Budget and Programming Officer

JOB TITLE: Budget and Programming Officer

TYPE OF CONTRACT : Consultant I

UNIT/DIVISION : Budget and Programming

DUTY STATION (City, Country) : Port-au-Prince, Haiti

DURATION: 6 months

BACKGROUND AND PURPOSE OF THE ASSIGNMENT:

Partnering with HTCO stakeholders to apply best practice approaches that support the efficiency, effectiveness, and compliance on utilization of resources related to the Country Portfolio Budget.

ACCOUNTABILITIES/RESPONSIBILITIES:

Under the direct supervision of the Head of Budget & Programming Unit, the Consultant will be responsible for:

1. Budget Planning
   • Draw a deliverable-oriented work breakdown structure in a task matrix to identify critical tasks for the CBP formulation;
   • Set goals and deadlines, categorise priorities systematically with the team members;
   • Engage cross functionally with Programme, Procurement, Logistics, Donor relations, Finance, ICT, Security; UNHAS, Administration units to make sure accurate data are consolidated, analysed to support data driven decision making by senior management;
   • Provide expert advice on budgetary adjustments as necessary to budget owners in adherence to available WFP guidance and policies.
   • Monitor the implementation of the task plan by convening regular meetings, consulting with the team, proceeding with adjustment and advising on the required decision.
   • Provide trend analysis by using historical data from the past projects to help make the plan more reliable;
   • Conduct a cost analysis to determine the true (full) costs of each of the thematic areas (Relief, Nutrition, School Meals Program; Livelihoods; Urban Safety Nets;
   • Identify and prioritize cost-saving opportunities between different activities/programs for optimization of the use of resources;
   • Coordinate budget comments from Regional Bureau and HQ Units and collate feedbacks/responses from CO’s stakeholders;
   • Prepare the budget explanation narrative for the CPB;

2.Pipeline Management

• Collate commodity pipeline requirements including Advance Financing requests in collaboration with stakeholders at the operational level, to ensure timely shortfall coverage and efficient utilization of contributions.
• Prepare monthly pipeline reports and support the CO/RB team in monitoring the resource pipeline across all transfer modalities (Food, Cash Based Transfers, Capacity Strengthening and Service Delivery) including corporate stock replenishments to maximize operational effectiveness.
• Participate in and support preparations for the monthly, cross-functional, pipeline working group, (across Area Offices, Sub Offices and Field Offices as needed), that proactively discusses resource availability and upcoming shortfalls, recommending timely mitigation measures.

3. Funds, Performance Management, and Reporting

• Check accuracy and monitor timely programming and utilization of funds based on operational priorities, funding proposals and donor conditions, proposing timely recommendations and possible corrective actions that enable reporting in collaboration with spending units.
• Perform and document fund sub allotments as per available procedures and guidelines, to avail funds to spending units for timely commitment.
• Participate and support preparations for the CO/RB Resource Management Committee (RMC) as per agreed timelines. The RMC reviews and prioritizes resources against the Country Portfolio Budget (CPB).

4. Other

• Where needed, support the activation/deactivation and management of Global Commodity Management Facility (GCMF) supply lines, participate in knowledge transfer activities in support of the facility and facilitate decision-making for the allocation of corporate stocks.
• Support the capacity enhancement of junior taff in budgeting, funds management, operational planning and performance reporting, through the regular day-to-day interactions, delivering training using available materials, manuals and guidelines.
• Take active participation in training and learning opportunities, interactions with and accepting guidance from peers and senior colleagues.
• Collect inputs and draft accurate and timely reports, to enable informed decision-making and consistency of information presented to senior management and external stakeholders.
• Contribute towards the development and improvement of systems, techniques, tools, processes and procedures to better monitor, manage and report on WFP budgets and resources.
• Participate in internal meetings/committees/working groups as required, in order to obtain and provide information from a budget and resource programming perspective.
• Follow standard emergency preparedness practices and contribute to monitoring the management of financial risks.
  • Perform other relevant duties as required

DELIVERABLES AT THE END OF THE CONTRACT:

• • Closure of the current CSP HT02, the reconciliation and transfer of financial resources to the new CSP HT03, contribute on the preparation of the 2024 implementation plan and the requirements of monitored from early 2024 on budgetary aspects relating resource transfer status and the programming of funds already available in the new CSP HT03.

Education:

• • Advanced university degree in Business Administration, Statistics, Finance, Economics or other relevant field. Additional professional training in project management, statistical analysis and/or operational planning and management is desirable.

Language:

• • Fluency (level C) in English language. Intermediate knowledge (level B) of a second official UN language: Arabic, Chinese, French, Russian, Spanish, Portuguese (a WFP working language).

DESIRED EXPERIENCES, KNOWLEDGE AND SKILLS:

• • Experience performing basic analytics and presenting the information to meet various audience needs. • Some experience in preparing, managing and reporting on operational budgets and performance and willingness to strengthen skills • Experience working with large datasets, extracting information from them in an easy to interpret manner. • Adequate analytical skills and resourcefulness, initiative and have learned tact in devising solutions to current and potential operational issues. • Good understanding of information and financial systems and how those support the implementation of operations. • Good understanding of operational planning and business processes, rules and procedures and apply them consistently in the implementation and support of programme interventions • Ability to meet tight deadlines • Ability to work patiently and tactfully in a team, with people of different backgrounds and expertise, to deliver as one toward common operational goals.