Head, Budget (P-4)

Principal Functions

Under the direct supervision of the Head, Budget and Finance and in accordance with the OPCW Core Values of Integrity, Professionalism and Respect for Diversity/Gender Equality, the Head, Budget will have the following primary responsibilities;

 

1. Plans, develops and prepares the OPCW’s Programme and Budget under the guidance of the Head, Budget and Finance, Director Administration, and the Deputy Director-General.
   
   
   1. Formulates, coordinates, reviews and finalises programme plans, cost estimates, programme budgets, standard salary costs, and forecasts for miscellaneous income;
   2. Reviews existing Administrative and Financial Directives pertaining to programme and budget matters and identifies sections thereof requiring updating to accommodate the changing needs of the Organisation;
   3. Ensures relevant adherence to Administrative and Financial Instructions;
   4. Establishes mechanisms for monitoring programme and budget performance, including the measurement of the cost-efficiency of operations performed by the Organisation.

 

2. Drafts guidelines and technical procedures for preparing the OPCW Biennial Programme and Budget submissions; prepares final draft for submission to the Policy-Making Organs.
   
   
   1. Prepares and recommends the calendar and timelines for the OPCW programme and budget cycle;
   2. Drafts guidelines and technical procedures for the preparation of the biennial OPCW programme and budget;
   3. Compiles submissions from programme managers and ensures consistency in the formulation of objectives, strategies, key performance indicators and programmes of work, in accordance with results-based management principles; reviews programme strategies and costs (staff and non-staff) to ensure adherence to the priorities set by the Director-General and linkage to OPCW core and programme objectives; consolidates submissions; proposes and discusses changes with programme managers;
   4. Ensures allotment of funds in accordance with the approved budget;
   5. Supports, provides information and advice to Head, Budget and Finance, Director, Administration and the Budget Steering Committee throughout the Programme and Budget process, as required;
   6. Coordinates with programme managers to organise consultations, provide assistance and advice, monitor schedules, and arrange and support the delivery of presentations during programme and budget meetings and facilitations;
   7. Coordinates and assists on consultations regarding the programme and budget and drafts responses to technical questions from delegations;
   8. Advises and consults on programme and budget issues, as requested.

 

3. Supervises the Budget Section within the Budget and Finance Branch.
   
   
   1. Leads the Budget Section, sets priorities and objectives, agrees staff work plans and ensures follow up on tasking
   2. Responsible for managing the recruitment of staff in the Budget Section;
   3. Briefs and guides staff on programme and budget issues, procedures, policies and controls.

 

4. Budget Monitoring.
   
   
   1. Ensures the effective and efficient use of budgetary resources, proposes approaches and finds solutions to problems in budget implementation and provides programme and budget related support, advice and guidance to staff in the core operational units of the organisation;
   2. Undertakes regular and thorough reviews of the approved budget and allotment to ensure that expenditure does not exceed allotted/ budgeted amounts and to effect reallocations when required in accordance with the Financial Regulations, in collaboration with Programme Managers;
   3. Periodically reviews the status of allotments and initiates revisions as required including managing the mid-year budget review process.

 

5. Prepares analytical budget performance reports.
   
   
   1. Collects and analyses data on the status of the income and expenditure of the Organisation;
   2. Prepares the monthly and quarterly performance reports for senior management;
   3. Prepares the annual budget performance report for IPSAS based financial statements, including Budget versus Actual variances;
   4. Prepares ad hoc reports and analysis for senior management and programme managers;
   5. Alerts senior management and the Budget Steering Committee of any foreseeable and significant risks affecting the financial health of the organisation.

 

6. Monitors and co-ordinates on budgetary matters related to Voluntary Contributions, Special Accounts and Trust Funds.
   
   
   1. Supports Programme Managers in preparing cost plans for Voluntary Contributions and Trust Funds;
   2. Reviews Agreements to ensure their coherence with the OPCW Regulatory Framework;
   3. Ensures timely allotment upon receipt of funds.

