budget preparation, planning reporting
and approval processes;
- Prepare forecast of core and
non-core resources contributions for planning purposes;
- Review and support proposals to
ensure UNOPS Financial Rules and Regulations are complied with, that budgets
for UNOPS Somalia support costs are correctly reflected in project budgets and
that correct chart fields are used. Approve budgets in oneUNOPS (oU) based on
approved (and signed) project documents, budgets and expenditures.
b) Budget Monitoring,
Oversight and Control:
- Identify potential problems in
budget management and approval and resolve problems and/or recommend solutions
to the PMs;
- Establish and implement control
mechanisms for UNOPS Somali JPP Projects and monitor budgetary status versus
authorized spending limits and budget delivery results. Take appropriate and
timely action to ensure compliance, at all times keeping the PMs updated;
- Prepare and modify budgets for
UNOPS Somalia management projects to ensure expenditures within authorized
spending limits. Take action in cases of variances, at all times keeping the
PMs updated;
- Take action on Mandatory Budget
Revisions to ensure unspent budget balance is “re-phased” into future year.
Keep oU current on changes to budget information and keep stakeholders
informed;
- Monitoring PSOs and PSAs as
they process year-end payments ensuring they are reflected under the correct
budget year.
c ) Projects:
- Provide specialist budget
insight and opinion to specific budget related to current JPP projects being
implemented and projects under business development prior to being implemented
in support of UNOPS Somalia management requests;
- Identify areas for development
and drive improvement on behalf of the PMs;
- Support operational and
Programme initiatives as required by PMs;
- Follow up and ensuring PSOs and
PSAs are maintaining and cleaning up Purchase Orders and Receipt
Accruals;
- In conjunction with the PMs,
provide General Ledger Accounts (GLAs) to the PSOs for raising of expenditures;
- Provide the PMs with accurate
monthly and quarterly Budget vs Expenditure reports for internal and external
use;
- Ensures Project Closure is
completed in a timely and accurate manner, utilizing PSOs and PSAs as
appropriate.
- Submission of LMDC costs and
ensuring they are raised in a timely manner.
- Ensuring tranche requests and
payments from donors are raised and accurately recorded in the system.
- Takes the lead on project audits on behalf of,
and in conjunction, with the PMs
d) Advisory Support and
Technical Guidance:
- Serve as a key technical
resource person for oU on behalf of the PMs
- Provide advice to UNOPS Somalia
staff on budget issues, processes and procedures;
- Collaborate with UNOPS oU
helpdesk and departments on corporate issues related to project/budget modules
to ensure needs and interests are taken into account in systems development and
updates.
e) Knowledge Management
and Capacity Building:
- Design, introduce and/or
implement, learning tools, best practices and innovations in budget business
operational practices and management including drafting guidelines and policies;
- Establish and implement
introduction and ongoing development of Results Based Budgeting framework;
- Contribute and take the lead in
the development of the knowledge base in budget planning, preparation and
management through capacity building and conducting and/or organizing training
events and activities on budget panning principles, processes, policies, rules
and procedures;
- Identify, participate in the
development and/or recommend enhancement/updates/improvement in oU budget
modules;
- Capture, synthesize and/or
codify lessons learned and best practices in financial management and services;
Disseminate to clients and stakeholders as appropriate to build capacity and knowledge
within UNOPS Somalia.
- Work closely with the Stipend
teams to actively promote and implement Project Maturity on behalf of PMs.
Monitoring and Progress
Controls
The key results are to have an impact on effective
and efficient budget planning, preparation and management in UNOPS
Somalia. Give sound advice and assist in
the development and implementation of policies, oversight, control and
monitoring of programme and project resources, working in direct support of the
PMs. Advise Senior Management of UNOPS Somalia on project budget status,
correct any deficiencies and make recommendation for improvement and develop
policy and strategies utilizing PSOs and PSAs as appropriate.
Impact
of Results
The effective
and successful achievement of results by the Programme Budget Specialist
directly influences the efficient and effective management of financial
resources in programme and operations, demonstrating UNOPS’ effective
stewardship of donor and partner funds. He/she is also responsible for the
programme producing a result within the specified tolerance of time, cost,
quality, scope and risk capable of achieving the benefits defined in the
Business case/s contributing to the overall business targets and needs. These
promote the credibility of the organization as an effective service provider in
programme services and management.