Program Budget Planning and Management

Under the leadership of the Program Officer, the incumbent manages USAID/South Sudan’s annual program budget across all U.S. foreign appropriations funding accounts (ESF, DA, GHP-State, GHP-USAID, and other foreign assistance accounts as applicable). They are responsible for ensuring the accuracy of the Mission’s program budget, regularly monitoring the status of all available funds and obligations and participating in the preparation for quarterly financial reviews. They work with the technical and support teams to develop the master budget for the entire Mission as well as additional foreign assistance money not managed by USAID. The Agency’s Development Information System (DIS) serves as a tool for ensuring that all USAID mechanisms are sufficiently funded, and that planned and actual obligations are accurate and easily available to all staff. They track USAID/Washington Africa Bureau allowances to the Mission, coordinating with the Mission’s Financial Management Office as needed and support the tracking of all directives and earmarks. They maintain appropriately organized electronic files on at least five consecutive funding years (past, current, and future years) at any given time on the shared drive. They advise American, third-country nationals and FSN personnel in projecting budget forecasts and management.

They assists technical officers in tracking their projects’ historical budgets and developing future year budgets to ensure that each activity is allocated sufficient funding for proper implementation; providing/validating budget and financial information for funding actions such as new projects or incremental funding and ensures that all are of high quality, conform to the USAID ADS, and fit within the Mission’s program budget plans; and ensuring/training staff on compliance with USAID’s forward-funding policies and other budget regulations. They liaise with the Financial Management Office, Office of Acquisition and Assistance, and Technical Teams to identify any issues for portfolio and financial reviews.

USAID Official Documentation and Information Management

With limited oversight, the incumbent leads the coordination, preparation, and submission of budget documentation for the annual operational plan, Congressional Budget Justification and Mission Resource Requests, as well as other requests for future year money. The incumbent drafts both required and ad hoc reports for the Africa Bureau and ad-hoc reporting for the Program Office, Mission Director, Africa Bureau, and U.S. Embassy. Such reports might describe the budgetary aspects of achieving joint U.S.-South Sudan program activities and objectives. Reporting requirements often shift (according to the requestor and ultimate external audience) and require careful analysis and reasoned arguments for highly complex situations, where clarity of written communication is very important. In consultation with the other Program Office staff, the incumbent develops various computer-generated analyses of program trends, using mapping, graphic or other special computer programs as necessary to explain USAID/South Sudan with the other Program Office staff, governments, NGOs, contractors, other donors and clients to ensure accurate and up-to-date data.

Within the term of this assignment, the incumbent will be expected to deliver:

1. Complete and accurate information on the program budget responsive to annual budget cycle requirements and data calls.
2. Development of a Master Budget as well as related documents to manage and allocate related US Foreign Assistance funds.
3. Up-to-date and accurate tracker of USAID/Washington Africa Bureau allowances to the Mission.
4. Handover of all up-to-date electronic files.
5. Accurate and timely elements of the Operational Plan, Congressional Budget Justification and Mission Resource Requests, and other related reports and documentation.
6. Consultation on budget forecasts as needed.
7. Trained OFM counterpart and newly hired staff on all of the above.

Qualifications

QUALIFICATIONS, EDUCATION, and/or EXPERIENCE

Required:

• Education: A Bachelor’s degree in relevant subject area (e.g., mathematics, business, finance, accounting, or public administration).
• Work Experience: Five to seven years of progressively responsible experience in development-related project budgeting required. Experience working for an international organization, with a significant amount of that experience gained from working in developing countries.
• Language Proficiency: Level VI (fluent) in both spoken and written English.
• Job Knowledge: A thorough and complete knowledge and understanding of how to plan, implement and monitor a large, highly complex budget portfolio is required. Must have the knowledge of the USAID ADS, the Foreign Assistance Act of 1961, the Foreign Assistance Framework, and US Government regulations.
• Skills and Abilities: Strong analytical capabilities, careful attention to detail, and accuracy in budget planning. Strategic thinking skills with the ability to link the qualitative aspects of projects/programs to the quantitative aspects of the budget, which is important in planning and justifying funding requests. The candidate should demonstrate the ability to work independently as well as cooperatively and work well under pressure. Discretion and tact are helpful qualities. Strong verbal and written English skills are required. Superior skill using Microsoft Excel spreadsheets is essential and required to accomplish everything outlined above. Experience writing formulas and creating pivot tables is required. Experience with PowerPoint presentations, Word documents, and Access databases is required.

Preferred

• Prior experience working as a USAID Budget Specialist position and familiarity with USAID systems (FACTS Info, GLASS, Phoenix, ) policies and procedures.

Supervisory Responsibilities: This position does not have supervisory responsibilities.

Travel: International travel may be required within Juba, South Sudan.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

About the Organization:

IBTCI has been in business since 1987. We specialize in Monitoring, Evaluation, Research & Learning (MERL), Institutional Support (IS), Financial & Risk Management (FRM), Supply Chain Management & Procurement (SCMP); Social & Behavior Change (SBC) and Capacity Building. We provide these services across many sectors including, but not limited to, agriculture, resilience & food security, conflict & crisis, democracy & governance, economic growth & trade, education, energy & Infrastructure, environment & climate change, global health & WASH and humanitarian and disaster assistance. At IBTCI, our colleagues are encouraged to collaborate and be part of the solution while getting the tools and guidance needed to grow and support our clients’ missions.

IBTCI is committed to a policy of equal employment opportunity for all persons without regard to race, color, religion, sex, gender identification, age, marital status, disability, sexual orientation, national origin, disabled veteran or Vietnam-era veteran, or any other classification protected by applicable anti-discrimination laws. We prohibit and do not tolerate any form of discrimination or harassment. VEVRAA Federal Contractor.