Budget and Grants Officer

The Budget and Grants Officer is responsible for tracking and allocating incoming funds in line with approved plans, and for supporting the effective management of donor grants. The role monitors fund utilization to ensure compliance with donor conditions and timelines, and provides timely financial analysis and inputs to relevant Officers and the Chief of Education, including for donor reporting. The post also supports the preparation of management reports for Senior Management and the Country Management Team, particularly in relation to key programme and financial performance indicators.

Under the overall guidance of the Chief of Education and the direct supervision of the Information Management Officer, the Budget and Grants Officer leads the coordination and technical support for programme budget planning, monitoring and financial oversight, and contributes to high-quality donor reporting. The role works proactively with colleagues across the Country Office, and with donors and external partners, to strengthen programme performance, ensure compliance, and support the effective delivery of results.

The incumbent reviews and analyses programme budget proposals to ensure completeness, accuracy and alignment with programme plans and budget guidelines. The role ensures that resources are planned, allocated and monitored in accordance with donor commitments and UNICEF financial rules and regulations, while providing technical guidance to programme teams on budgeting and financial management.

Key Functions and Accountabilities

Within delegated authority, the incumbent supports the following areas of work and expected results.

1. Financial and Grants Management Support (Education Section)

• Monitor utilization of Regular Resources (RR) and Other Resources (OR) and provide regular financial updates to the Chief of Education.

• Ensure timely allocation of new grants to relevant programmes.

• Initiate and process grant extension requests in advance of expiry dates.

• Work closely with Programme Officers and the Chief of Education to ensure compliance with donor conditions and grant requirements when allocating and re-phasing funds.

• Track grant utilization and programme progress to support full and timely use of funds before expiry.

• Provide accurate financial inputs for donor reports, proposals, workplans and programme documents, including verification of budget calculations prior to finalization.

• Support programme staff to strengthen the quality and clarity of expenditure narratives in financial reports.

• Retrieve and analyze cost information (e.g. staffing and operational costs) from corporate systems and compile standardized and tailored financial reports.

• Maintain organized and accessible records of allocations, correspondence, budgets, donor reports and other financial documentation to strengthen institutional memory within the section.

2. Reporting and Performance Monitoring Support

• Monitor allocation and expenditure trends and generate financial progress reports (e.g. from Insight), flagging risks, delays or deviations to Programme Officers and the Chief of Education.

• Provide budget utilization updates for mid-year, annual and mid-term reviews.

• Support the preparation of periodic and ad hoc financial and performance reports for donors, including documentation for audits when required.

• Contribute to the drafting of concept notes and proposals, including logframes, workplans and budgets, in collaboration with Programme Officers.

• Support the preparation of donor, progress and final reports, as well as internal and external reporting products (e.g. RAM, SitRep).

3. Cost Distribution and Payroll Planning

• Prepare cost distribution for the Education Section in line with grant conditions and payroll requirements.

• Support other tasks related to payroll planning and funding allocation, as required.

4. Capacity Building and Knowledge Support

• Support Programme Officers in researching, compiling and analyzing qualitative and quantitative data to strengthen the quality and timeliness of donor and programme reporting.

• Capacity building sessions for the section programme officers on related technical areas related to the function, including but not limited to, financial management, InSight, and reporting.