Programme Budget Officer (Grants Management), P2, Lilongwe, Malawi # 107678 (RE-ADVERTISEMENT)

The Programme Budget Officer (Grants Management) directly reports to the Chief of Health, but works closely with the Chief of Nutrition, Representative and Operations for guidance on organizational financial and policy matters. The Officer provides professional technical, operational and administrative assistance throughout the programming process for the Early Childhood Pillar grants within the Country Programme from donor planning, grant management of Health and Nutrition section and to assist in report of results. The incumbent will also prepare, execute, manage and implement donor conditionality and administrative programme tasks to facilitate grant progress monitoring, evaluating and reporting of results. The Programme Budget Officer will also provide support to the Donor Relations Officer and act in this capacity during absence/leave.

UNICEF works in some of the world’s toughest places, to reach the world’s most disadvantaged children. To save their lives. To defend their rights. To help them fulfill their potential.

Across 190 countries and territories, we work for every child, everywhere, every day, to build a better world for everyone.

And we never give up.

For every child, an education..

UNICEF Malawi Country Programme (2019-2023) is aligned with the Government of Malawi’s Growth and Development Strategy (MDGS III) and the United Nations Development Assistance Framework (UNDAF). The programme supports the Government of Malawi to meet its commitment to respect, protect and fulfil children’s rights in line with international conventions and standards. The country programme is guided by the principles of children’s rights, equity, gender equality, inclusion and resilience, and supports evidence-based, integrative and innovative programming. The vision is that ‘all girls and boys in Malawi, especially the most disadvantaged and deprived, realize their rights’.  The programme focuses on: early childhood (parenting, high-impact social services, early stimulation and learning), middle childhood and adolescence (learning, multi-sectoral services, active citizenship), communities (decentralized services and systems, community ownership, social norms), programme effectiveness (monitoring, evaluation, HACT, Innovation, Social Protection and Social Policy and External Communication.  The programme is based on ‘leaving no child behind’, realizing ‘rights for all children in Malawi’.

How can you make a difference?

The Programme Budget Officer (Grants Management) directly reports to the Chief of Health, but works closely with the Chief of Nutrition, Representative and Operations for guidance on organizational financial and policy matters. The Officer provides professional technical, operational and administrative assistance throughout the programming process for the Early Childhood Pillar grants within the Country Programme from donor planning, grant management of Health and Nutrition section and to assist in report of results. The incumbent will also prepare, execute, manage and implement donor conditionality and administrative programme tasks to facilitate grant progress monitoring, evaluating and reporting of results. The Programme Budget Officer will also provide support to the Donor Relations Officer and act in this capacity during absence/leave.

Currently, the Malawi country office is operating under a matrix-management model, where individuals may have more than one reporting line. While this particular position is not currently “matrixed”, it is possible that this may change depending on programme needs.

Summary of key functions/accountabilities:

1. SUPPORT EARLY CHILDHOOD DEVELOPMENT TEAM IN GRANT MANAGEMENT – TRACK PROGRESS WITH DONOR CONDITIONALITY

• Conduct/update situation analysis for the program sector/s for development, design and management of nutrition related Grants. Report on utilization trends for section chief and higher management, to enhance better grant management, efficiency and effective and timely delivery of results.

• Provide technical and operational support for grant management throughout all stages of programming processes by executing/administering a variety of technical program transactions, preparing materials/documentations and complying with organizational processes.

• Prepare required documentations/materials to facilitate the Grant review and program actions.

2. REPORT MANAGEMENT - MONITORING AND TIMELINESS OF RESULT REPORTING OF GRANTS

• Work closely and collaboratively with internal and external colleagues and partners to discuss operational and implementation issues, provide solutions, recommendations and/or alert appropriate officials and stakeholders for higher-level intervention and/or decision. Keep record of grant reports and assessments for easy reference and/or to capture and institutionalize lessons learned.

• Participate in monitoring and evaluation exercises, Monthly fund utilization reviews and annual reviews with Donors and other counterparts to assess programs/projects and to report on required action/interventions at the higher level of grant management.
• Monitor and report on the use of sectoral program resources (financial, administrative and other assets), verify compliance with approved allocation/goals, organizational rules, regulations/procedures and donor commitments, standards of accountability and integrity. Report on issues identified to ensure timely resolution by management/stakeholders. Follow up on unresolved issues to ensure resolution.

• Prepare regular/mandated Health/Nutrition grant program/project Donor reports for management, donors and partners to keep them informed of program progress in the leadership of section chief.

3. TECHNICAL AND OPERATIONAL SUPPORT TO GRANT IMPLEMENTATION

• Conduct regular program field visits information with partners/stakeholders to assess progress and provide technical support, take appropriate action to resolve issues and/or refer to relevant officials for resolution on donor conditionality. Report on critical issues, bottlenecks and potential problems for timely action to achieve full utilization.
• Provide technical and operational support to Program staff, NGO partners, UN system partners and other country office partners/donors on the application and understanding of UNICEF policies, strategies, processes and best practices on nutrition and related issues to support program implementation, operations and delivery of results on different grants.

