Budget and Admin Assistant

MONUSCO/MONUC was established in 1999 under the auspices of the UN Department of Peacekeeping Operations (DPKO). SCR 2277 (2016) requests MONUSCO to support efforts of the Government of DRC towards the protection of civilians, through a comprehensive approach involving all components of MONUSCO, including through reduction of the threat posed by Congolese and foreign armed groups and of violence against civilians, including sexual and gender-based violence and violence against children to a level that can be effectively managed by the Congolese justice and security institutions; and to support Stabilization through the establishment of functional, professional, and accountable state institutions, including security and judicial institutions. The project aims at a better understanding of the most serious violations of human rights law and international humanitarian law in DRC and supports the leadership of the Mission through informed policy and decision making on future vetting of security forces through risk assessment and mitigation, joint planning for MONUSCO operations, as well as advocacy efforts.

This United Nations Volunteers (UNV) assignment is part of MONUSCO (United Nations Organization Stabilization Mission in the Democratic Republic of the Congo)
MONUSCO took over from an earlier UN peacekeeping operation – the United Nations Organization Mission in the Democratic Republic of the Congo (MONUC) – on 1 July 2010. It was done in accordance with Security Council resolution 1925 of 28 May to reflect the new phase.

Between 2021 and 2025, the Mission entered a new phase characterized by a dual dynamic: continuing to carry out its core responsibilities—particularly the protection of civilians—while preparing for a gradual and responsible transition, in close coordination with the Congolese authorities and international partners.

In 2025, the Mission operated in an increasingly complex environment marked by a renewed deterioration of the security situation in eastern DRC, including the capture of Goma by the M23, which significantly exacerbated the humanitarian and protection crisis in North Kivu. In this challenging context, MONUSCO continued adapting its posture to support civilian protection efforts, coordinate with national authorities and maintain engagement with international partners.

This assignment will be based with MONUSCO in Entebbe (Uganda) Duty Station.

More information: https://monusco.unmissions.org/en

Under the terms of the organization’s delegated authority, and under the direct supervision of the Chief Engineer and the Budget, Acquisition and Lease Planning and Property (BALPP) Unit Supervisor, the Budget and Admin Assistant will undertake the following tasks:
Finance and budget tasks:
• Assist the Budget, Acquisition and Lease Planning and Property (BALPP) Unit Supervisor to draft the Engineering Section’s yearly cost estimates and Results Based Budget (RBB) inputs and objectives, including indicators of achievement and outputs.
• Assist the unit to review and monitor all contracts, including service contracts, from a budget perspective.
• Assist the unit to create and review petty cash vouchers, low value acquisitions (LVA), Earmarked Funds Documents (EMF), and Service Entry Sheets (SES).
• Assist the unit supervisor to update the section’s acquisition plan and provide forecasts on spending positions.
• Coordinate vendor evaluations within the section.
• Monitor and follow up on the progress of requisitions in the Umoja system with the Procurement Section, including deliveries and liquidation of the respective Purchase Orders/contracts.
• Assist the unit to monitor all Engineering commercial leases and right-to-use properties provided by the host government for MONUSCO’s operational use.
• Follow up with sections such as the Budget and Finance Section and Supply Chain Management, including the Procurement Section, on all Engineering budget matters.
• Distribute approved Purchase Orders and/or contracts to relevant units for action.
• Monitor Engineering Section account balances against budget and take remedial action in consultation with the Budget Section where required.
• Initiate shopping cart order forms to be submitted to the Central Requisitioning Unit (CRU) of the Supply Chain Management Pillar to raise shopping carts in Umoja on behalf of the Engineering Section; liaise and follow up closely on their execution by the Procurement Section according to the section’s acquisition plan.
• Evaluate invoices received, obtain certifying signatures and determine whether to request supporting information from other units/sections or to process for payment.
Administration duties:
• Draft routine correspondence to respond to enquiries in respect of relevant administrative, financial, audit and personnel matters; schedule meetings and appointments; maintain files of administrative instructions and other rules and regulations.
• Coordinate extensively with service units and liaise frequently with internal team members both at mission level and in the field.
• Define conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations.
• Take, prepare and distribute minutes and action points for Engineering Section meetings and staff.
• Respond to enquiries, provide information and offer advice to staff regarding administrative procedures, processes and practices, and entitlements under the Staff Rules and Regulations.
• Initiate, maintain and monitor Engineering Section staff administrative data and records for time and attendance, performance appraisal, etc. in electronic information systems.
• Assist in the organization of duty travel, annual leave, rest and recuperation, including support to post-travel financial claims.
• Oversee the maintenance of mission vacancy announcement files and keep track of the status of all current vacancy announcements; ensure that recommendations regarding changes in contractual status of staff comply with established procedure and policy; prepare documents for promotion, special post allowance, review of entry level and within-grade allowance panels.
• Support Engineering Section staff during onboarding and separation, including check-in and check-out procedures and associated financial considerations.
• Consolidate data received from other staff members in the section regarding budget submissions; assist in the preparation of supporting narrative and tables regarding budget cost estimates; coordinate with other sections regarding any clarification or additional input required for the formulation of the yearly budget.
• Assist in the elaboration of resource requirements for budget submission; coordinate with other finance and budget staff on related issues during the preparation of the budget report.
• Assist in the preparation of budget performance submissions and in the finalization of budget performance reports.
• Perform other related administrative duties as directed by the Chief of the Engineering Section.