Administrative and Finance Associate Full-Time

Background

Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

Office/Unit/Project Description

UNDP’s Country Programme priorities in Mozambique were defined with national counterparts in alignment with the five-year government plan (PQG), the United Nations Development Assistance Framework (UNDAF) 2017-2020, the UNDP Strategic Plan, and the Istanbul Programme of Action for least developed countries. The current UNDP’s Country Programme focus on three interlinked and transformative pillars:

• Sustainable and inclusive economic transformation;
• Resilience and natural resources management;
• Good governance, peace and social cohesion.

The Governance and Social Cohesion work is focused on Democratic and transparent governance processes that promote peace and social cohesion, justice, human rights and security and provides support to local institutions and partners, including Government institutions, non-governmental and civil society organizations, at central and decentralized levels. In this assignment, UNDP will support in ‘Improving the Implementation of the Universal Periodic Review Recommendations in Mozambique through Strengthening the Monitoring Role of Civil Society’; UNDP will support in ‘Strengthening the national Human Rights system by supporting key national partners and stakeholders’; UNDP will further ‘Support to Country Coordination Monitoring and Accelerating Ratification and Domestication of African Union Treaties by Mozambique’.

Under the overall guidance of the Head of the Governance Unit and the direct supervision of the Project Manager, the Administrative and Finance Associate will provide essential support and work in close collaboration with the operations and project teams within the Project Management Unit, the UNDP’s Country Office in Maputo, as well as government entities and project implementing partners, who are direct beneficiaries of the Rule of Law and Human Rights Project.

Impact of results

The contributions of the Administrative and Finance Associate are vital to the Project Management Unit’s performance and the successful implementation of project activities. Accurate analysis, timely data entry, and effective information presentation ensure proper project execution. Delays or inadequacies in financial reporting can hinder necessary actions, leading to potential financial losses. Additionally, ineffective resource monitoring may slow down project operations and reduce delivery rates. By upholding high standards in financial management and administrative support, the Administrative and Finance Assistant plays a crucial role in the project’s success.

Expected Outputs

• Ensure effective control and oversight of Harmonized Cash Transfers (HACT) and related risk management activities within the framework of program content and operational agreement;
• Timely submission of comprehensive procurement plans aligned with project timelines and requirements;
• Provide quarterly updates on the implementation status of procurement plans, highlighting any challenges and adjustments made;
• Prepare and submit monthly reports detailing project deliveries, budget consumption, and financial performance against established benchmarks;
• Conduct a midterm project review assessing financial and administrative accomplishments, identifying areas for improvement, and ensuring alignment with project objectives.

Scope of work

Effective support for appropriate project Financial Management, focusing on:

• Facilitate auditing and financial controls with respect to the Project;
• Ensure that all procurement and disbursements are carried out in accordance with the UNDP rules and regulations;
• Ensure that project-related disbursements are carried out in a timely and efficient manner;
• Ensure the smooth flow of funds to enable the timely implementation of project activities amongst the various implementation partners, including the timely replenishment of the project account;
• Compile the quarterly and annual financial reports in a timely manner, with a focus on the financial delivery of the project;
• Prepare a monthly project bank reconciliation;
• Maintain a logical and comprehensive record of financial transactions, with supporting documentation, for reference and audit purposes;
• Provide the necessary assistance and documentation for the statutory audit of annual financial statements;
• Produce and update the inventory of equipment and furniture acquired with projects funds including goods in use outside the project premises. Ensure that the inventory is consistent with the related financial documents;
• Prepare process for requisitions, POs and vouchers related to projects;
• Perform all other duties as requested by the PM and relevant to the assignment.

Administrative & Procurement support to the Project, includes the following:

• Prepare and implement procurement strategies, plans and, where applicable, procedures, including sourcing strategies and e-procurement tools and procurement plans, based on the during the PPG phase developed infrastructure and procurement plans and guidance, and in line with existing procedures within the implementation partners;
• Ensure that all procurement activities under the Rule of Law and Human Rights project are implemented in full compliance of procurement activities applicable;
• Elaboration and implementation of cost saving and cost reduction strategies;
• Implementation of a well-functioning strategic procurement processes, from sourcing strategy, tendering, supplier selection and evaluation, quality management, customer relationship management, to performance measurement;
• Implements and guidance to, contracts management and administration strategy within the project, constantly guided by legal framework of the organization and assessing/minimizing all forms of risks in procurement;
• Support the evaluation of offers and make recommendations for the finalization of purchases and the award of contracts; analyses and evaluation of commodity tender results;
• Managing reporting requirements to Project Management on delivery of procurement services;
• Assist in smooth implementation of projects activities, through proactive preparation of materials and documents needed;
• Participates in projects steering committees and board meetings as well as in all other meetings related to the projects for matters of incumbent competence; prepares respective minutes and reports as required;
• Assists and liaise actions/activities among Government, and other partners as required for the effective and smooth project implementation and achievement of established outcomes;
• Support the preparation of recruitment processes, payment and reporting from consultants working under the project, keep all records and reports;
• Spearhead the logistic organization of workshops, trainings, seminars etc. and assist in the production project outreach material;
• Provide assistance to the IP, guidance and training required to effective implementation and observation of rules and regulations, ensuring transparency;
• Reporting on project deliveries.

