Budget, Finance and Procurement Specialist

Our client manages one of the mission's largest operational technology portfolios, supporting communications, information systems, infrastructure, cybersecurity, end-user support, cloud services, force protection technologies, geospatial services, and telecommunications infrastructure across multiple locations.

FTS manages a significant budget covering operational expenditures, capital projects, ICT equipment, software licenses, telecommunications services, maintenance contracts, vendor services, infrastructure projects, consultant services, and contingent support arrangements. The Section coordinates a substantial volume of procurement actions, contract management activities, invoice processing, budget monitoring exercises, and financial planning requirements.

The Budget, Finance and Procurement Specialist provides professional-level support and oversight to ensure sound financial management, effective resource utilization, timely procurement of goods and services, proper contract administration, and compliance with United Nations financial and procurement regulations.

Purpose of the Position

The Budget, Finance and Procurement Specialist is responsible for coordinating, monitoring, and supporting all budgetary, financial, procurement, and contract management functions within the Field Technology Section.

The position ensures that resources are planned, allocated, monitored, and utilized effectively to support mission priorities while maintaining compliance with financial regulations, procurement policies, and audit requirements.

The incumbent also provides analytical support for strategic decision-making related to funding requirements, project implementation, procurement planning, vendor management, and operational sustainability.

Justification for the Position

The Budget, Finance and Procurement Specialist position is essential to support the growing volume and complexity of resource management activities within the Field Technology Section. FTS manages a substantial operational and capital investment portfolio, including ICT infrastructure, communications systems, software licensing, maintenance contracts, contractor services, and technology modernization projects.

Budgetary and procurement decisions directly affect mission readiness, operational continuity, vendor performance, project implementation timelines, and financial compliance. Inadequate professional capacity within this function would increase the risk of procurement delays, funding shortfalls, contract management deficiencies, payment backlogs, and audit observations.

The position provides critical professional oversight over budget formulation, financial analysis, procurement planning, vendor management, and project financial governance. It also strengthens business continuity and reduces dependence on a limited number of personnel currently supporting the function.

The establishment of this position will enhance accountability, improve resource utilization, strengthen compliance, support timely project implementation, and ensure that critical FTS operations continue to receive the financial and procurement support necessary for successful mandate delivery.

This role does not have a project reporting.

Duties and Responsibilities

A. Budget Planning and Management

• Coordinate the preparation of annual and periodic budget submissions for FTS.

• Support development of budget estimates, justifications, and resource requirements.

• Monitor budget utilization and expenditure trends across all FTS cost centers.

• Review funding requirements for operational and capital projects.

• Assist managers in developing accurate budget forecasts.

• Monitor implementation of approved budgets and funding allocations.

• Identify funding gaps, underutilized resources, and budgetary risks.

• Support budget revision exercises and reallocation requirements.

• Prepare budget performance reports and financial analyses.

• Advise management on budget execution and resource optimization strategies.

B. Financial Monitoring and Analysis

• Monitor commitments, obligations, expenditures, and available balances.

• Conduct financial analysis and resource utilization reviews.

• Support monthly and quarterly budget performance monitoring activities.

• Analyze expenditure patterns and forecast future requirements.

• Identify cost-saving opportunities and resource efficiencies.

• Monitor compliance with financial regulations and procedures.

• Support financial reconciliation exercises.

• Review financial reports and validate funding information.

• Prepare analytical summaries and management briefings.

Provide financial guidance to FTS managers and project teams.

C. Procurement Planning and Coordination

• Coordinate mission-wide procurement requirements for FTS.

• Consolidate procurement plans from all FTS units.

• Ensure timely initiation of procurement actions.

• Prepare procurement schedules and acquisition plans.

• Monitor procurement lead times and implementation status.

• Coordinate procurement requests with Supply Chain and Procurement Divisions.

• Track procurement milestones and identify delays.

• Ensure procurement activities support operational priorities.

• Assist in developing procurement strategies for major technology projects.

• Maintain procurement tracking and reporting mechanisms.

D. Technical Procurement Support

• Coordinate development of technical requirements for ICT equipment and services.

