Budget and Admin Assistant

Mission and objectivesThe United Nations Organization Stabilization Mission in the DR Congo (MONUSCO) was established in 1999 under the auspices of the UN Department of Peacekeeping Operations (DPKO). – http://monusco.unmissions.org.

ContextAssignment is non-family (GOMA)

Task DescriptionThe UN Volunteer/Budget and Admin Assistant will be responsible for the following duties: A. Budget and Finance responsibilities: • Assists with preparing cost estimates and budget proposals for Transport Section's resourcing requirements, such as staff and non-staff requirements, including programmatic aspects, assists, reviews, and revises data concerning the finalization of the budget proposals and Result Based Budgeting inputs. • Assists with support to programme/Head of Unit (FVIU, Dispatch, and 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 in ensuring the efficient and effective use of budgetary resources through robust monitoring of budget utilization to the approved budget and timely provision of information to Mission/Section management for decision-making. In addition, provides support and guidance to the Head of the Unit on budget implementation and processes corrective actions where necessary. • In preparing budget performance reports for the Transport Section, ensure that the various Head of Unit provides correct and accurate 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 for the 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. Admin Responsibilities: • Provides general office support and administrative support services to ensure the smooth functioning of the Chief Transport Officer's Admin Office. • Following up with HR pertaining the TPT staffing and recruitment process and providing up-to-date status for all TPT staff. • Following up and providing up-to-date daily attendance report of all TPT staff in all areas of operations. • Preparation all necessary interviews that needs to be carried out via teams for all TPT staff. • 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 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 calendar/schedules; monitors the change and communicates relevant information to appropriate staff inside and outside the work unit. • Prepares CTO's field visits. • Performs any other task as directed by the CTO.

Competencies and valuesCommunication, Creativity, Ethics and Values, Integrity, Planning and Organizing, Professionalism, Respect for Diversity, Working in Teams

Living conditions and remarksThe Democratic Republic of Congo is the second largest country in Africa, and as a result is quite diverse. Living conditions therefore vary between MONUSCO duty stations, with all usual amenities present in the capital Kinshasa, but only very basic conditions in remote duty stations in the provinces, where, for instance, there may be no guarantee of public power supply nor running water. The ability to live and work in difficult and harsh conditions of developing countries is essential. Accommodation is very expensive in both Kinshasa and Lubumbashi. Supermarkets exist in the large towns (e.g. Bukavu, Kisangani), but consumer items are generally very expensive (as everything is imported). For food, local markets offer a much cheaper alternative. All MONUSCO duty stations are considered non-family duty stations, except for Kinshasa, Lubumbashi and Entebbe which are now considered family duty stations, and most are currently under UN Security Phase III (“relocation phase”: internationally-recruited staff are temporarily concentrated or relocated to specified sites/locations). In addition to insecurity related to the relatively volatile political situation as well as various conflict situations, certain places are subject to increasing street and residential crime, including in Kinshasa and Goma. Some degree of medical service is provided in all MONUSCO duty stations. Certain vaccinations are mandatory for MONUSCO personnel to enter the DRC, while others are compulsory for all other incoming persons. It is possible for incoming MONUSCO personnel, including UN Volunteers, to be asked to provide proof of some or all vaccinations, though this is unlikely. All UN Volunteers must ensure that they are up-to-date with all appropriate vaccinations, which should be clearly and properly endorsed in the International Certificate of Vaccination (“carte jaune”). Malaria is present virtually throughout the DRC, and it is therefore recommended to take prophylaxis. The unit of currency is the Congolese Franc. The US dollar is the other preferred currency. It may be impossible to exchange traveller’s checks away from the capital city. Credit cards are usually accepted in major hotels only in Kinshasa. In larger towns and cities (e.g. Kinshasa, Goma, Bukavu, Kisangani), UN Volunteers are recommended to open US Dollar bank accounts, while in other places, banks may be absent (including ATMs) and VLA payments will be processed in cash. UN Volunteers have the possibility to send part of their allowances to a bank account abroad. In addition to French, there are four major spoken languages in DRC, namely Lingala, Kikongo, Tshiluba and Swahili.