Job Description
Statement of Duties to be Performed
Budget Development Coordination - 30 %
- The job holder plays a pivotal role in the formulation and allocations of the program budget for the Mission. Facilitates the development and implementation of USAID/Moldova operational plans especially with regard to budgetary aspects of activity design and funding. Ensures planned budget is not exceeded, checks budget coding, performs analysis of past expenditure rates, current and projected pipelines, and future burn rates to ensure accuracy of data produced.
- Facilitates the development and management of budget components of major reports required during the annual program cycle, e.g. Mission Resource Request (MRR), the Congressional Budget Justification (CBJ), the Annual Budget Review (ABR), Budget Reviews and Change Notice (CN), and the Operational Plan (OP) by proactively contributing to the preparation of program budget tables and monitoring Program Area /Program Element budget by ensuring that EUR/ACE and USAID Europe and Eurasia (E&E) controls are not exceeded. Reviews all program budget tables and ensures that data input in FACTS Info is accurate before submission to AID/W.
- Advises other USG agency staff involved in the delivery of U.S. Foreign Assistance on policies, procedures, and reporting requirements, particularly related to budget matters. The job holder advises technical offices on the most appropriate ways to reprogram/adjust budgets in response to program changes that occur after the approval of the budget, and tracks all documents required to meet reprogramming requirements, including memos for the Director of Foreign Assistance, Change Notices, and Protected Items Change Requests. Preparation of these documents requires frequent consultations with E&E Bureau colleagues to seek advice on the most efficient way to re-program Mission funds to respond to the host country government’s requests, getting Mission Director approvals as necessary.
- Assures that budget programs and obligations are fully consistent with all USAID policies and procedures. The job holder ensures that any budget changes proposed by any Mission staff are approved by the appropriate, authorized officials. The job holder also is responsible for the preparation of regular budget reports, as well as replying to ad-hoc budget information requests from the Mission Front Office, USAID’s Europe and Eurasia Bureau, and the EUR/ACE office of the U.S Department of State.
- Coordinates with the USAID/Regional Financial Management Center (RFMC) and/or USAID/Moldova Office of Financial Management. In particular, the incumbent verifies, in collaboration with the Chief Accountant, the recording of implementation transactions, de-obligations, earmarks, commitments and de-commitments, and other aspects of financial management related to the program.
- Coordinates the roll-down of funds and the creation of activity allowances in the Phoenix general ledger with E&E/PCS which performs these functions at the job holder’s request for USAID/Washington obligation actions. The job holder also works with the Financial Analyst to ensure integrity of the budgeting process and expenditure of U.S government funds. As needed, the incumbent serves as backup Financial Analyst.
Program Cycle Reporting – 30%
- Prepares budget and narrative inputs for the Mission’s annual Operational Plan (OP) coordinating across the entire U.S Embassy community if necessary. Ensures that the Public/Private Partnership database remains up-to-date, as well as tracks Local Solutions activities (those implemented through Moldovan organizations or systems). Maintains the Mission’s Activity list and responds to data calls and taskers from USAID/Washington or EUR/ACE as necessary. Coordinates with the Mission’s Monitoring and Evaluation Specialist the budget data for the annual Performance Plan and Report (PPR) and semiannual mission portfolio reviews.
Budgeting Systems Coordination – 20%
- Performs data entry into multiple budgeting systems including the Global Acquisition and Assistance System (GLAAS), OPsMaster, FACTS INFO, and FACTS INFO NEXTGEN computer systems, and
- serves as a GLAAS Requestor. S/He serves as subject matter expert for the Global Acquisition and Assistance System (GLAAS): Initiates GLAAS requisitions for new and active awards; advises CORs/AORs and others on pre-obligation requirements references and documentation, requirements of GLAAS entries, etc; and provides technical guidance on solving errors and GLAAS updates.
- Maintains the templates for the Country Checklist, Risk Terrorism Assessment, and Activity Checklist forms needed by technical staff and advises on which forms and appropriate references to utilize based upon the year of the funding being obligated or sub-obligated.
- Enters fiscal data into the FS-AID Database for funding transfers to Operating Units outside the E+E Bureau.
- Serves as the Program Office’s key link with E&E Bureau Program Office (E&E/PCS) USAID/Regional Financial Management Center (RFMC) and/or USAID/Moldova Office of Financial Management (OFM).
