Associate Specialist, Corporate Budgeting and Forecasting, Geneva

The Global Fund to Fight AIDS, TB, and Malaria

The Global Fund in Geneva, Switzerland

Associate Specialist, Corporate Budgeting and Forecasting – GL C – 3 years Defined Duration

Reporting to the Manager, Corporate Budgeting & Forecasting, the Associate Specialist, Corporate Budgeting & Forecasting is a shared role responsible for supporting the monthly reporting, budgeting and forecasting processes as per the Global Fund annual financial planning of the following:

  • Secretariat Operating Expenditures (OPEX);
  • Grant Allocation; and
  • Strategic Initiatives (SI). They have a client facing role for divisions/departments/teams by supporting the timely development of their annual and quarterly reforecasts for OPEX, SI and Grant, analyzing and reporting on the actual financial performances and providing timely and accurate reports on variance analysis and trends to enable better measurement and monitoring of organizational performance against strategic objectives. They assist the heads of department or budget holders and budget focal points for their assigned divisions/departments in effectively and efficiently managing their budgets and expenditure including challenging budgeting and forecasting assumptions with a view to ensuring value for money, fund efficiency and improve forecasting accuracy, identifying cost trends, variances and slippage risk using historical track record and then proposing adjustment to Finance management. They coordinate the monthly accruals process working with budget holders or focal points and with the accounting team for the divisions/departments they cover. They ensure compliance of budgeting and forecasting assumptions with accounting guidelines They will develop and maintain project controlling dashboards, where needed e.g., for IT-led initiatives. They will review business cases for investments in consultation with Business focal points and capitalization requirements They will also control and report on shared costs in Global Health Campus (GHC) and potential additional bilateral collaborations among GHC subtenants. They support the Specialist, Corporate Budgeting & Forecasting with the consolidation of the OPEX, SI and Grant budget and reforecasts focusing on Hyperion Planning data initialization, managing extracts and performing initial checks and verifications. They will have a very good knowledge of Financial Controlling. They will have basic skills in stakeholder management to ensure timely delivery of quality budgets and reforecasts for divisions/departments they support while maintaining high level scrutiny and compliance with existing financial policies and guidelines.

Key Responsibilities

Under the supervision of the Manager, Corporate Budgeting & Forecasting, the Associate Specialist, Corporate Budgeting & Forecasting operationalizes the OPEX, SI and Grant budgeting and forecasting processes. They support budget owners and their respective Division Heads in the OPEX and SI budgeting and forecasting processes: Timely and efficient budgeting and reforecasting process

  • Have a client facing function for divisions/teams to support OPEX and/or SI and/or Grant;
  • Provides advice on budget guidance, timelines, planning, communication;
  • Work closely with the divisional focal points to translate annual work plans into annual operating budgets clearly identifying resource requirements by reviewing and challenging underlying assumptions for cost efficiency, value for money and forecast accuracy purposes;
  • Produce analyses, comparatives, variances, trends, understanding major drivers of variances, and review of these with the budget owners and division heads, and will ensure timely submissions;
  • Review draft and final versions of teams and divisions reforecasts and budgets;
  • Ensure value for money of budgeting and reforecasting assumptions of the divisions/departments they cover; and
  • Capture and report on any risk or opportunities of under/over- spending on an annual basis under the direct oversight of the Manager and through on-going communication with budget owners, they.

Technical guidance for planning processes:

  • Perform due diligence to ensure compliance with the applicable budgeting guidelines; and
  • Suggest improvement on productivity by proposing process improvement, developing automated applications, eliminating duplications and coordinating information requirements with effective collaboration across relevant teams.

Documentation of planning processes and assumptions:

  • Support the Specialist, Corporate Budgeting & Forecasting in appropriate documentation and filing of financial planning documentation (annual financial planning, guidance, budgeting and forecasting final versions, planning data adjustment related to internal validation steps and management decisions) on SharePoint for audit trail purposes.

Accurate, value-added budgeting/reforecasting consolidation:

  • Manage data loads and extracts and perform initial checks on HP master data accuracy; and
  • Follow up on planning data inconsistencies though interactions with business teams or regional finance teams.

Actuals, accruals and asset capitalization:

  • Monitor and compare actuals to Budget and reforecasts and analyse and review variances monthly (incl. for shared costs for subtenants of the GHC);
  • Review and approve accuracy of purchasing requisitions related to OPEX and SI within the procurement process, to ensure accounting accuracy and budget availability; and
  • Ensure accurate reporting of accruals and consistent reforecast on asset capitalization following OPEX controlling guidance and accounting guidelines for the divisions covered.

Reporting and presentations preparation:

  • Contribute to the preparation of presentation materials for Financial Management, Management Executive Committee (MEC), & Governance Bodies;
  • Ensure consistent application of finance policy and processes that result in timely and accurate periodic management reporting as well as respect of internal controls;
  • Provide information to senior finance management by assembling and summarizing data, preparing reports, making presentations of findings, analyses, and recommendations; and
  • Provide financial information to support ad hoc queries from external auditors and other stakeholders.

