Admin and Finance Assistant Full-Time

Background

Mozambique has embarked upon a new phase of decentralization, with the aim of improving governance, strengthening democracy at the sub-national levels, and striving to deliver better public services. Through a Constitutional amendment and a spate of subsequent legislation termed as the ‘Decentralization Package’, the Government has laid the foundations for a deeper form of decentralized governance. As a political reform, it paves the way for deepening of democracy, strengthening social cohesion, national reconciliation  and embedding democratic principles within all tiers of government; and as a governance reform, it creates a platform for more accountable and more responsive government, one that seeks to improve public services by responding to citizen’s needs. The government has undertaken a number of steps to implement the decentralization reforms, including laying out the principles and objectives of a National Program for Decentralization (PND) and drafting several legal frameworks.

To provide further impetus to this process, the Government of Republic of Mozambique and UNDP have developed this Decentralised Governance Promotion Program (DGPP). This Program is the result of consistent dialogue with government (including at the political level); is fully aligned with the legislative changes introduced under the Decentralization Package; will form an integral part of the National Program for Decentralization (PND) which will be finalized in the first quarter of 2020; and complements support provided by other development partners, both within and outside the UN system. The Program takes a flexible, inclusive and equity-oriented approach and seeks to bring to the fore political leadership for implementation of reforms, while addressing gaps in institutional capacity at all levels. Through the Program, UNDP will assist the government to undertake foundational reforms that lead to more inclusive form of decentralized governance, shared prosperity, and a more capable local government system. This support to government is built on three pillars:

1. Inclusion and Citizen Participation, which seeks to contribute to creating an environment for peace and stability and achieve social cohesion by focusing on establishing and strengthening institutional mechanisms for enhanced inclusion, accountability and transparency, and trust building;
2. ResponseAbility which targets strengthening of systemic capacities of sub-national governments in relation to their core mandates, and builds their ability to become more agile and responsive to citizen needs; and
3. Democratization of Economic Opportunity which aims to enhance equity in terms of access to economic opportunities, particularly for women, youth and vulnerable segments including the disabled and the minorities. This is intended to be achieved by helping realize the potential of cities to become even more powerful engines of growth by strengthening their capacities to prepare and deliver local economic plans, with the involvement of private sector, and innovate on the way they conceive and deliver public services

Given the nature of the subject covered, the Project will work with several institutions and entities, including Government institutions, non-governmental and civil society organizations, at central and decentralized levels. The most direct entities will be the implementing partners, namely the Ministry of State Administration and Civil Service as well as the Ministry of Economy and Finance.  This project’s timeframe is the period between 2020 and 2024.

It is against this background that UNDP aims to recruit an Administrative and Finance Assistant.

Under the overall guidance of the DGPP Project Chief Technical Advisor and the direct supervision of the Project Coordinator in MEF, the Administrative and Finance Assistant supports the Ministry of Ministry of Economy and Finance in the preparation of scheduled activities. He/she is responsible for supporting the delivery of financial services, ensuring the highest efficiency in   resources management and the provision of accurate and documented financial information; transparent utilization of financial resources; He/she supports the CTA and the Project Coordinator in the management of the project, supports in day to day planning and monitoring of the activities in the annual work plans of the project. He/she implements the financial and procurement rules and regulations applicable to the project and works in direct contact and coordination with the Decentralization Project Administrative and Finance Assistant housed in the CO.

The   Administrative and Finance Assistant will be housed in the MEF and whenever necessary will travel to projects sites.

Duties and Responsibilities

The Key function of the Administrative and Finance Assistant is to provide effective administrative and financial support services to the Project Team in accordance with UNDP rules, regulations and procedures to ensure sound implementation of the project and the ultimate delivery of Project results as formulated in the Project Document, within the approved budget. To achieve this, he/she will:

1. Ensure administration and implementation of operational strategies, adapt processes and procedures focusing on achievement of the following results:

• Full compliance with UNDP rules and regulations in regard to financial and procurement processes;
• Timely financial recording/reporting system and follow-up on audit recommendations;
• Implementation of effective internal controls, proper functioning of a client-oriented financial resources management system.

