Budget Associate

2 months ago

Montréal, Canada United Nations Full time

The Business Support Section (BSS) is dedicated to assisting in the planning and management of the Capacity Development and Implementation (CDI) Bureau CDI; the daily implementation of the Technical Cooperation Programme (TCP); and in assisting the Director, Technical Cooperation Bureau (D/CDI) in the programming and reporting process to the Council; in the following main areas: Policy, Business and Technical Support, Reporting, Budgeting and Quality Management.

The Programme Budget Unit (PBU) is responsible for the overall financial, budgetary and expenditure control of all technical cooperation activities in accordance with ICAO Financial Rules and Regulations, practices and procedures. These functions are, inter alia, essential for a reliable administration of the Administrative and Operational Services Cost (AOSC) Fund; the development, modification and implementation of budgetary systems and procedures for CDI; the day-to-day preparation and revision of the AOSC budget and technical cooperation projects’ budgets as well as the earmarkings and certification of funds for AOSC and technical cooperation project activities and the recording and liquidation of commitments for technical cooperation activities, including ICAO implementation packages (iPacks). A most essential aspect of these functions pertains to the realistic and timely preparation of budget-related reports for Council and Assembly Working Papers; and other related matters.

The Budget Associate reports to the Programme Budget Officer, PBU, with whom s/he consults on complex financial and budgetary issues, under the supervision and guidance of the Chief, Business Support Section.

**Responsibilities**:
Function 1 (incl. Expected results)

Prepares and revises technical cooperation project budgets, achieving results such as:

- Calculate entitlements and allowances for international and local staff taking into account the contractual status of the field personnel and the classification of the duty station.
- Calculate administrative support costs (overhead) and miscellaneous items of project budgets.
- Verify previous years’ expenses and outstanding obligations of project funds against audited financial statements, and revise cost estimates for the current year and beyond.
- Coordinate with pertinent CDI Sections of preliminary estimates for the amendment of project budgets, as necessary.
- Prepare the final budget revision (i.e. Statement of Expenditure) upon official project closure.

Function 2 (incl. Expected results)

Prepares, reviews and monitors accounting and budgetary reports, achieving results such as:

- Perform oversight and control in ensuring that required documents are in place for the execution of approved technical cooperation projects and their corresponding budgets.
- Maintain an effective expenditure control system for TC projects through recording and earmarking of funds in accordance with established guidelines.
- Perform quality data control to ensure accounts and overhead applied are accurate on all requisitions and purchase orders (POs) raised for project activities.
- Determine and analyse estimated fund balances prior to certification of funds for project expenditures, and, as necessary, communicate accounting adjustments to the Finance Branch (FIN).
- Certify funds for proposed project expenditures in the absence of the Programme Budget Officer.
- Coordinate with the Field Operations Section (FOS) in providing FIN the information on acknowledgement details of funds received for projects.
- Perform year-end analysis and reconciliation of PBU’s records on project expenditures and commitments according to the audited financial statements.
- Provide guidance and support to CDI Sections in respect of budgeting and financial matters.
- Review project budgets, including comparison to actual expenditures and prepare appropriate management reports drawing attention to over-expenditure of projects.
- Liaise with FIN to ensure accuracy and timely reporting of required accounting figures.
- Prepare budgetary and financial reports and other information as may be required.

Function 3 (incl. Expected results)

Establishes technical cooperation project commitments in Agresso, achieving results such as:

- Calculate international staff costs for technical cooperation projects to raise Purchase Orders (POs) in Agresso for commitment of funds and amendment of entries when necessary.
- Maintain and liquidate POs, concurrent with payroll transactions, on a monthly basis, ensuring that project funds are not overcommitted.
- Accrue mission travel expenses charged to projects and/or the AOSC fund and reconcile earmarked funds reflected in PBU’s records.
- Review outstanding commitments and coordinate with pertinent CDI sections regarding the amendment or liquidation of project commitments.

Function 4 (incl. Expected results)

Assists in the preparation, monitoring and reporting on the Administrative and Operational Services Co

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