Consultant-Expert, Planning, Budgeting and Forecasting Process

Organization profile

Every year, millions of people around the world go missing as a result of conflict, human rights abuses, disasters, organized crime, irregular migration, and other causes. Be part of a growing international organization that is dedicated to tackling this global challenge.

The International Commission on Missing Persons (ICMP) is a treaty-based international organization with headquarters in The Hague, the Netherlands. Its mandate is to secure the cooperation of governments and others in locating missing persons. As the only international organization tasked exclusively to work on the issue of missing persons, ICMP maintains field programs throughout the world. To learn more about ICMP click here.

Consultancy background

The formalization of the budgeting process aligns with Audit Recommendation #3, which emphasizes the need for standardized procedures in project budgeting, master planning, and forecasting. This is essential for maintaining transparency, accountability, and effective resource management. The ICMP is committed to implementing robust budget planning processes in alignment with best practices and IPSAS requirements. As part of this commitment, the 2025 budget planning process will include the development of standardized templates, tools for data collection and analysis, and clear mapping of roles and responsibilities.

Under the overall guidance and supervision of the Finance and Administration Manager the Expert will have the following objectives: 

1. Formalization and Standardization of Processes: Develop standardized templates and guidelines for project budgeting, master planning and forecasting, including the roles and responsibilities of stakeholders.
2. Mapping of Processes: Develop a clear mapping of the budgeting / planning / forecasting process and develop recommendation on the roles and responsibilities of all stakeholders (RACI model).
3. Implementation support for budgeting / master planning process: assist in creating a comprehensive Master Plan/Budget that consolidates inputs from various projects/programs (including project pipeline) and other process owners, such as Standard Staff Rating, HR Budget, Unrestricted Budget, Cash Budget (cash inflow/outflow), Financial Costs Budget (exchange rate fluctuation effects, interests, fees etc.) and Multidimensional overview of the master plan is required (a) per cost centers /geographical regions/ sources of funding and (b) per cost unit (organizational unit). Provide support in the implementation of tools and templates, ensuring effective use by relevant staff
4. Rolling Forecasting Techniques: Establish robust forecasting methodologies to evaluate potential risks, opportunities, and project pipelines.
5. Introducing developed process map, tools, techniques and methodology to the ICMP planning and forecasting team

Scope of Work

1. Assessment of current practices (if needed): Review existing budgeting, planning and forecasting practices to identify gaps and areas for improvement.
2. Development and standardization of templates: Design and produce user-friendly unique internal templates for project budgeting (including narrative and financial components), master planning and forecasting ensuring clarity, consistency, and efficiency. Also, identify and implement tools that facilitate data collection, analysis, and reporting for the budget planning process
3. Mapping to processes and suplement it with guidelines (checklists): Create a detailed mapping of the budgeting / planning process, develop recommendations on the roles and responsibilities of all stakeholders involved, ensuring alignment with donor requirements and internal policies.
4. Introduction / share outcome of the engagement: deliver introduction sessions to the planning and forecasting staff on the new budgeting, planning and forecasting processes, ensuring clarity

Deliverables

1. Standardized templates: set of user-friendly templates for project budgeting and master planning, or a set of tools or software recommendations to support budget planning and data analysis.
2. Process Map / Chart flow: visual and textual maps of the budgeting / planning process, detailing roles and responsibilities (RACI)
3. Guidelines/Checklist: Comprehensive guidelines/checklists for project budgeting and proposal submissions.
4. Evaluation and adaptation of implementation.
5. Input for creation of Standard operating procedure (preferred) / or Policy: Materials and documentation for staff introductions/ presentation of the process

Timeline

The consultancy is expected to commence on immediately upon selection and according to the below timeline:

• Deliverable 1 and 2: up to 3 weeks
• 2 weeks for ICMP to implement in coordination with relevant departments and stakeholders
• Deliverable 3,4 and 5 up to 2 weeks after successfully concluding implementation

Requirements

• Professional fluency in English
• University degree in Finance, Accounting, Business Administration, or related field
• Proven experience in delivery/management of planning, budgeting forecasting processes
• Expertise in developing planning, budgeting processes and forecasting methodologies (process mapping/optimization, risk assessment and risk mitigation measures related to relevant processes, ICS, continuous improvement etc.)
• Familiarity with process mapping
• Strong analytical and couching skills
• Strong proficiency in Excel, including advanced functions, data analysis, and modelling
• Knowledge of IPSAS and international accounting standards
• Experience in induction and optimization of new processes in organizational context
• Experience with international organizations is a plus.

Budget

The budget for the consultancy will be based on approved completion of the identified deliverables:

• Deliverable 1 and 2 up to USD2,500
• Deliverables 3,4 and 5 up to USD2,500

This is a fixed-term consultancy. The length of the consultancy, along with the working hours will be discussed and agreed in details with the selected candidate.

Payment will be made within thirty (30) days or earlier of ICMP approving the invoice for payment by bank transfer.

Expected start date: as soon as possible. End date of the contract will depend on the start date of the consultant. 

VN close date: 15 November 2024 

ICMP is committed to maintaining an environment of mutual respect, where equal employment opportunities are available to all applicants. ICMP believes that diversity and inclusion among our staff are critical to our success as a global organization, and we seek to recruit, develop and retain the most talented individuals from a thoroughly diverse range of candidates. ICMP is proud to be part of the International Gender Champions network. 

ICMP may cancel this recruitment without notice or may decide to offer a position with different duties and/or contract length. 

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