Budget & Finance Assistant

The office of Director TMC coordinates, guides, and oversees the programmatic and administrative cohesion of the Department, ensuring optimum delivery of services and output in line with Governing Body resolutions, the General Program of Work and the Program Budget and utilizing available resources. The office also aims at achieving synergies between individual units, departments and programs including implementation in compliance with the Internal Control and Regulatory Framework of the Organization.

DESCRIPTION OF DUTIES

Within the delegated authority, the incumbent is assigned all or part of the following responsibilities. The incumbent reports directly to the PMO and contributes to both financial and administrative operation as for budgetary and financial transactions in the implementation of programmes. This includes provision of goods and services, general administration, operational planning, monitoring, and reporting on a timely basis. The position also assists in the daily and routine operations of the TMC Director’s Office. 

Primary Focal Point for budget and finance matters:

• Administer the e-Imprest system, scrutinize, and select data from variety of sources, ensure accuracy in calculations and attachment of necessary supporting receipts of payments and authorizations. Review, process and monitor of e-Imprest GL’s and all e-Imprest transactions with the aim to ensure accuracy of financial data, adequacy of supporting documents and maintenance of proper accounting records in compliance with financial procedures and WHO rules and reply to auditors’ queries.
• Initiate, verify and process financial transactions and payments for TMC related to staff and affiliates costs, purchase orders, local purchases, etc, based on authorizations received.
• Reconcile TMC cash books and justify any difference in reconciliation; prepare cash counts and reconcile with the cashbook on a monthly basis.
• Assist the PMO with preparation of budget allocations and funds distributions based on previous budget allocations and rates of historical implementation.
• Responsible for reviewing and flagging deadlines and or escalating urgent issues to the attention of the PMO.
• Assist in providing budgetary and financial guidance and advice to colleagues at all levels ensuring consistent, correct and appropriate application of the Internal Control and Regulatory Framework. Monitoring compliance, reporting and analysis:
• Assist the PMO with monitoring of programme implementation by consolidating data and providing analysis from the ERP system.
• Participate in regular and periodic checking of funding gaps within units in the Department and assist in providing input for the use of available resources to meet current staffing and activity plans.
• Assist with verifying accuracy, consistency and integrity of financial data and information for donor and other reporting purposes including but not limited to budget cost estimates in proposed agreements and proposals.
• Review financial and budgetary transactions for compliance and within delegated authority of the position holder.
• Keep delegations of authority up to date.
• Review budget and cost variances and reconcile differences within budget ceiling allocations, planned costs and funding gaps.
• Initiate, consolidate and prepare periodic reports on the budgetary situation, implementation rates and special financial reports; prepare detailed cost estimates and participate in budget analysis and projections as required.
• Initiate correspondence and answer queries related to assigned area of work, operational planning and workplans
• Support work planning activities for department, monitoring implementation on a routine basis.
• Assist the technical units within the Department with workplan creation, revisions and maintenance undertaking the approval processes ensuring their operationalization based on PRP guidance.
• Assist with the HR planning, creation, and management of positions in the HR Plan and adjustment of post cost averages and other position parameters as the case warrants within the Department.
• Performs all other related duties as assigned.

REQUIRED QUALIFICATIONS

Education

• Essential: Completion of secondary school.
  Desirable: Accounting or programme management or business courses.

Experience

Essential:

• A minimum of 8 years of practical experience relevant to the position, with increasing levels of responsibility.
• Experience using WHO Global Management System or other ERP systems.

Desirable:

• Experience in WHO or another UN organization.

Skills

• Demonstrated skills and knowledge in budget, finance, and procurement with the ability to produce and analyze data and recommend appropriate actions.
• Mature judgment and ability to detect shortcomings and anomalies and recommend remedial actions in line with WHO financial rules and regulations.
• Very good knowledge and skills in the use of modern integrated ERP systems.
• Ability to work under pressure with tight deadlines.
• Sound judgment, integrity and tact in dealing with others.