2. Ensure administration of budgets:

• Implement the control mechanisms for project through monitoring budgets preparation and modifications;
• Contribute to the preparation of periodic financial reports required by UNDP, relevant national and/or donor entity;
• Liaise with the UNDP Country Office to request payments, verify financial reports, budget revisions, receipts of contributions.
• Preparation of financial information and budgets leading to the formulation of the AWPs
• Ensure proper control of the supporting documents for payments, review of financial reports in accordance with UNDP rules;
• Interact with responsible parties of the project in facilitation and preparation of the financial requests and reports, and other related documentation, directing and consulting on proper reporting tools;
• Ensure timely submission of expenditure reports to the UNDP Country Office and verify the accuracy of such reports;
• Prepare and submit payment requests with proper support documentation to UNDP CO;
• Provide financial monitoring over project commitments and expenditures and assist the CTA and the Project Coordinator in assuring proper project delivery;
• Control the usage of non-expendable equipment (record keeping, drawing up regular inventories);
• Ensure compliance with appropriate operational and financial closure procedures, subject to the incumbent’s mandate and authority;
• Prepare and submit travel documents in accordance with UNDP requirements;
• Assist in procurement of services and goods under the project where appropriate;
• Provide necessary administrative, financial and logistical support to project events, including workshops, seminars, working meetings and visits of national and international delegations (visa support, transportation, hotel accommodation etc.);
• Perform secretarial services during Project Board meetings and day to day project activities;
• Archive the project related documents and expert reports and ensure general circulation of documents;
• Act on telephone inquiries, fax, post and e-mail transmissions, and co-ordinate appointments;
• Draft project correspondence and documents; finalize correspondence of administrative and financial nature; edit reports and other documents for correctness of form and content. Implement Human Resource services such as:
• Assist in the preparation of draft job descriptions, vacancy announcements, compiling matrixes in consultation with the CTA and Project Coordinator;
• Maintain and monitor monthly and annual Project staff attendance records for submission to CO;
• Perform any other duties as requested by the supervisors.

Competencies

Corporate Competencies:

• Demonstrates integrity by modelling the UN’s values and ethical standards;
• Promotes the vision, mission, and strategic goals of UNDP;
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.

Functional Competencies:

• Knowledge Management and Learning;
• Promotes knowledge management within the national Institutions environment through sharing of information and personal example;
• Actively works towards continuing personal learning and development.

Job knowledge and technical expertise:

• Good financial and budgeting skills;
• Ability to manage data, monitor and analyse budgets;
• Ability to prepare financial reports;
• Excellent IT skills.

Delivery: Management and Leadership

• Consistently approaches work with energy and a positive, constructive attitude
• Ability to perform a variety of repetitive and routine tasks and duties related to finance;
• Ability to handle a large volume of work possibly under time constraints;
• Ability to organize and complete multiple tasks by establishing priorities.

Communication:

• Listens to develop awareness of client’s needs;
• Respects difference of opinion;
• Finds common ground to solve problems;
• Demonstrates behaviors such as teamwork, maintaining relationships, and seeks guidance from supervisor to address issues.

Required Skills and Experience

Education:

• Bachelor’s degree in business management, Finance, Accounting, or related area, or;
• Completion of High School level, with over 6 years of below relevant experience.

Experience:

At least 3 years of relevant experience on:

• Financial and budgeting skills
• Ability to manage data, monitor and analyse budgets
• Ability to prepare financial reports
• Assist in procurement of services and goods under the project where appropriate;

Relevant administrative experience on:

• organizing events (workshops, seminars, visits);
• Logistical organization of meetings;
• Correspondence drafting.

Experience in the usage of computers and office software packages (MS Word, Excel, etc) and spreadsheet and database packages, experience in handling of web-based management systems

Previous experience in administering UNDP rules and regulation is a strong asset

Language Requirements:

• Fluency in written and spoken Portuguese.
• English can be an asset.

Disclaimer

Important applicant information

All posts in the SC categories are subject to local recruitment.

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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.

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UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.

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