 

7. Co-ordinates Information Technology issues pertaining to the Budget Section of the Budget and Finance Branch.
   
   
   1. Advises senior management on the budget information technology requirements;
   2. Advises and consults as a Member of the ERP Advisory Board regarding developments and requirements for budgetary matters;
   3. Ascertains that staff are properly trained on all applications related to budgetary management.

 

8. Support the work of the Advisory Body on Administrative and Financial Matters (ABAF).
   
   
   1. Prepares and coordinates with the Head of Budget and Finance documentation to support ABAF meetings;
   2. As required, supports ABAF members prior to and following meetings;
   3. Compiles information on issues on its agenda;
   4. Coordinates with and assists Secretariat staff in making presentations to ABAF;
   5. Prepares with the Head, Budget and Finance the draft report of the ABAF;
   6. Prepares the Note by the Director-General responding to each ABAF report;
   7. Submits both documents to Policy-making Organs.

 

9. Support the work of the Budget & Finance Branch.
   
   
   1. As required, supports Budget & Finance Branch team members to deliver the objectives of the Branch;
   2. Works with other Section Heads within Budget & Finance Branch to achieve the efficient and effective delivery of the Branch’s objectives;

 

10. Performs other duties as required.
    
    

    Knowledge and Experience

    Education

    Essential:

    Advanced University degree in Business Administration, Finance, Accounting, Management, Public Administration or related area. A first level university degree in combination with qualifying experience (minimum 9 years) may be accepted in lieu of the advanced university degree;

    Practical knowledge of the principles of programme and budget planning and management;

    Knowledge of Results-Based Management (RBM) and UN system financial procedures and accounting standards.

    
    

    Desirable:

    Knowledge of Risk Management principles and internal control frameworks.

    
    

    Experience

    Essential:

    At least 7 years of progressively responsible experience in the field of programme and budget planning, preparation and management in a national and international environment;

    Experience formulating cross-organisational programme budgets and developing standard costing methodologies;

    Sound and demonstrated experience in annual and biennial budget formulation;

    Experience in formulation and implementation of budget charge back mechanisms, cost distribution and other innovative budget practices;

    Sound experience with formulation of extra-budgetary agreements, financial implementation monitoring, and reporting;

    Experience in year-end closure for budget related matters;

    Demonstrated experience in the use and implementation of ERP systems in particular budgetary module(s), associated budgetary processes and reporting;

    Experience with budgetary matters pertaining to large capital build (constructed asset type) projects;

    Demonstrated experience in policy and process change management;

    Experience developing and implementing Results-Based Management;

    Management experience with proven experience supervising small teams.

    
    

    Desirable:

    Work experience in the UN Common System in Budgetary matters;

    Experience working with Agresso/Unit4 ERP systems;

    Familiarity with IPSAS principles would be a strong asset;

    Experience in a business partner role;

    Experience in preparing annual budget performance report and analysis for inclusion in IPSAS based audited financial statements.

    
    

    Skills and Abilities (key competencies):

    1. Strong analytical and conceptual skills;
    2. Proven planning, organisational, coordination, negotiation and problem-solving skills;
    3. Leadership skills and a proven ability supervising the work of a small team;
    4. Inter-personal and communication skills with demonstrated ability to apply tact and accuracy and to present information clearly and logically both in writing and verbally;
    5. Ability to develop and implement financial and administrative policies and procedures for the Organisation;
    6. Solid information technology skills including proficiency in Microsoft desktop packages and financial management information in particular expert knowledge of Excel;
    7. Ability to ensure an effective productivity and achieve goals; ability to coordinate the work of others, work to tight deadlines and handle multiple concurrent activities;
    8. Ability to work in a team and to establish and maintain effective working relationship with people of different national and cultural backgrounds.
    
    

    Language Requirements

    Fluency in English is essential and a good working knowledge of one of the other official OPCW languages (Arabic, Chinese, French, Russian, and Spanish) is desirable.