Administrative and Finance Officer

Under the overall guidance and supervision of the Project Manager, the Administrative and Finance Officer will be expected to provide support to project implementation performing a variety of administrative and finance processes while ensuring high quality and accuracy of work. The Administrative and Finance Officer will help promote a client, quality and results-oriented approach in her/his work. S/he will work in close collaboration with the IEAT, UNDP CO Operations, and other staff of UN agencies, sharing information and ensuring consistent service delivery with an eye to complying with UNDP rules and keeping with donor requirements. The successful candidate will have the following specific responsibilities:

The successful candidate will have the following specific responsibilities:

Ensures implementation of operational and administrative strategies, focusing on achievement of the following results:

• Full compliance of operational and administrative processes for project activities with UNDP rules, regulations, policies and strategies; implementation of the effective internal control, proper design and functioning of HR and administrative management system;
• Administer human resources activities for project staff in accordance with the rules & regulations of UNDP;
• Advise the respective staff for proper coordination with UNDP HR Unit during the different stages of recruitment of project staff. Coordinate for issuance, renewal and termination of contracts of project staff;
• Ensure smooth, efficient and effective running of the project office;
• Actively participate in discussions related to efficient and effective project implementation and general office management;
• Liaise with the national counterpart on issues related to the project activities;
• Participate in internal control mechanisms for adherence to UNDP rules and regulations in contracts, assets, procurement and recruitment;
• Provide constant and timely monitoring and analysis of the operating environment, suggesting quick readjustments of the project activities;
• Presentation of thoroughly researched information for planning and budgeting of financial resources for administrative services / common premises budgets;
• Proper inventory control; supervision of proper issuance of inventory items and supplies;
• Coordination with travel unit covering the liaison with the service providers of flights;
• Coordination and supervision of shipments and customs clearance, office events management, administrative surveys, insurance, and procurement of supplies;
• