Programme Budget Associate

United Nations Children's Fund

Quito, Ecuador

Under the general supervision of the Deputy Representative, gathers data, monitors and updates a variety of information to maintain programme/project records which need to be readily available for project officers planning in order to take appropriate decisions. Reconciles and consolidates information from HQ and records in order to prepare management reports on programme/project financial implementation. Assists officers in the technical and financial review of documentation kept by partners with regard to HACT. Maintains close link between Operations and Programme through periodic meetings.

Summary of key functions/accountabilities:

Reviews prior to recording and finalizing all government and partners requests for assistance:

  • Monitors project/programme activities
  • Maintain information on project funds and activities
  • Prepares Programmes documents prior the approval by officers
  • Provides orientation and systematic training on HACT and Vision

Reviews prior to recording and finalizing all government and partner’s requests for assistance:

  • Review of correct ToRs, consistency and correctness of budget figures
  • As secretry of PRC verifies completeness of documentation prior to scheduling meetings
  • Monitors the financial reports submitted by partners once implemented and prior to certification by corresponding officer.
  • Registers legalization in VISION for authorization and verification and files corresponding reports.
  • Visits to some partners and occasional field visits to the projects as well as close coordination with partners, if required

Monitors and maintain information regarding project/programme funds and activities:

  • Review of variety of records such as internal or partner agreements, utilization of reports, project inputs and budget and financial expenditures.
  • Supports the Deputy Representative in allocation, reassignment and transfer of programme funds in Vision.
  • Prepares utilization reports and maintain data for reports presentations.
  • Prepares information needed for opening balances, year-end closure among other information to be used by Programme Officers and management.
  • Keeps track of programme support charges.
  • Collects, verifies and consolidates information on project funds, AWPs, procurement plans, cashflow and travel plans to keep the office informed and alerted about the programme implementation and support requirement from other areas
  • Keeps control regarding funded projects proposals and CPD budgets.

Prepares Programmes documents prior the approval by officers:

  • Review of the programme documentations prior to the officer’s approval
  • Checks payments against these documentations in order to ensure availability of funds.
  • Monitor the correct use of the regulations to ensure the best benefit for Unicef.

Provides orientation and systematic training on HACT and Vision:

  • Provides orientation on HACT procedures to partner’s staff.
  • As HACT Focal Point, maintains dashboards for assurance activities and follow-up with Programme Officers on spot-check, micro evaluations and audit recommendations.
  • Provides systematic training on VISION modules to project/programme staff.
  • Organizes group training, individual orientation and training sessions.
  • Prepares periodical review of the manuals and documents provided to the counterparts on the proper financial and administrative procedures
  • Keeps files and prepares other Visions reports for monitoring purposes and management decision taking.
  • Assists in the preparation of presentations.

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

  • Completion of secondary school education is required, with courses /certification in business administration, finance, planning considered as an asset. Master degree in related topics will be an asset.
  • A minimum of 6 years of progressively responsible work experience related to budget planning and monitoring. Familiarity with UNICEF or the UN System would be considered as an asset.
  • Fluency in English is required. Knowledge of another official UN language or local language of the duty station is considered as an asset.