• Assist technical units in preparing Statements of Work (SOWs).

• Support preparation of Bills of Quantities (BOQ).

• Review procurement documentation for completeness and compliance.

• Assist in preparation of solicitation documents.

• Participate in technical evaluation processes when required.

• Coordinate procurement activities related to infrastructure projects and operational support requirements.

• Monitor implementation of procurement actions supporting critical operations.

E. Contract and Vendor Management

• Monitor implementation of contracts supporting FTS operations.

• Track contractor performance, deliverables, and milestones.

• Coordinate vendor engagement and performance reviews.

• Support contract administration activities.

• Monitor contract utilization and expenditure.

• Track contract renewals and expiration dates.

• Coordinate contract amendment requirements.

• Maintain contract records and monitoring tools.

• Support resolution of vendor performance issues. 

• Ensure contractual obligations are met.

F. Invoice Processing and Payment Coordination

• Coordinate verification of vendor and contractor invoices.

• Monitor invoice processing timelines and payment status.

• Review supporting documentation for payment requests.

• Perform invoice reconciliation activities.

• Coordinate with Finance and Procurement stakeholders regarding payment issues.

• Track outstanding invoices and pending payments.

• Resolve discrepancies related to invoice processing.

• Ensure compliance with payment procedures and contractual terms.

• Prepare reports on payment status and financial commitments.

G. Project Financial Management

• Support financial management of ICT infrastructure and technology projects.

• Monitor project budgets, expenditures, and resource requirements.

• Track project financial performance against approved plans.

• Prepare project financial status reports.

• Review project funding requirements and forecast future needs.

• Support project managers in budget monitoring activities.

• Identify project funding risks and recommend mitigation measures.

• Maintain project financial records and documentation.

H. Governance, Compliance and Audit Support

• Ensure compliance with applicable financial and procurement regulations.

• Support internal controls related to budget and procurement activities.

• Assist in preparation for audits, inspections, and oversight reviews.

• Monitor implementation of audit recommendations.

• Identify compliance risks and recommend corrective actions.

• Review financial and procurement processes for effectiveness.

• Promote accountability and transparency in resource management.

• Support management reporting requirements related to governance and compliance.

I. Data Analysis and Reporting

• Develop budget and procurement dashboards.

• Prepare periodic financial and procurement reports.

• Analyze trends, risks, and performance indicators.

• Produce executive summaries for senior management.

• Maintain procurement and financial databases.

• Track key performance indicators related to budget execution and procurement.

• Prepare management presentations and decision-support documents.

• Provide analytical support for strategic planning initiatives.

J. Stakeholder Coordination

• Liaise with Procurement, Finance, Supply Chain, and Mission Support stakeholders.

• Coordinate budget and procurement matters with Headquarters and mission entities.

• Support communication between FTS technical units and administrative functions.

• Provide guidance to managers regarding resource management procedures.

• Facilitate review and coordination meetings related to financial and procurement matters.

• Support cross-functional planning and resource prioritization activities.

Technical Competencies

• Budget Formulation and Monitoring

• Financial Analysis and Forecasting

• Procurement Planning

• Contract Management

• Vendor Management

• Invoice Verification and Reconciliation

• Financial Reporting

• Project Financial Management

• Risk Management

• Audit and Compliance

• Data Analytics

• Dashboard Development

• Microsoft Excel (Advanced)

• Power BI

• ERP Systems (Umoja, SAP or equivalent)

This role does not require Team Management.

Expected Results

The incumbent will contribute to the following outcomes:

• Effective budget planning and execution across FTS.

• Timely procurement of mission-critical equipment and services.

• Improved utilization of financial resources.

• Reduced procurement delays impacting operations.

• Effective monitoring of contractor and vendor performance.

• Timely processing and reconciliation of invoices and payments.

• Improved financial forecasting and expenditure control.

• Strong compliance with procurement and financial regulations.

• Enhanced reporting and decision support for management.

• Reduced operational risks related to funding, procurement, and contract administration.

• Increased transparency, accountability, and governance.