Budget and Administrative Assistant

MONUSCO/MONUC was established in 1999 under the auspices of the UN Department of Peacekeeping Operations (DPKO). SCR 2277 (2016) requests MONUSCO to support efforts of the Government of DRC towards the protection of civilians, through a comprehensive approach involving all components of MONUSCO, including through reduction of the threat posed by Congolese and foreign armed groups and of violence against civilians, including sexual and gender-based violence and violence against children to a level that can be effectively managed by the Congolese justice and security institutions; and to support Stabilization through the establishment of functional, professional, and accountable state institutions, including security and judicial institutions. The project aims at a better understanding of the most serious violations of human rights law and international humanitarian law in DRC and supports the leadership of the Mission through informed policy and decision making on future vetting of security forces through risk assessment and mitigation, joint planning for MONUSCO operations, as well as advocacy efforts.

Assignment is non-family (GOMA)

The UN Volunteer/Budget and Administrative Assistant will be responsible for the following duties:

A. Budget and Finance responsibilities:

• Assists with preparing cost estimates and budget proposals for the Transport Section's resourcing requirements, including staff and non-staff requirements, as well as programmatic aspects. Reviews and revises data to finalize budget proposals and Result-Based Budgeting inputs.
• Assists with support to programme/Head of Unit (FVIU, Dispatch, Driving Permit, Workshop, Acquisition, and Carlog Units) concerning elaborating resource requirements for budget submissions.
• Supports the administration in monitoring budgetary resources, including reviewing agreements and cost plans and ensuring compliance with regulations, rules, and established policies and procedures.
• Processes the mission's redeployment of funds by the established procedures.
• Supports the budget review by ensuring the efficient and effective use of budgetary resources through robust monitoring of budget utilization against the approved budget and the timely provision of information to Mission/Section management for informed decision-making. Additionally, provides support and guidance to the Head of the Unit on budget implementation and processes, and takes corrective actions where necessary.
• When preparing budget performance reports for the Transport Section, ensure that the various Head of Units provide accurate and correct data/information in compliance with the Controller's instructions. Assists with reviewing and finalizing performance reports and providing valid and adequate variance explanations between approved budgets and actual expenditures.
• Supports the Head of the Unit in year-end reviews of budget commitments, following established criteria.
• Consolidate the requirements of the transport units to be considered in the annual Demand Acquisition Plan (DAP) using the UMOJA Supply Chain Management Tool and the quarterly review of the same plan based on the approved budget.
• With the supervisor's guidance, provides advice, financial interpretations, adaptations, and corrective actions in response to audits and other queries to ensure adherence to the UN Financial Regulations and Rules, Staff Rules, Administrative Instructions, Bulletins, and Circulars.
• Carries out duties consistent with the financial delegation in adherence with the UN Regulations and Rules in performing analysis, preparation, and delivery of strategic support and business intelligence to operational counterparts and section leadership on financial resourcing and stewardship and organizational performance of the section in line with mission priorities.

B. Administrative responsibilities:

• Provides general office support and administrative support services to ensure the smooth functioning of the Chief Transport Officer's Admin Office.
• Follows up with Human Resources on all relevant transport staffing matters and recruitment processes and provides up-to-date status information for all Transport Section staff.
• Follows up and provides accurate, up-to-date daily and monthly attendance reports for all the transport staff within the area of operations.
• Prepares all necessary documents and conducts interviews (in person or online) for all Transport Section staff for recruitment purposes.
• Responds or drafts responses to routine correspondence and other communications; uses standard software document processing packages to produce a wide variety of large, complex documents and reports.
• Receive phone calls and visitors, and respond to routine inquiries and requests for information.
• Review written products for completeness and grammatical and typographical accuracy, and maintain file records (both paper and electronic) and databases for the work unit.
• Maintains calendars and schedules; monitors changes and communicates relevant information to the appropriate staff within and outside the work unit.
• Prepares CTO's field visits.
• Performs any other task as directed by the CTO.