Programme Budget Assistant

How can you make a difference?

• Join our dynamic team as a Budget and Administration Assistant within the Programme Strategy and Coordination (PSC) Hub of the Programme Group (PG).
• Reporting to the Planning Manager, you will play a key role in managing budgets and performing a variety of tasks, both routine and specialized, utilizing your in-depth knowledge of UNICEF’s administrative procedures and policies.
• In this role, you’ll support the PSC Hub, collaborate with Global Leads (teams driving cross-cutting initiatives and program change strategies), and assist the Human Resources Business Partner team within PG. Your day-to-day responsibilities will involve working closely with the Programme Associate of the PSC Hub, the Executive Associate of the PG Director’s Office, the Strategic Operations team, and Programme Associates from various PG Programme Teams and Global Leads’ teams.
• Although PG’s presence is expanding in Nairobi, the PSC Hub (including your supervisor) and the Global Leads reporting to the PG Director will primarily remain at NYHQ, with one Global Lead team based in Geneva. You will provide vital support remotely from Nairobi, with potential opportunities for collaboration as select staff may gradually be relocated to Nairobi.
• A Central Services Center (CSC) has been established, which centralizes the processing of a variety of transactions for HQ divisions and offices located at NYHQ.

How can you make a difference? 

• Overall, the incumbent will support the PG Programme Strategy and Coordination (PSC) Hub and select Global Leads on budget and other administrative support areas, as well as the Human Resources Business Partner (HRBP) of PG on various human resources-related tasks. The PSC Hub, Global Leads and HRBP are all based in NYHQ, with the exception of one Global Lead team based in Geneva, however a few staff from these teams may be progressively outposted to Nairobi.

Budget Management, Monitoring and Administration

In support of the Programme Strategy and Coordination (PSC) Hub and select Global Leads, the incumbent will perform a variety of tasks, including:

• Monitoring and reporting of budget-related key performance indicators. Regularly monitoring budgets and financial expenditures, linked to annual work plans, by employing applicable tools, ensuring compliance with UNICEF rules and regulations, keeping supervisor informed and advised on actions for decision and/or follow up.
• Carrying out transactions in VISION, ensuring programme results, activities and programme coding are as per annual work plans (AWPs) and making amendments and alterations as per unit revisions, when necessary and tracking expiring programme grants.
• Liaise and coordinate with other HQ teams, PG Programme Teams and Global Leads, PG Strategic Operations and HRBP, as well as regional and country offices on budget management tasks, including specific support to the daily management of the funds.
• Assist in the planning of budgets for the PG Office Management Plan, annual work plans, annual allocations and activities.
• Maintain travel plan and budgetary control records.

Office Planning & Management

In support of the Programme Strategy and Coordination (PSC) Hub and select Global Leads, the incumbent will perform a variety of tasks, including:

• Arrange meetings (in person and virtual) for the team, prepare agenda, take meeting minutes and coordinate specific follow-up, as needed
• Facilitate capacity development activities, workshops, and events by making the logistical arrangements, engaging with facilitators and guests, as needed.
• Preparing monitoring and reporting information for supervisor and team on agreed performance indicators to drive more efficient management and accountability for results.
• Helping prepare periodic or ad-hoc financial reports and donors to support the team in optimizing use of programme funds.
• Assist the team with travel arrangements and entitlements based on the organization’s rules and policies.
• Liaise with relevant travel focal points to ensure compliance.
• Maintains office calendar and arranges meetings
• Communicates routine and some non-routine information pertaining to the work of the team
• Prepares and maintains agendas on meetings and events related to the work group commitments.

Procurement/Operations

In support of the Programme Strategy and Coordination (PSC) Hub and select Global Leads, the incumbent will perform a variety of tasks, including:

• Supporting procurement and contracting of individual consultants/contractors, Institutional contracts, Programme Cooperation agreements, UN-UN agreements and Recruitment of interns as per the annual work plans.
• Lead the management of administrative supplies, office equipment, and updating of inventory.
• Liaise with the Strategic Operations, the Central Services Center (CSC) and the Global Shared Services Center (GSSC) in coordinating the onboarding and offboarding of new staff, management of team’s office space, and finance related issues.
• Provides travel assistance to staff members in section for travel arrangements and based on the organization’s rules and policies. Liaises with relevant travel focal points to ensure that the organization obtains the best service and price for all travel.

Human Resources Administration

• In support of the PG Human Resources Business Partner (HRBP) team, the incumbent will perform a variety of tasks, on an as-needed basis.

To qualify as an advocate for every child you will have…

The following minimum requirements:

• Completion of secondary education in public administration, finance, international relations, political science, or another relevant technical field is required.
• For this position, a bachelor’s degree from a recognized academic institution in a relevant field may replace three years of related work experience.
• A master’s degree may replace additional two years.

Work Experience:

• A minimum of five years of budget management and administrative experience is required.
• General Service Staff are recruited locally. Candidates must be in possession of an existing visa/work permit or be a resident/citizen of Kenya and/or a commuting area to be considered eligible for this position.

Desirables/Assets:

• Prior experience in programme support functions is an asset.
• Relevant recent experience in UNICEF or a UN system agency or organization is considered as a strong asset.
• Ability to work effectively with people of different national and cultural backgrounds.
• Ability to work independently and remotely from team members located at other duty stations.
• Ability to effectively manage the section’s material resources and monitor its budget.
• Experience using MS Word, Excel, PowerPoint and other UNICEF software such as VISION and SharePoint.

Language Requirements:

• Fluency in English is required. Knowledge of another official UN language (Arabic, Chinese, French, Russian or Spanish) or a local language is an asset.

Source: https://jobs.unicef.org/cw/en-us/job/574908