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Under general supervision of the Chief of Field Office, the budget associate performs a variety of specialized tasks in support of the preparation, monitoring, and control of the programme budget, involving several different sources of funds and several programmes. In addition, the incumbent performs front office functions for Head of Zone office. 

Summary of key functions/accountabilities:

• Maintains and prepares zonal office programme budget /resources reports with special focus on programme budget monitoring; analysis of trends on programme budget allocation and utilization by section; and analysis of trends in project agreements for management and decision making.
• Generates reports on zone office DCTs and status of reporting/liquidations and reimbursements by programme sections. Disseminate the report with programme section, follow-up actions to liquidate the outstanding DCT.
• Establish and maintains information data base system of zonal office programme coordination containing information on NGOs and INGOs profiles, agreements, partner assessments, check lists, internal and external meeting minutes and other information and documentation relevant to programme coordination and reporting.
• Assist in coordinating, compiling and consolidating inputs form all programme sections related to zonal reports including weekly updates, staff meetings, and emergency meetings. Compiling inputs from programme sections on various multi-sectoral external documents / reports when required.
• Coordinate and organizes key zonal office meetings including agenda preparations and circulation; as well as any documents or presentation required for –Zonal management team, heads of programme sections, and all staff meetings. Take minutes as appropriately and follow-up on required action points with relevant staff.
• Follow-up with programme sections on the preparation and submission of Zonal Quarterly programme implementation plans and Quarterly monitoring plans and arranges meetings to review and discuss progress made these quarterly plans.
• Receive and maintain incoming mail and correspondences to the front office and for programme section, log, screen and provide background information, and disseminate to relevant section.
• Review all documents submitted for approval by CFO including PCAs, project agreements, DCTs, travel authorization, for completeness, consistency with agreed format and processes and to ensure compliance with established rules, policy, and guidelines.
• Prepare background information, follow-up with relevant section on briefing notes and background materials in collaboration; effectively maintain, develop, and update the office calendar.
• Arrange appointments with key government officials and departments and maintains supervisor’s calendar, receives high-ranking visitors, places and screens telephone calls and answers queries with discretion
• Perform any other duties assigned by supervisor.