Relationship with stakeholders:

  • Build relationships at operational level within Finance & Administration and in other divisions to ensure clear understanding of process timelines, expectations and guidance;
  • Develop understanding of business operations and related need for OPEX resourcing
  • Collaborate with Associate Finance Specialists and/or Finance Specialists to share learning opportunities as well as understanding of key budgetary management issues across the business; and
  • Assess and report back on compliance with process requirement.

For the Global Health Campus:

  • Prepare and consolidate the Shared Global Health Campus and TGF only annual Budgets / Reforecasts;
  • Control (monitor), consolidate and report the Shared annual budgets and reforecasts for all workstreams;
  • Ensure correct analytical codification and appropriate cost reallocation among GHC partners;
  • Provide Financial Services with approved amounts to be rebilled to subtenants (if not automated in Fusion); and
  • Prepare standard reporting for TGF-Gavi Operational Governance Committee and Stakeholders Committee and Subtenant Committee.

Project controlling (incl. IT):

  • Perform project controlling for initiatives/projects to accurately report in monthly financial dashboard/dedicated financial environment on project implementation;
  • Manage additional investment requirements related to the Shared GHC scope (Admin and IT) and provide investment analysis, support for the approval process, update cost and rebill model;

  • Review business cases prepared by business partners on potential project investments; and
  • Follow up on materialization of expected benefits post project implementation.

The above responsibilities are expected to be performed in accordance with the Global Fund Comprehensive Funding Policies, Grant Regulations, Financial guidelines and other operational procedures. They are also expected to update and pro-actively share job knowledge by participating in training opportunities; reading professional publications; maintaining personal networks; participating in professional organizations.

Qualifications

Essential:

  • Degree in Finance or Economics (Bachelor’s in finance or economics) or accounting qualification (professional qualification such as a Chartered Accountant, Certified Public Accountant, Certified Financial Analyst, Fédération des Experts-Comptables Européens)

Desirable:

  • Finance or accounting qualification (professional qualification or part-qualification such as a Chartered Accountant, Certified Public Accountant, Chartered Financial Analyst or Fédération des Experts-Comptables Européens)
  • Master of Business Administration (Finance) or Masters in Finance

Experience

Essential:

  • Progressive experience in financial controlling or financial analysis obtained within an international accounting firm, bilateral or multilateral aid agency, government department, industry or a commercial or investment bank
  • Good command of data analytics and presentation and ability to use excel and tableau
  • Ability to plan, work and meet deadlines with quality deliverables
  • Proven ability to analyse significant amount of information at a detailed level and establish major variances and underlying drivers succinctly;
  • Excellent communications skills and capable of adapting language according to the audience and explaining complex financial matters appropriately;
  • Influencing skills as the job would involve budgetary discussions with internal stakeholders; Ability to identify and collaborate with key stakeholders and proven experience of working across all levels including executive members.

Desirable

  • Minimum 6 years of demonstrated professional experience overseeing a financial or business controlling (budgeting and forecasting processes)
  • Minimum 6 years of demonstrated professional experience in financial planning & analysis, ideally obtained within the private sector
  • Experience in cost-modelling, value-for-money, and operational efficiency analysis (including experience for IT related budget/investments)
  • Experience in the use of financial planning systems (Hyperion Planning), and management reporting tools
  • Experience of working within an international or regional sphere of activity, particularly in the big multinational private sector companies or international organizations with activities in developing world

Competencies

Languages: Fluency in English is required and preferably a good working knowledge of French. Knowledge of other languages such as Spanish, Portuguese, Russian or Arabic would be an asset.

System skills:

  • High level of proficiency in Microsoft Excel, Hyperion Planning, Essbase, Oracle
  • Good general accounting basis

Interpersonal skills:

  • Organizational skills – planning, time management and ability to prioritise effectively;
  • Proactivity and resilience – able to effectively self-manage during high pressure accounting periods;
  • Flexibility and Adaptability – ability to deal with conflicting demands and situations of ambiguity;
  • Confidentiality – ability to handle highly confidential information with discretion.

Organizational Competencies:

  • Global Fund awareness and mind-set
  • Service orientation
  • Drive for results
  • Collaboration
  • Interaction
  • Adaptability

Functional competencies:

  • Analytical: Understanding of analytical techniques related to assessment of quantitative and qualitative information.
  • Business: Understanding of the organisational and business mechanisms; operating knowledge of pragmatic and practical solutions that help translating ideas into specific plans, goals and KPIs within the Global Fund.
  • Due Diligence: Ensuring an appropriate spend of money by means of making informed decisions and initiating actions only after investigating all facts, conditions, rules, laws, regulations, financial considerations, or any other such matters.
  • Finance: Knowledge/awareness of financial and accounting aspects related to the Global Fund’s services.
  • Geopolitical awareness: Knowledge/sensitivity regarding social, political, economic realities and dynamics in specific geographies to use appropriate influencing and dialogue strategies, respond to challenge and problem arising.
  • Operational policy: Knowledge of the Global Fund operational policies related to grant cycle.
  • Multicultural understanding: Sensitivity to multicultural differences and general awareness of how they impact cooperation, ability to use it in cooperation with partners representing other cultures.
  • Risk: Knowledge of the risk management process: identification, aggregation, mitigation, monitoring and reporting of the risks associated with a grant making organisation that operates in high risk & challenging operating environments.

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Job Posting End Date

03 January 2023