The UNOPS Somalia Country Office (SOCO) was established in January 2019 Mogadishu and at present UNOPS manages a significant portfolio of projects in Somalia through a hybrid system that combines a light country footprint and resources provided by the SOCO. UNOPS works with multiple partners including the Governments of Somalia, bilateral and multilateral donors, and United Nations Agencies, Funds and Programmes. In keeping with the New Deal architecture, UNOPS is particularly interested in strengthening its coordination and liaison capacity with relevant Government institutions, Government led mechanisms and emerging trust fund instruments.
Current Somalia operations are largely focused on assisting partners with the implementation of physical infrastructure projects including construction and rehabilitation of rule of law infrastructure, transport infrastructure (roads,airports) and public administration infrastructure. UNOPS also plays a leading role in supporting the Somali Government and the UN Assistance Mission in Somalia in Rule of Law Programming, including through the delivery of police stipends, infra structure and non-lethal support under the Joint Policing Programme (JPP).
Purpose and Scope of Assignment:
The Programme Budget Specialist is an expert with thorough knowledge and understanding of budget management. He/she will work closely with the UNOPS Somali Head of Programme and will be responsible for providing expert advice and support on the JPP Programme in budget planning, preparation, allocation, management and monitoring to ensure the availability and effective/optimum utilization of project and programme finances. Work will be in accordance to UNOPS Somalia financial resources and to the JPP Stipends, Infra Structure and NLS project plans and approved allocations, and in compliance with UNOPS Financial Rules and Regulations.
The Programme Budget Specialist will be working on multiple projects and with multiple donors. He/she will be responsible for implementation of the scope of services indicated below. The Programme Budget Specialist will work closely with the JPP Project Managers and it is anticipated the Programme Budget Specialist will from time to time support the Country Director UNOPS Somalia as and when required. He/she also has a professional budgetary supervisory role over the Project Support Officers (PSOs) and Project Support Assistants (PSAs) working within the UNOPS Somali JPP ensuring that they also carry out their duties diligently and within UNOPS Financial Rules and Regulations.
Summary of Key Functions:
- Expert support and control for budget planning and analysis;
- Budget monitoring and control.
- Management of specific financial and budget related matters within the JPP Projects;
- Budget advisory support and technical guidance;
- Knowledge management and capacity building for senior management;
- Management and driving change management processes;
- Budget management training and development for all staff in UNOPS Somalia;
- Oversee and supervise Project Support Officers (PSO) and Project Support Assistants in the UNOPS Somali JPP Projects to ensure compliance and the effective and efficient administration of budget management for projects while liaising with the Support Services Finance Officer for any Financial Management related matter/s to ensure proper application of UNOPS Financial Rules and Regulations.
Support to Budget Planning, Analysis and Management:
- Provide specialist budgetary insight and opinion in the budget planning process by analyzing past/current financial operations, estimating revenues and expenditures, evaluating trends in patterns of resource allocations, analyzing records of present/past operations, analyzing budget proposals for budgetary objectives and presenting thoroughly researched information/conclusions/recommendations, including project reports for use by the UNOPS Somalia Senior Management and JPP Project Managers containing an analysis of the JPP Projects’ budget situation (expenditures versus budget allocations) to facilitate budget preparation, planning reporting and approval processes;
- Prepare forecast of core and non-core resources contributions for planning purposes;
- Review and support proposals to ensure UNOPS Financial Rules and Regulations are complied with, that budgets for UNOPS Somalia support costs are correctly reflected in project budgets and that correct chart fields are used. Approve budgets in oneUNOPS (oU) based on approved (and signed) project documents, budgets and expenditures.
Budget Monitoring, Oversight and Control:
- Identify potential problems in budget management and approval and resolve problems and/or recommend solutions to the PMs;
- Establish and implement control mechanisms for UNOPS Somali JPP Projects and monitor budgetary status versus authorized spending limits and budget delivery results. Take appropriate and timely action to ensure compliance, at all times keeping the PMs updated;
- Prepare and modify budgets for UNOPS Somalia management projects to ensure expenditures within authorized spending limits. Take action in cases of variances, at all times keeping the PMs updated;
- Take action on Mandatory Budget Revisions to ensure unspent budget balance is “re-phased” into future year. Keep oU current on changes to budget information and keep stakeholders informed;
- Monitoring PSOs and PSAs as they process year-end payments ensuring they are reflected under the correct budget year.
