Budget & Programming Assistant

Organizational Context

These positions are to be filled at Headquarters, regional offices and country offices. Post holders report to the Budget and Programming Officer. At this level, post holders are expected to take responsibility, under general supervision, for carrying out a range of processes and activities that require a degree of interpretation of standard guidelines and practices. They are expected to use their own judgment to address unforeseen situations by seeking advice from a supervisor.

Job Purpose

To provide technical support in the efficient planning, monitoring, and analysis of project financial performance, aiming to promote the optimal use of financial resources. This role involves contributing to budget reviews, monitoring project financial outcomes, and analyzing fund balances to identify discrepancies. The assistant will also support supply chain management by tracking its efficiency to prevent disruptions and maximize operational effectiveness. Accurate data entry into institutional systems is crucial for timely information access and decision-making support. The position requires compiling data, conducting basic analyses, maintaining records, and preparing reports for review, ensuring the accuracy and efficiency of information presented to stakeholders. Communication with various individuals regarding project fund management and related processes is essential for clarifying discrepancies and optimizing fund utilization.

Responsibilities

The primary responsibilities involve contributing to the examination of budgetary plans and the financial performance analysis of projects, offering recommendations aligned with best practices and WFP's financial policies. This includes conducting basic analyses of fund and donation balances, identifying discrepancies, and reporting them to supervisors to ensure optimal fund utilization and informed decision-making. A key aspect is supporting supply chain management by monitoring for potential disruptions and ensuring operational efficiency from a funding perspective. Accurate data entry into institutional systems within deadlines is crucial for accessibility and supporting planning. The role also entails compiling data, performing basic analyses, maintaining precise records, and preparing reports for internal and external stakeholders. Effective communication is necessary for managing project funds and resolving discrepancies. Furthermore, the position requires providing guidance and training to colleagues on budgetary planning, fund management, and operational planning to foster staff development and service consistency. Adherence to emergency preparedness standards is also expected to ensure rapid response capabilities. Additional duties include supporting country strategic plan budgeting, preparing budgets for new projects with a focus on full cost recovery, tracking fund execution against donor agreements, and participating in resource management committees by preparing financial analyses and reports to aid management decisions. Assisting activity managers with understanding corporate financial systems and expenditure processes is also part of the role.

Work Experience

Requires at least 3 years of experience in similar roles, including complex financial document preparation, budget analysis support, and supply chain data collection. Desirable skills include quantitative analysis, attention to detail, assertive communication, teamwork, and experience with reporting systems like Wings.

Skills

Budgetary planning, Financial analysis, Supply chain monitoring, Data entry and management, Reporting, Communication, Training and guidance, Emergency preparedness, Quantitative analysis, Attention to detail, Assertive communication, Teamwork, Confidentiality, Discretion

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