Budget Officer

Roles and responsibilities

The Budget Coordinator will assist in the preparation, monitoring, and analysis of the university’s budget. This role involves supporting budgeting processes, maintaining financial records, and ensuring compliance with financial policies and procedures.

ESSENTIAL DUTIES & RESPONSIBILITIES:

• Track budget expenditures and ensure they align with the approved budget.
• Implementing financial record-keeping systems to enhance transparency and accountability.
• Respond to phone and email inquiries from users, deans, managers, and other employees. Organize and coordinate the Planning and Budgeting Committee meetings, prepare agendas, take minutes of meetings, and provide support on related matters.
• Maintain accurate and up-to-date financial records and documentation.
• Guide users on processing the budget requests, give alternative solutions, and negotiate the spending with them according to AU’s policies and procedures (example: catering, stationary, gift items, IT Equipment, hospitality items, events and activities requirements…etc.)
• Conduct awareness sessions for users to explain the budget cycle, policies, and procedures.
• Ensure adherence of all records to AU’s financial policies, procedures, and regulations.
• Assist with budget transfers and suggest logical budget reallocation between accounts, categories (manpower, OPEX, CAPEX), and between colleges and offices to cover some urgent requirements.
• Understand expense classification to ensure accurate record keeping.
• Support the Budget Manager with project-specific tasks as needed.
  

QUALIFICATIONS & EXPERIENCE:

• Bachelor’s Degree in Accounting Finance or a related field, with at least two years of experience directly related to the duties and responsibilities specified.
• Experience in higher education is preferred.
  

KNOWLEDGE & SKILLS:

• Basic understanding of financial principles and budget management.
• Proficiency in Microsoft Excel and other financial software.
• Good analytical and problem-solving abilities.
• Ability to gather data, compile information, and prepare reports.
• Effective communication skills, both written and verbal.
• Strong work ethic and commitment to accuracy and integrity in financial reporting.
  

WORKING CONDITIONS:

• Work is normally performed in a typical interior/office work environment.
• No or very limited physical effort is required.
• No or very limited exposure to physical risk.
• May require occasional overtime to meet deadlines or during peak budget periods.

Desired candidate profile

• Strong analytical skills for financial data interpretation and budget analysis.
• Excellent attention to detail and accuracy in financial reporting.
• Proficient in preparing financial forecasts and budget proposals.

Interpersonal Skills:

• Effective communication skills for presenting budget information to stakeholders.
• Strong collaboration skills to work with various departments and teams.
• Ability to train and guide staff in budget-related processes.

Technical Skills:

• Proficiency in budgeting software and financial management tools (e.g., Excel, ERP systems).
• Familiarity with data visualization tools for reporting and presentations.

Personal Attributes:

• Highly organized with the ability to manage multiple projects and deadlines.
• Proactive and able to identify areas for cost savings and process improvements.
• Ethical and trustworthy in handling sensitive financial information.

Responsibilities:

• Develop, implement, and monitor the annual budget process for the organization.
• Prepare detailed budget reports, forecasts, and variance analyses.
• Collaborate with department heads to create and review departmental budgets.
• Provide guidance and support on budget-related issues and best practices.
• Monitor expenditures and ensure compliance with budgetary guidelines.
• Assist in preparing reports for management and stakeholders regarding financial performance.