Budget and Administrative Assistantnew

Assignment is non-family (GOMA). Until 30 June 2027, with possible 12-months extension, depending on renewal of mandate.

A. Budget and Finance Responsibilities (70%)
• Assists in the preparation, review, and consolidation of cost estimates, budget proposals, and Result-Based Budgeting (RBB) inputs for the Transport Section, covering staffing, non-staffing, and programmatic requirements.
• Coordinates with the Heads of the Transport Units, including FVIU, Dispatch, Driving Permit, Workshop, Acquisition, and Carlog, to identify, consolidate, and validate resource requirements for budget submissions.
• Supports the monitoring and management of budgetary resources by reviewing expenditure, commitments, agreements, and cost plans to ensure compliance with approved budgets, UN Financial Regulations and Rules, and established policies and procedures.
• Monitors budget implementation and utilization against approved allocations, identifies variances and potential funding shortfalls, and provides timely financial analysis and recommendations to the Chief Transport Officer (CTO) and relevant Unit Heads to support informed decision-making.
• Assists in processing budgetary redeployments and reallocations in accordance with established procedures and delegated financial authority.
• Consolidates, reviews, and validates budget performance data provided by the Transport Units to ensure accuracy, consistency, and compliance with the Controller's instructions. Assists in preparing and finalizing budget performance reports, including expenditure analysis and explanations of variances between approved budgets and actual expenditures.
• Supports year-end budget reviews, including the assessment of outstanding commitments, obligations, and unutilized balances, and assists in identifying appropriate follow-up actions in accordance with established criteria.
• Consolidates the resource requirements of the Transport Units for inclusion in the annual Demand Acquisition Plan (DAP), using the UMOJA Supply Chain Management tool, and supports quarterly reviews to ensure alignment with approved budget allocations and operational priorities.
• Provides financial analysis, budget interpretation, and technical guidance to the CTO and Transport Unit Heads on budget implementation, resource utilization, financial procedures, and corrective actions required to address budgetary issues.
• Assists in responding to audit observations, financial queries, and management requests by preparing supporting documentation, financial analyses, and recommendations, under the guidance of the supervisor, to ensure compliance with UN Financial Regulations and Rules, Staff Rules, Administrative Instructions, Bulletins, and Circulars.
• Prepares financial analyses, expenditure forecasts, resource utilization reports, and other management information to support strategic planning, resource allocation, operational performance monitoring, and the effective stewardship of the Transport Section's financial resources in line with Mission priorities.

B. Administrative Responsibilities (30%)
• Provides administrative and office management support to the Chief Transport Officer's (CTO) Office, ensuring the effective coordination of daily administrative activities and the smooth functioning of the Transport Section.
• Liaises with Human Resources on recruitment, staffing actions, personnel movements, and other staffing-related matters, maintaining accurate and up-to-date records on the status of Transport Section personnel.
• Coordinates the collection, verification, and submission of daily and monthly attendance reports for Transport Section staff within the area of operations, ensuring timely reporting and appropriate follow-up on discrepancies.
• Supports recruitment processes by preparing vacancy-related documentation, coordinating interview schedules, organizing in-person or online interviews, and maintaining relevant recruitment records in coordination with Human Resources and the concerned Unit Heads.
• Drafts and reviews routine correspondence, memoranda, submissions, and administrative communications, ensuring accuracy, completeness, grammatical correctness, and compliance with established formats and procedures.
• Receives and responds to telephone calls, visitors, and routine requests for information, referring complex or sensitive matters to the appropriate officials.
• Maintains and updates electronic and paper filing systems, databases, calendars, and schedules; monitors changes and communicates relevant information to staff and stakeholders in a timely manner.
• Coordinates and prepares administrative arrangements for the CTO's field visits, including schedules, travel-related documentation, logistical requirements, and coordination with relevant offices and units.
• Performs other related administrative and operational support duties as assigned by the Chief Transport Officer.