Budget Preparation & Management Analyst (FMG/PA 3)

JOB PURPOSE:

Under the general direction of the Senior Director Budget Preparation and Management (BPM), the Budget Preparation and Management Analyst is responsible for preparing the recurrent and capital expenditure budgets of assigned ministries departments and agencies and budget funded public bodies, ensuring that: budgets proposed for approval are aligned with the accompanying Corporate/Operational plans and with the priorities of the government; are consistent with the approved expenditure ceilings; managing the flow of resources to facilitate effective budget execution of the expenditure budget during implementation; and using monitoring and evaluation data/information to inform actions recommended during the fiscal year to maintain or adjust the MDAs expenditure budgets. 

KEY RESPONSIBILITIES:

Technical/Professional Responsibilities 

• Prepares medium term results-based forward estimates of assigned MDAs within the approved expenditure ceilings and ensures alignment with the strategic priorities of government; 
• Ensures that performance information (input, output, efficiency and outcome) are incorporated in assigned MDAs medium term results-based expenditure budgets, at the level of programmes;
• Prepares Supplementary Estimates for assigned MDAs that reflects in-year adjustments to the approved budget (revenue and expenditure);
• Prepares Final Supplementary Estimates documents of assigned MDAs and ensures that the information accurately reflects only those changes that were not included in any prior supplementary estimates; 
• Conducts analyses of the costs associated with proposals for ongoing and new policies submitted during the budget process; 
• Conducts analyses and recommends the level of budgetary resources that are required to facilitate the effective implementation of assigned MDAs recurrent programmes; 
• Ensures that the pre-investment costs of public investment projects and the future recurrent costs of completed projects are fully incorporated within the operating budgets of assigned MDAs; 
• Reviews assigned MDAs request for virement within the Recurrent and Capital Heads of Estimates and make recommendations to the Director Budget Preparation and Management; 
• Conducts analysis of assigned MDAs current year and Baseline Forward Estimates for reasonableness in costs associated with delivering: (a) existing programmes at current service levels, and (b) expanding the scope of existing programmes; 
• Conducts feasibility analyses of options proposed by assigned MDAs for adjustments to current policies and make recommendations to Senior Director; 
• Provides relevant data to support the updating of Fiscal Policy Papers which that are tabled in Parliament in September and February of each fiscal year;
• Provides guidance to assigned MDAs in preparing detailed and realistic implementation and cashflow plans, driven by the budget taking account of the timing of payments and payment obligations based on commitments during the fiscal year; 
• Works closely with assigned MDAs to develop their annual budget implementation and cash flow plans to ensure accuracy and consistency with their budgets as approved by the parliament; 
• Assesses requests from assigned MDAs for warrant allocations and cash requirements and recommends the sums that will support the continued implementation of recurrent and capital programmes; 
• Monitors assigned MDAs expenditure at the stage of commitment and actual payments to ensure that the funds are being used according to plan and to inform decision-making for future warrant allocations; 
• Monitors expenditure financed by grants including donations and in-kind contributions to ensure that that they accounted for in the budget;
• Contributes to the Division’s review of Cabinet Submissions taking into consideration the cost of government policies and programmes and current and future budgetary implications. 
• Reviews and proposes future budgetary needs supported by evidence-based analyses and data.
• Uses performance monitoring reports to contributes to assessing portfolio budget implementation during the periodic expenditure reviews conducted by the Senior Director; 
• Consults with the Project Implementation Monitoring analysts to clarify the requirements for public investment projects during budget implementation;
• Advises Senior Director on the likely budgetary needs of each assigned MDAs, and the appropriate priority of these needs; 
• Prepares briefs on assigned MDAs to inform the Senior Director during discussions/negotiations to determine final budget submissions;
• Liaises closely and continuously with assigned MDAs to develop expert and in depth understanding and knowledge of their physical and financial operations, policy priorities and strategic objectives; 

Management/Administrative Responsibilities 

• Participates in meetings, seminars, workshops and conferences as required;
• Prepares reports and conduct presentations as required. 
• Organizes training and conduct coaching sessions, where necessary
• Maintains appropriate record-keeping of information submitted by MDAs. 

Customer Service Responsibilities 

• Maintains customer service principles, standards and measurements;
• Identifies and incorporates the interests and needs of customers in business process design; 
• Ensures critical success factors are identified and meets expectations;
• Prepares quarterly and/or annual Customer Service reports in accordance with established standards. 

Authority 

• Provides advice to MDAs on likely available cash flow; 
• Advises and recommends prioritization of MDAs’ cash flow needs.
• Advises stakeholders on GOJ Expenditure Budget/process 

REQUIRED COMPETENCIES:

• Knowledge of public expenditure budgeting and financial management;
• Knowledge of the GoJ planning and policy setting process; 
• Knowledge of the Public Sector environment and the machinery of Government
• Experience in government accounting and fiscal operations.
• Strong research and analytical skills 
• Sound knowledge of computer applications 
• Possess excellent written and oral communication skills 
• Possess and exercise high integrity and ethical standards 
• High attention to detail/ focus 
• Problem Solving and Analysis – Possess the ability to identify and analyze work related problems and generate innovative or appropriate solutions
• Communication –Possess excellent written and oral communication skills
• Initiative – Ability to exercise initiative and sound judgment 
• Integrity – Possess the ability to act within guidelines, honesty, conduct business transactions, and treat these in a confidential manner. 
• Interpersonal Skills – Possess the ability to interact co-operatively with others and to build long term internal and external relationships; extensive network of professional contacts in government 
• Time Management – Superior time management skills with respect to setting priorities and managing multiple workflows against tight deadlines. 

QUALIFICATION/ EXPERIENCE:

• BSc. In a Computer related field from a recognised tertiary institution is desirable. 
• 2-3 years’ experience in development and maintenance of Data Management Systems. 
• Equivalent combination of education and experience, which demonstrates the ability to perform the duties. 

SPECIAL CONDITIONS ASSOCIATED WITH THE JOB:

• Working conditions with numerous critical deadlines 
• Managing multiple complex assignments 
• Required to work abnormal working hours 
• May be required to travel both locally and oversees on official work related business 

Please note that only shortlisted applicants will be contacted.