Assistant (budget)

Organizational Context

The World Health Organization (WHO) in Madagascar operates through country offices to provide administrative support. These Country Support Units (CSUs) ensure compliance with WHO policies and procedures within the Enterprise Resource Planning (ERP) system, facilitating the efficient execution of responsibilities by staff and management.

Job Purpose

The Assistant (Budget) role supports the National Operations Officer and Representative by managing budget-related activities. This includes activating and amending contributions, tracking expenses against budgets and project funding, and ensuring accurate accounting for travel and procurement. The position is crucial for financial reporting, performance evaluation support, and maintaining financial records. The incumbent will process payments, manage petty cash, liaise with banks, and provide financial analysis for budgeting and forecasting, ultimately contributing to the unit's objectives and effective program implementation.

Responsibilities

Under the direct supervision of the National Operations Officer and general guidance from the Representative, the Assistant (Budget) is responsible for: - Activating contributions, processing requests for allocation and amendment of contributions. - Monitoring expenditures against contribution budgets, project funding, contribution allocations, and Programme Budget allocations. - Overseeing the accounting and justification of charges related to travel costs and the acquisition of goods and services. - Analyzing budgets and preparing reports on budgets and contributions. - Contributing to performance evaluation reports. - Maintaining the general ledger and accounting documents for financial transactions, account reconciliation, and periodic/special reports. - Executing payment instructions for salaries, allowances, travel reimbursements, and other payments to staff, consultants, and suppliers. - Managing petty cash, including expenditure control and reconciliation with the general ledger. - Reconciling petty cash with bank statements. - Liaising with local bank officials on exchange rates, interest rates, procedural changes, and banking matters. - Assisting superiors with all aspects of accounting and budget control, providing reports on financial status, procedures, exchange rates, costs, and potential funding issues. - Preparing financial data for budget and financial forecasts.

Work Experience

Essential: 5 years of experience, including at least 3 years in a responsible position related to budgeting and/or accounting. Desirable: Experience within a United Nations system agency or other international/multinational organization is an advantage.

Skills

Ability to plan, organize, coordinate, and implement inputs from multiple sources. Clear and concise oral and written communication skills. Ability to conceptualize and perform tasks with minimal supervision. Capacity to produce analytical financial reports using appropriate software. Ability to interpret financial rules and regulations. Skill in establishing and maintaining good working relationships with people of different cultures and backgrounds. Proficiency in French (essential) and intermediate knowledge of English (desirable).

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