Facilitate Knowledge Sharing and Capacity Building:

• Communicate and provide guidance to government entities and project implementing partners on financial management matters;
• Organize training sessions and workshops to enhance the financial management capabilities of partners, ensuring effective implementation of project activities.

Ensure Monitoring and Reporting:

• Assist in the preparation of progress reports and financial statements for stakeholders, ensuring accuracy and timeliness;
• Support the Project Teams to compile M&E reports on delivery and resource allocation.

Ensure Compliance and Risk Management:

• Ensure adherence to UNDP policies and procedures, identifying and mitigating financial risks associated with project implementation;
• Assist in audits and evaluations, providing necessary documentation and information to auditors.

Ensure Liaison with Stakeholders:

• Act as a point of contact for internal and external stakeholders regarding administrative and financial inquiries.

The incumbent performs other duties within his/her functional profile as deemed necessary for the effective functioning of the Office and the Organization.

Institutional Arrangement

The Administrative and Finance Associate will play a key role in supporting the effective implementation of all project activities under the Rule of Law and Human Rights Program, as outlined in the project document (2022-2026). This includes fulfilling obligations related to accounting, reporting, and internal control procedures for the project. The Associate will work in close collaboration with the Project Manager to ensure compliance with UNDP’s rules, regulations, and procedures, thereby facilitating the successful execution of project objectives.

Competencies

CORE

• Achieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline.
• Think Innovatively: LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements.
• Learn Continuously: LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback.
• Adapt with Agility: LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible.
• Act with Determination: LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident.
• Engage and Partner: LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships.
• Enable Diversity and Inclusion: LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination.

Cross-Functional & Technical Competencies

Administration And Operations

• Documents and Records Management
  • Overall document (hard or electronic) management; registry and retention policy including storing and archiving.
• Events Management (including retreats, trainings and meetings)
  • Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.
• Inventory Management
  • Each office to ensure sufficient inventory items are available for use as well as reporting for items which are beyond the corporate threshold of $5K and above.

Finance

• Accounting (General)
  • Knowledge of accounting concepts, principles, frameworks, standards, regulations, policies and trends, and ability to apply this to strategic and/or practical situations.

Business Management

• Customer Satisfaction/Client Management
  • Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers’ needs. Provide inputs to the development of customer service strategy. Look for ways to add value beyond clients’ immediate requests;
  • Ability to anticipate client’s upcoming needs and concerns.

Business Development

• Knowledge Generation
  • Ability to research information and to turn it into useful knowledge, relevant for context, or responsive to a stated need. Ability to apply existing concepts to new situations, and to develop new concepts to generate workable solutions and new approaches. Knowledge of relevant concepts, conceptual models, and theories that can be useful in addressing new situations.

Required Skills And Experience

Minimum Academic Education:

• Secondary Education is required. OR
• University degree in Business Administration, Economics, Finance, Procurement, Accountancy and related fields is desirable, but it is not a requirement.

Minimum Years Of Relevant Experience

• Minimum 7 years (with Secondary Education) or 4 years (with Bachelor’s degree), of relevant working experience in administration, accounting, or related areas is required.

Required Skills And Competencies

• Advanced Experience in Financial and budgeting;
• Advanced Experience in managing complex data, monitor and analyze budgets;
• Advanced Experience in performing a variety of repetitive and routine tasks and duties related to finance;
• Advanced Experience in preparing financial reports;
• Advanced Experience in applying accounting policies and principles;
• Advanced Experience in applying public sector procurement procedures;
• Good computer skills and proficiency in standard computer applications (MS Word, MS Excel, etc.).

Desired skills in addition to the competencies covered in the competencies section:

• At least one (1) year of experience supporting project or program management;
• Prior experience and knowledge of UNDP rules and regulations will be an asset;
• Prior experience and knowledge of HACT procedures is an advantage;
• Experience in knowledge management within national institutions environment through sharing of information and personal example is an asset;
• Experience in handling a large volume of work possibly under time constraints is an advantage.

Language Requirements

• Fluency in Portuguese and English is required.

Professional Certificates

• Relevant certifications in financial management or procurement (e.g., CPA, CIMA, or equivalent) would be an advantage.

Disclaimer

Applicant Information About UNDP Rosters:

Note: UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

Non-discrimination

UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.

UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.

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