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Budget Analyst

U.S. Embassy & Consulates in South Africa
Randburg Randburg West Johannesburg, South Africa
Closing date
Mar 8, 2024

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Job Role
Contract Type
Full Time
The U.S. Mission in Pretoria is seeking eligible and qualified applicants for a position of Budget Analyst in the Financial Management Office (FMO).

Basic Function of Position

Incumbent is responsible for performing a full range of financial services such as budget formulation and execution, financial planning and reporting accounting and reviewing employee allowances for 12 DOS entities: PROG, Representation, Gift Fund, DS, PD, Media Hub, Consular Affairs (CA), STATE PEPFAR, OBO, INL and MSG-total value of $43,939,548).
Incumbent also provides Status of Funds and overall financial management advise on these allotments to agency officials and Senior Post Management throughout the fiscal year.
Receives direct supervision from the Financial Specialist FSN-11.

Major Duties and Responsibilities

Performs financial planning and formulates budgets for STATE Department entities using Mission Resource Request Plan (MRR) goals and objectives as a strategic framework.
Utilizes the following financial tools in the budget preparation process: budget preparation instructions, MRR resource tables, budget data calls, historical funding analysis, inflationary trends, currency exchange rates, contract pricing, local compensation plan, Federal salary and allowances, unfunded priorities, and new positions.
Conducts budget reviews using Global Business Intelligence (GBI) Software (COAST) 60 Status of funds, 62 Status of obligations, and 80 Transaction reports and FMC-generated financial plans to accomplish the following: compliance with MRR and budget submissionsanalysis of unanticipated events, justification of reprogramming financial resources, cost saving mechanisms, analysis of discretionary spending and unfunded priorities, identification of excess funding to be returned to agency/section headquarters.
This also involves amongst others formulating the annual and mid-year budgets for the assigned allotments.
This involves discussing with Agency heads and other senior representatives at Post and their headquarters to obtain budgetary information including program expansion/contraction plans, past spending trends, future spending plans for the section and other issues that might affect funding needs; monitors, gathers and documents other information from the local media, South African Government Policies, economic journals and colleagues that might affect the budget; Using Web RABIT, Web ICASS and RPA software, and designing complex Excel spreadsheets to compute costs to formulate the budget; respond to various data calls from the African Bureau which are required for setting of Post funding targets and developing strong budget narratives and justifications to support the funding requested.
Documenting all the statistical, analytical and source data for future references.
The incumbent provides training in a formalized learning environment on complex database systems and financial processes.
This includes training on GBI/COAST to representatives of all agencies, BPA processes & ILMS in collaboration with GSO procurement to all mission personnel.

Analyses and reviews funding authorizations for respective agencies and sections to ensure that data are consistent with Appropriation Law and agency/section's accounting structure.
Analyses and reviews obligating documents to ensure that data are consistent with Appropriation Law and FAM/FAH/DSSR regulations and that the amounts are legal obligations of the agency/section.
Obligating documents include Blanket Purchase Agreements, Service Contracts, Construction Contracts, Contract Amendments and Modifications, GSA requests, Grants, Interagency Transfer of Funds, Lease Agreements, MOUs, Personnel Actions, Purchase Orders, Purchase Order Amendments, Travel Authorizations, Travel Advances, and Vacancy Announcements.
Maintains funds control to ensure that obligating documents do not exceed funding authorizations and are substatiated with appropriate supporting documentation.
Please appropriate agency/section fiscal data on each valid obligating document.
Contributes to establishing strong internal controls over financial processes allowing for transactions to comply with government laws and regulations.
Develops quarterly financial plans that provide annual projection of expenditure based on actual and projected operational requirements to the end of the fiscal year for budget execution decisions.
Compare financial plans with budget targets provided the Bureau and post generated funds and recommend to FMOs/Agency heads the reprogramming of funds that recognize spending levels and changes in patterns that take place as fiscal year progresses.
Advise FMOs, Agency, section heads, GSO and Post management on funds that would be available for year-end spending providing a basis for year-end procurement planning.
Also involves developing complex Excel spreadsheets to monitor actual spending and projecting future spending to ensure that allotted funds are used both effectively and efficiently; reviewing financial plans with Agency heads to find out areas where funds can be reprogrammed within the appropriate Specific Agency as well as State regulations and within the Appropriation Law; providing Management with the necessary information that is used in making complex management decisions such as recruitment, purchasing, asset replacement, system enhancement and other funding needs decisions and preparing reports for use by Agency heads informing them of how the funds have been utilized and future needs in areas where shortfalls are anticipated and recommends appropriate cost saving initiatives to Post management.

Accounting and Funds Control: Execute appropriate Agency budgets providing funding and obligating funds as needed.
This involves reviewing and funding travel and procurement instruments through ILMS-Ariba, contracts, MOU'S, personnel actions, purchase cards, GeT E2,Travel Manager- contracts, travel orders, petty cash requests and miscellaneous expenditure claims to ensure that they are prepared in accordance with USG laws and regulations before establishing an obligation and forwarding them to the SFMO/DFMO for certification of funds availability; establishing obligations in Momentum in order to commit funds; creating reports from GBI/COAST software in order to review funds availability.
The COAST report is sometimes adjusted to suit the specific needs of the customer, ensure that entries have been posted correctly, provide corrective action where errors have been made, de-obligate funds where procurement action is complete and monitor fund usage; establish worksheets and reports to monitor funds control to ensure that funds are not over spent or that allotments do not become anti-deficient, a violation for which Post financial management officers are held responsible.
The incumbent analyses status of funds to identify deviation of spending from budget plans and projecting spending to the end of the financial year and maintaining and filing supporting documents of all established obligations for future reference and audit needs.
The position also offers training and coaching to the clients on how to use various accounting systems i.e. COAST, ILMS.
The position also involves training and mentoring newly assigned Agency/Section reps in financial matters so that they can be able to perform their jobs more effectively.


University degree in Accounting, Finance, Economics, Business Administration or related field.

Prior Work Experience

Six years of progressively responsible experience in accounting, finance, vouchering, cashiering or budgeting is required.

Job Knowledge

Must have a high degree of DOS and other Agency laws, local laws, procedures, Standardized Regulations, applicable FAM regulations relating to budgeting, funds control, contract performance and payment regulations.
The incumbent must have the ability to independently use such knowledge to determine correctness of financial transactions.
Must have advanced knowledge of the organization and functions of the major program areas of the DOS and other agencies.

Skills and Abilities

Must be able to work independently and follow through on analytical work to minimize need for detail work by their supervisors.
Must be able to effectively grasp, conceptualize, articulate and communicate complex data and information orally and in writing to personnel at all levels throughout the Mission.
Must exercise a good level of interpersonal skills in order to facilitate exchange of information at the working level.

Successful candidate must be able to obtain and old a Local Security Certification or Public Trust clearance.

If you not heard back from us within two weeks after the submission date has closed, please consider your application unsuuccessful for this vacancy.

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