Task description

Under the terms of the organization’s delegated authority, and under the direct supervision of the Budget, Acquisition and Lease Planning and Property (BALPP) Unit Supervisor, the Budget and Admin. Assistant will undertake the following tasks: Finance and Budget Tasks: • Assist with the preparation of the annual engineering budgets following submission of operational requirements from engineering specialists and in accordance with the Mission’s guidelines. • Coordinate the Result-based Budgeting framework in consultation with the Chief Engineering Section and Head of Units. • Ensure efficient and effective use of budgetary resources through robust monitoring of budget utilization to the approved budget and timely provision of information to Chief Engineer for decision making. • Review and finalize financial performance reports ensuring valid and adequate variance explanations between approved budgets and actual expenditures. • Perform regular review of all outstanding unliquidated obligations and ensure appropriate action based on the validity of the obligations. • Prepare and implement a well-defined engineering acquisition plan with adequate lead-time for the conduct of the procurement process contributing to reliable engineering services. • Assist the unit to review and monitor all local and system contracts, update status, and coordinate contractor performance evaluation reports within the section for contract extensions. • Analyze accounting transactions and open items in the accounting system and recommends corrective actions. • Continuous review and/or rebid of all existing contracts on time prior to expiration of existing contracts (noting long lead time of the procurement process). Established mechanism to be alerted. • Monitoring and following up on the progress of requisitions in the Umoja System with Procurement Section including deliveries and liquidation of the respective Purchase Orders / contracts. • Follow up with sections such as Budget and Finance Section and Supply Chain management including Procurement section on all Engineering Budget matters. • Distribute approved Purchase Orders and/or Contracts to relevant Units for action • Initiate shopping cart order form to be submitted to Central Requisitioning Unit (CRU) of Supply Chain Management Pillar to raise shopping carts in UMOJA on behalf of Engineering Section; and liaise and follow up closely their execution by Procurement Section according to the Section’s Acquisition Plan. • Evaluate invoices received, obtain certifying signatures and determine whether to request supporting information from other Units/Sections or to process for payment. Administration Duties: • Draft routine correspondence to respond to enquiries in respect to relevant administrative, financial audit and personnel matters. • Schedule meetings and appointments; maintain files of administrative instructions and other rules and regulations. • Coordinate extensively with service units and liaise frequently with internal team members both at the mission level and in the field. • Take, prepare, and distribute minutes and action points for Engineering Section meetings and staff. • Respond to enquiries, provide information, and offer advice to staff regarding the administrative procedures, processes and practices, and entitlements under the Staff Rules and Regulations. • Initiate, maintain and monitor Engineering Section staff administrative data and records for time and attendance, performance appraisal, etc. in electronic information systems. • Assist in the organization of duty travel, annual leave, rest and recuperation, including support to post-travel financial claims. • Support Engineering Section staff during on boarding and separation, including check in and check out procedures and associated financial considerations. • Perform other related administrative duties as directed by Section management.