- Distributes budget allowances to the activity level based on Operational Plan, Reprogramming Memos or Change Notices and sees that allowances are created by the E+E Bureau Budget Team for activities in Phoenix. Then, s/he utilizes the OPS Master database to determine the appropriate fund-site needed to fund activities.
- Performs the role of Requester in the GLAAS procurement system. Through this work, the incumbent enables the Program Office to create Requisitions in GLAAS for the specific Program Office-related activities (evaluations/ assessments/ GDAs/ USPSC etc.).
- Responsible for updating databases, as needed.
- Provides advice to the Economic Growth (EG) and the Democracy and Governance (DG) Team’s budget preparation and budget monitoring for funds that include Global Health Funding.
- Performs development of Independent Government Cost Estimates (IGCE) for the Activities in design.
- Performs other tasks and duties as deemed appropriate for the continuous improvement of operations within the Mission.
- Takes a proactive role, representing the Program Office in the development of the Mission’s Procurement Plan, tracks the status of procurement actions, and ensures OAA and DG/EG Teams have accurate data on funds availability via cross check of Ops Master and Phoenix Viewer.
- Performs budget analyses including multi-year funding trends, budget projections, or similar, as requested by the Financial Analyst, Program Office Director, or the Mission Front Office.
External Relation – 20%
- Liaises with the Government of Moldova and Washington and facilitates the formulation of the Mission’s Development Objective Agreements (DOAG) with the host country. Plays a pivotal role in the drafting and execution of amendments to the DOAGs and implementation letters.
- Facilitates the Program Office’s communication with the EUR/ACE office in Washington, with the Office of Management and Budget (OMB) on different issues regarding obligation reports or funding notification documentation, etc.
- Interacts routinely with various staff in USAID’s E&E Bureau in Washington regarding budgeting, obligations, and reporting. The incumbent also interacts regularly with State Department officials, particularly on the coordination of legislation (including congressional earmarks and EUR/ACE directives), policies, rules and regulations, and procedures. In particular, the incumbent (a) in coordination with E&E/PCS, ensures that the Mission portfolio meets the requirements of the Congressional Notification (CNs) process; (b) assures that financial data at the activity level are fully consistent with agreements made with the E&E Bureau and the State Department Coordinator’s Office EUR/ACE; (c) prepares all budget requests, coordinating with E&E/PCS to assure that the needed fiscal information is entered into the Phoenix system, and, once the budget has been received, allocates funding to activities.
- Once funds are obligated into the DOAG, the incumbent provides information on available funding for sub-obligation into individual activity mechanisms (contracts, grants, etc). The incumbent also serves as back up to the Financial Analyst who monitors the day-to-day financial operations of the Mission’s portfolio.
MINIMUM QUALIFICATIONS REQUIRED FOR THIS POSITION
a. Education: A Minimum of University’s Degree in Business, Public Administration, Accounting, Finance or another relevant field is required.
b. Prior Work Experience: Minimum of three years of progressively responsible experience in financial management, budgeting, and operations, with four of those in a donor agency, company, CSO or government bureau is required. Experience in the analysis and interpretation of data and the presentation of findings in written and oral form required.
c. Post Entry Training: The job holder will receive formal training in U.S. federal budget processes, USAID computer systems, USAID Program Cycle, and AOR/COR training. In addition, the s/he will receive on-the-job training in USAID operations (including the budget, obligations, contracting processes, and computer systems).
d. Language Proficiency: Level IV (fluent) proficiency is required in English as well as Romanian. Skills in written English are particularly important.
e. Job Knowledge: A thorough knowledge of the concepts, principles, techniques and practices of financial management, budgeting and operations is required.
f. Skills and Abilities: Ability to develop a thorough understanding of the United States Government, USAID, and host government policies and procedures. Ability to quickly learn, multitask, and prioritize work assignments. Must have the ability to communicate professionally with diverse, highlevel officials. Ability to carry out complex technical analysis, both factual and analytical, of financial reports involving Mission projects and activities. Demonstrated negotiation skills. Ability to develop and maintain close working relationships in the public and private sectors with both American and host country nationals. Must have advanced Excel and Word program proficiency, and the ability to graphically display data to maximize understanding of the information.
DEADLINE: SEPTEMBER 5, 2024