- Provide specialist budget insight and opinion to specific budget related to current JPP projects being implemented and projects under business development prior to being implemented in support of UNOPS Somalia management requests;
- Identify areas for development and drive improvement on behalf of the PMs;
- Support operational and Programme initiatives as required by PMs;
- Follow up and ensuring PSOs and PSAs are maintaining and cleaning up Purchase Orders and Receipt Accruals;
- In conjunction with the PMs, provide General Ledger Accounts (GLAs) to the PSOs for raising of expenditures;
- Provide the PMs with accurate monthly and quarterly Budget vs Expenditure reports for internal and external use;
- Ensures Project Closure is completed in a timely and accurate manner, utilizing PSOs and PSAs as appropriate.
- Submission of LMDC costs and ensuring they are raised in a timely manner.
- Ensuring tranche requests and payments from donors are raised and accurately recorded in the system.
- Takes the lead on project audits on behalf of, and in conjunction, with the PMs
Advisory Support and Technical Guidance:
- Serve as a key technical resource person for oU on behalf of the PMs
- Provide advice to UNOPS Somalia staff on budget issues, processes and procedures;
- Collaborate with UNOPS oU helpdesk and departments on corporate issues related to project/budget modules to ensure needs and interests are taken into account in systems development and updates.
Knowledge Management and Capacity Building:
- Design, introduce and/or implement, learning tools, best practices and innovations in budget business operational practices and management including drafting guidelines and policies;
- Establish and implement introduction and ongoing development of Results Based Budgeting framework;
- Contribute and take the lead in the development of the knowledge base in budget planning, preparation and management through capacity building and conducting and/or organizing training events and activities on budget panning principles, processes, policies, rules and procedures;
- Identify, participate in the development and/or recommend enhancement/updates/improvement in oU budget modules;
- Capture, synthesize and/or codify lessons learned and best practices in financial management and services; Disseminate to clients and stakeholders as appropriate to build capacity and knowledge within UNOPS Somalia.
- Work closely with the Stipend teams to actively promote and implement Project Maturity on behalf of PMs.
Monitoring and Progress Controls: The key results are to have an impact on effective and efficient budget planning, preparation and management in UNOPS Somalia. Give sound advice and assist in the development and implementation of policies, oversight, control and monitoring of programme and project resources, working in direct support of the PMs. Advise Senior Management of UNOPS Somalia on project budget status, correct any deficiencies and make recommendation for improvement and develop policy and strategies utilizing PSOs and PSAs as appropriate.
Impact of Results: The effective and successful achievement of results by the Programme Budget Specialist directly influences the efficient and effective management of financial resources in programme and operations, demonstrating UNOPS’ effective stewardship of donor and partner funds. He/she is also responsible for the programme producing a result within the specified tolerance of time, cost, quality, scope and risk capable of achieving the benefits defined in the Business case/s contributing to the overall business targets and needs. These promote the credibility of the organization as an effective service provider in programme services and management.
- Master's Degree in Finance/Accounting, Business Administration, or Public Administration or related fields is required.
- Bachelor’s Degree in Finance/Accounting, Business Administration, or Public Administration or related fields with two (2) additional years will be considered.
- Technical/Professional License with one (1) additional year of relevant experience in budgeting or similar functions may be accepted in lieu of the Master’s Degree.
- A minimum of five (5) years of relevant progressive experience in budget management preferably in a large international and/or corporate organization such as the UN system and its organizations is required.
- Experience in the UN system is highly distinct.
- At least two (2) years of experience of working in a senior management role handling a similar role in either the international humanitarian assistance and/or development organization sector will be an asset.
- Working knowledge of IPSAS or IFRS is desirable. .
- At least two (2) years working knowledge of ERP in a similar role in either the international and/or development organization sector will be highly distinct.
- At least two (2) years of experience in the usage of computers and office software packages (MS Office) as well as web-based management systems is required.
- Fluency in written and spoken English is required.
- Working knowledge of additional UN or regional languages is considered an asset.