Background

Under the guidance and direct supervision of the Chief, Budget and Resource Management Section, the Budget Specialist is responsible for project budget management and fund allocation. He/she analyzes and interprets the financial rules and regulations and provides solutions to a wide spectrum of complex issues related to project budget. The Budget Specialist promotes a collaborative, client-oriented approach consistent with UNDP/UNIFEM rules and regulations.

The Budget Specialist works in close collaboration with the operations, programme and finance in UNIFEM HQ and Sub-regional Offices. He/she provides guidance and training to staff on budget preparation, revision and management, and acts as helpdesk to solve problem on issues related to project budget.

Duties and Responsibilities

The Budget Specialist has the following key responsibilities:

Ensures implementation of operational strategies focusing on achievement of the following results:

  • Full compliance with UNDP/UNIFEM rules and regulations on project budget management and audit follow up.
  • Identify operational and financial obstacles in budget management and approvals; and recommend remedial actions to resolve bottlenecks. 
  • Proper design and functioning of the financial resources management system to manage funds allocation and monitor budget approval status to ensure UNIFEM Sub-regional Offices comply with rules and regulations when full budget management and approval authorities are delegated.

Ensures proper budget management focusing on achievement of the following results:

  • Establishment of the development projects budgets monitoring system, control of budgetary status versus authorized spending limits and budgets delivery levels. 
  • Clear project budgets before approval to ensure UNDP/UNIFEM rules and regulations are applied.
  • Ensure budget for UNIFEM support costs are correctly reflected in project budget and correct chartfields are used.
  • Approve project budgets in Atlas based on signed project documents and project budgets, and ensure budget covers expenditures. 
  • Elaboration of proper mechanisms to eliminate deficiencies in budget management. 
  • Review request from Sub-regional Offices for budget increase of Regional Framework and provided recommendation to Deputy Director for budget approval. 
  • Process Mandatory Budget Revisions to ensure unspent budget balance is rephased into future year and project budget total is correctly maintained in Atlas. 
  • Process Year-end budget rephasal to ensure estimated expenditures are reflected in the current year budget and unspent funds are rephased to future years.

Ensures proper fund allocation management focusing on achievement of the following results: 

  • Management of UNIFEM Core fund and Extrabudgetary fund in accordance with UNDP/UNIFEM rules and regulations. 
  • Liaise with Finance on available resource and possible adjustment 
  • Timely allocation of fund in system to ensure project delivery.

Ensures facilitation of knowledge building and knowledge sharing focusing on achievement of the following results: 

  • Preparation of guidelines on budget preparation and approval including new project creation and budget revision in Atlas, 
  • Organizes and conduct trainings for the operations/programme staff in Headquarters and Sub-regional offices on budget preparation, approval and management. 
  • Synthesis of lessons learnt and best practices in budget management. 

Ensures problems related to project budget are solved focusing on achievement of the following results: 

  • Acts as resource person of helpdesk for Atlas Project/Budget Module. Respond to queries raised by UNIFEM staff. 
  • Liaise with UNDP Atlas helpdesk and departments concerned on corporate issues related to Atlas project/budget module.

Competencies

Corporate Competencies: 

  • Demonstrates integrity by modeling the UN's values and ethical standards 
  • Promotes the vision, mission, and strategic goals of UNIFEM
  • Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability

Functional Competencies:

Knowledge Management and Learning 

  • Promotes knowledge management in UNIFEM and a learning environment in the office through leadership and personal example 
  • Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan and applies newly acquired skills 
  • Ability to communicate with colleagues in a efficient way and conduct training

Development and Operational Effectiveness 

  • Ability to lead strategic planning, results-based management and reporting 
  • Ability to formulate and manage resources and budgets, conduct financial analysis, 
  • Ability to implement new systems and affect staff behavioral/ attitudinal change 
  • Ability to design financial system to manage and monitor funds and budgets.

Management and Leadership 

  • Builds strong relationships with clients, focuses on impact and result for the client and responds positively to feedback 
  • Consistently approaches work with energy and a positive, constructive attitude 
  • Demonstrates good oral and written communication skills 
  • Demonstrates openness to change and ability to manage complexities 

Required Skills and Experience

  • Master's Degree or equivalent certificate in Business Administration, Public Administration, Finance, Economics or related field.
  • 5 years of relevant experience at the national or international level in providing management advisory services and/or managing staff and operational systems.
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of spreadsheet and database packages, experience in handling of web based management systems, e.g. Atlas.
  • Experience with UNIFEM finance/budget would be an asset.