Budget Assistant

The Budget Assistant is responsible for assisting in the preparation, monitoring, and analysis of budget reports and financial proposals within the International Seabed Authority. The role includes managing bank accounts, preparing reconciliations, supporting budget implementation, and providing administrative support within the Office of Administrative Services.

Responsibilities

• Assist in the preparation and review of financial proposals/requirements and consolidate monthly Budget Reports for regular budget, trust funds and extra budgetary funds.
• Monitor expenditures and formulate budget performance reports, analyze variances and compare with approved budget.
• Export data from ERP system to Microsoft Excel using query model syntaxes and advanced Excel formulas to produce budget reports.
• Manage updating of ERP records with budget related matters and ensure supporting documents are scanned and attached to ERP system for audit trail.
• Assist in budget preparation and budget performance analysis, especially in result-based budgeting context.
• Assist in monitoring budget/staff related costs and suggest reallocations of resources as necessary.
• Review, analyze and assist in finalization of cost estimates and budget proposals ensuring compliance with medium-term plan and legislative mandate.
• Assist finance unit with backup duties including processing payments/invoices, travel requests and authorization forms.
• Serve as alternate approving officer for ISA including approving allotments, posting expenditures, commitments and obligations, and approving payments when requested.
• Prepare accurate monthly bank reconciliations of all bank accounts held by the Authority.
• Monitor bank accounts for incoming contributions and update accounts in ERP accordingly and issue receipts.
• Maintain separate accounts and analyses for Voluntary Trust Funds and Extra Budgetary Funds.
• Assist programme managers in elaboration of resource requirements for budget submissions and report on performance and expenditures of projects and workshops.
• Keep track of all workshop expenses and ensure comparative analyses of budget versus expenditures are done.
• Prepare reports listing all expenditures and commitments by expenditure category including workshop/project reporting and follow-up with substantive offices.
• Ensure financial integrity of allocated budgets by monitoring balances and expenditures with correct dimensions.
• Provide updates and respond to queries from programme managers regarding programme budgets.
• Engage weekly with ISA substantive offices regarding budgetary matters and provide interim updates and suggestions on fund usage.
• Assist with provision of charge/budget codes for expenses and review requisitions for goods and services for correct expenditure objects and fund availability.
• Assist in preparing and organizing schedules for year-end financial audit and provide relevant supporting documents.
• Check all bank accounts daily for receipts and notify Financial Resources Officer accordingly.
• Maintain an organized and well-documented filing system of all budget documents.
• Assist in preparation/creation of routine correspondence related to administrative, financial and budgetary matters.
• Participate in UN Operations Management Teams and Security Management Teams in Kingston as necessary.
• Perform other duties as required by the Secretary-General.

Requirements

• High school diploma or equivalent is required.
• A minimum of seven (7) years of experience in finance, budget, accounting, administrative services or related area is required.
• The minimum years of relevant experience is reduced to five (5) for candidates who possess a first-level university degree or higher.
• Working experience in grants management, funds management and financial management modules using an Enterprise Resources Planning System such as SAP or other is required.
• Experience carrying out finance and accounting related tasks in compliance with International Public Sector Accounting Standards (IPSAS) and financial rules and regulations of international organizations is desirable.
• Knowledge in Microsoft Office applications (Word, Excel, Power Point).
• English language proficiency at UN Level III in reading, writing, listening and speaking.

Skills

• Budget Preparation
• Budget Monitoring
• Financial Analysis
• Grants Management
• Funding Management
• Finance Management
• Enterprise Resource Planning
• SAP
• International Public Sector Accounting Standards
• IPSAS Compliance
• Financial Reporting
• Bank Account Management
• Reconciliation
• MS Word
• MS Excel
• MS PowerPoint

Languages

English