Senior Programme Budget Associate - UNICEF Ghana

UNICEF works in some of the world’s toughest places, to reach the world’s most disadvantaged children. To save their lives. To defend their rights. To help them fulfill their potential.

Across 190 countries and territories, we work for every child, everywhere, every day, to build a better world for everyone.

And we never give up.

For every child,

The fundamental mission of UNICEF is to promote the rights of every child, everywhere, in everything the organization does – in programmes, in advocacy and in operations. The equity strategy, emphasizing the most disadvantaged and excluded children and families, translates this commitment to children’s rights into action. For UNICEF, equity means that all children have an opportunity to survive, develop and reach their full potential, without discrimination, bias or favoritism. To the degree that any child has an unequal chance in life – in its social, political, economic, civic and cultural dimensions – her or his rights are violated. There is growing evidence that investing in the health, nutrition, education and protection of a society’s most disadvantaged citizens – addressing inequity – not only will give all children the opportunity to fulfill their potential but also will lead to sustained growth and stability of countries. This is why the focus on equity is so vital. It accelerates progress towards realizing the human rights of all children, which is the universal mandate of UNICEF, as outlined by the Convention on the Rights of the Child, while also supporting the equitable development of nations.

This position is in the Office of the Deputy Representative within the Ghana country office and reports directly to the Deputy Representative. The Office is responsible for the overall coordination of UNICEF’s support to the UNICEF-Government of Ghana Country Programme of Cooperation. This includes the planning, implementation, monitoring and reporting on the adequacy, appropriateness and timeliness of UNICEF’s core contributions to the effective and efficient delivery of results for children.

How can you make a difference?

Under the guidance and supervision of the Deputy Representative, the Senior Programme Associate contributes to the overall coordination and management of UNICEF’s country programme support, including specifically partnership management, budget and funds management, programme progress monitoring and reporting and programme information and knowledge management. The post will collaborate with all programme assistants and programme managers to support programme and budget planning, implementation, monitoring and reporting, and by supporting effective and efficient management of financial resources and partnership agreements, including with civil society and non-governmental institutions. The post performs a variety of technical and administrative services of moderate scope and difficulty in support of programme coordination, and a variety of specialized tasks in support of the preparation, monitoring, and control of the budget, involving several different sources of funds and programmes. The post also provides the Deputy Representative function with direct administrative support.

Summary of key functions/accountabilities:

Programme Coordination and Management Support:

• Assists in the planning, implementation and monitoring of programme coordination/ management activities, including by contributing to the preparation of programme progress reports by providing information from electronic data sources, preparing tables and analysis.
• Supports the Deputy Representative in his/ her review and validation of documents related to UNICEF’s programme support, such as the review of terms of reference for contracts for services, and approval of cash transfers and liquidations.
• Supports the scheduling, document management and record keeping of programme coordination meetings, including of the Programme Group and Heads of Programmes meeting, and statutory reviews at mid-year, year-end and mid-term.
• Supports the Planning Specialist in the preparation of programme status reports including by providing accurate and sufficient budget, grant and funds monitoring information and analysis required for country management team and other meetings, donor reports, budget reviews, programme analysis, annual reports, etc.
• Ensures and verifies the accurate and timely input of programme and donor information in VISION (or other relevant system) and availability of status reports for monitoring and evaluation purposes.
• Supports the Deputy Representative in the execution of programme actions in VISION. Ensures availability of accurate and sufficient supporting documentation.
• Assists the Planning Specialist in the preparation and timely submission of all donor reports and verifies all financial data in the donor reports.
• May be required to carry out field visits to project sites, for programme monitoring purposes.

Budget Preparation and Monitoring:

• Coordinates with programme sections on allocation of grants as per donor conditionality. Registers the allocations in VISION including any subsequent changes or reallocation.
• Coordinates with HQ on any discrepancy and corrective action required. Carries out re-phasing of PBAs at the end of the year and adjustments on allocations after closure of accounts.
• Monitors the expiry of grants and ensures that actions are taken for full utilization by expiry date.
• Conducts regular review and reconciliation of donor grant utilization, using appropriate electronic tools. For each source of funding, checks computer listings of expenditure by programme area and allotment code, and compiles information in electronic summarized reports to identify areas of over or under-expenditure.
• Checks the monthly expenditure reports, to ensure that charges are properly allocated and allotments are not exceeded. Asks programme officials to clarify over-expenditures. Prepares journal vouchers, when necessary, to correct inaccurate entries, to transfer funds between accounts, and to liquidate obligations no longer required.
• Retrieves information on costs of programme elements, such as staff and related costs, from automated files and compiles them in standardized and customized reports.
• Provides information on allotment accounts and availability of funds; issues revised sub-allotment; advises and updates allotment lists.

Performs function of Secretariat for the Partnership Review Committee (PRC):

• Fulfils the accountability of the PRC Secretariat in accordance with appropriate procedures. Facilitates the preparation, submission and review of draft Programme Cooperation Agreements (PCAs), respective Programme Documents and other related PRC documents.
• Monitors implementation of PCAs though use of available electronic systems, including the review of related financial and programmatic records.
• Collects, registers and maintains information on PCA implementation and respective programme document activities by reviewing reports and through first-hand sources.
• Ensures the completeness and integrity of data in dedicated and related repositories.

Provides administrative support to the Deputy Representative:

• Supports the Deputy Representative in providing timely, sufficient and accurate programme coordination data information and analysis related to monthly CMT and PMT and weekly Head of Section and cross-sectoral working groups, in line with the respective meeting agendas.
• Maintains status information and continuously follows up with responsible functions and individuals on relevant programme coordination and management actions arising from CMT, PMT, HoS and CS meetings and other relevant sources such as audit and evaluation reports, regional office and HQ requests. Ensures regular status updates, where such actions directly concern the Office of the Deputy Representative.
• Maintains the calendar of the Deputy Representative for internal and external engagements and ensures that related discussion minutes and follow-up actions are captured as required and made available.
• Ensures timely availability of supporting information and related documentation for the Deputy Representative, such as for external events and partner meetings.
• Ensures timely and accurate execution of other supportive and administrative tasks for the office of the Deputy Representative, including for travel-related activities.

To qualify as an advocate for every child you will have…

• Completion of secondary education preferably supplemented by technical or university courses in a related field. A university degree would be considered an asset.
• Minimum of 7 years of relevant professional work experience in programme coordination, budget management, administration, finance or any other relevant function. At least one year with a national or international development organisation. Experience in the UN, an asset.
• Written and oral fluency in English. Knowledge of another UN working language or local language of the duty station is considered an asset. g country work experience and/or familiarity with emergency is considered an asset.

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