BUDGET ASSISTANT

Organizational Context

The International Seabed Authority (ISA), headquartered in Kingston, Jamaica, is an intergovernmental organization established under UNCLOS. It organizes and controls activities in the international seabed area, focusing on resource administration. This Budget Assistant role is situated within the Budget Unit of the Office of Administrative Services (OAS).

Job Purpose

The Budget Assistant, under the supervision of the Budget Officer, supports the preparation and monitoring of budgets for regular, trust, and extra-budgetary funds. This involves consolidating reports, analyzing expenditures against approved budgets, and managing ERP records. The role contributes to efficient and transparent financial management by ensuring accurate budget reporting, assisting with cost estimations, and processing financial transactions. The position also plays a key role in maintaining bank reconciliations, tracking contributions, and supporting project financial management, ensuring the financial integrity of allocated budgets and providing essential support for audits and administrative tasks.

Responsibilities

Key responsibilities include monthly budget preparation for various funds, consolidating budget reports, and monitoring expenditures to identify variances. The role involves utilizing ERP systems and advanced Excel for data analysis and reporting, managing ERP records, and ensuring proper documentation for audit trails. The Budget Assistant will assist in monitoring budget implementation, analyzing performance, and suggesting resource reallocations. Duties also encompass processing payments and travel requests, serving as an alternate approving officer, and preparing monthly bank reconciliations for multiple accounts. Additionally, the role involves maintaining separate accounts for trust funds, assisting program managers with resource requirements, tracking workshop expenses, and ensuring the financial integrity of unit budgets. Administrative tasks include supporting year-end audits, managing budget documents, and preparing correspondence.

Work Experience

A minimum of seven years of experience in finance, budget, accounting, or administrative services is required; this is reduced to five years with a university degree. Experience with grants management, funds management, and ERP systems like SAP is essential. Experience with IPSAS and international organization financial regulations is desirable.

Skills

Proficiency in Microsoft Office (Word, Excel, PowerPoint). Strong teamwork, planning, and organizational skills. Ability to meet commitments, achieve results, and remain calm under pressure. Experience with ERP systems and data analysis is crucial.

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