4. NETWORKING AND PARTNERSHIP BUILDING FOR VARIOUS GRANT MANAGEMENT

• Build and sustain effective close working partnerships with nutrition sector government counterparts and national stakeholders through active sharing of information and knowledge to facilitate full utilisation of grants build capacity of stakeholders to achieve program goals through different Grant and donor support.
• Participate in appropriate meetings/events on programming to collaborate with inter-section and operational planning and preparation of nutrition programs/projects.
• Collect information on potential donors and prepare resource mobilization materials and briefs for fund raising and partnership development purposes.

5. INNOVATION, KNOWLEDGE MANAGEMENT AND CAPACITY BUILDING OF ECD TEAM AND PARTNERS ON DIFFERENT GRANTS

• Identify, capture, synthesize and share lessons learned for knowledge development and to build the capacity of stakeholders on different grant supports.
• Research, benchmark and report on best and cutting edge practices for development planning of knowledge products and systems in collaboration with section teams.
• Participate as resource person in capacity building initiatives to enhance the competencies of section teams, clients/stakeholders.

6. DONOR RELATIONS

• Work with Donor Relations officer and provide support as required
• Participate in meetings with donors in support of this function
• Assist with the oversight in the preparation of donor reports/proposals
• Assist with the overall monitoring of donor funding to the Country Office

• Act as OIC Donor Relations as required.

   

7. Coordinate with HQs/Donor Relations Officer on incoming funds, PBA issuance, revision, extension and adjustments, as well as on issues regarding allocations and conditionality.

8. Coordinate with programme sections on allocation of PBAs as per donor conditionality. Register the allocations in the system including any subsequent changes or reallocation. Monitor the expiry of PBAs and ensure that actions are taken for full utilization by expiry date.

9. Conduct regular review and reconciliation of PBAs against HQ fund utilization cube in terms of allotment and actual expenditures. Coordinate with HQ on any discrepancy and corrective action required. Carry out re-phasing of PBAs at the end of the year and adjustments on allocations after closure of accounts.

10. Advise Supervisor (s) on any PBA that are low on utilization keeping in mind the performance target set by the office or with any deviation from donor conditionality. Make recommendations on budget reallocation based on expenditure trends during reviews.

11. Provide support and advice to programme (not sure if this should only be to Health and Nutrition) sections on issues related to funding status, budget implementation, policy and procedures as well as management of budgets. Carry out training to staff as needed. This can be done by keeping abreast of UNICEF Accounting, Budgeting, Financial and Operations procedures and guidelines.

12. Review and ensure the quality of data in SAP and other online platforms in terms of correctness in coding as well as completeness and appropriateness of information. Review the reliability and integrity of financial information in the system and identify any inadequacy of internal control systems and procedures. Propose appropriate recommendations to reduce risks in utilization of financial resources. Participate in peer reviews or risk assessment activities.

13. Perform any other duties required by supervisor.

To qualify as an advocate for every child you will have…

• A university degree in commerce, financial management, accounting, budget management, business management, or another relevant technical field is required.
• A postgraduate degree or diploma in management, accounting, or financial/budget management desirable.
• A minimum of 2 years of professional experience in financial/accounting/ budget/grant management is required, coupled with applied knowledge of baseline principles, concepts, methodologies and/or standards applicable to budget and/or financial management.
• Experience in an international organization and/or large corporation is preferred.
• Experience in a UN system agency or organization some of which served in a developing country is considered as an asset.
• Advanced knowledge of Microsoft Office, especially Excel required.
• Experience in database packages, web based management systems and ERP systems (preferably SAP financial modules) is considered as an asset.
• Experience report writing, editing programme/project documents in UN system agency or organization is an asset.
• Knowledge and experience of VISION is an asset.
• Fluency in English in required. Knowledge of another official UN language or local language of the duty station is considered as an asset.

For every Child, you demonstrate…

UNICEF’s core values of Commitment, Diversity and Integrity and core competencies in Communication, Working with People and Drive for Results.

The functional competencies required for this post are:

• Formulating strategies and concepts (I)
• Analyzing (II)
• Applying technical expertise ((II)
• Learning and researching (II)
• Planning and organizing (II)
• Following Instructions and Procedures (II)

View our competency framework at:

http://www.unicef.org/about/employ/files/UNICEF_Competencies.pdf

UNICEF is committed to diversity and inclusion within its workforce, and encourages all candidates, irrespective of gender, nationality, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of the organization.

“UNICEF has a zero-tolerance policy on sexual exploitation and abuse, and on any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.”

Remarks:

Mobility is a condition of international professional employment with UNICEF and an underlying premise of the international civil service.

Only shortlisted candidates will be contacted and advance to the next stage of the selection process.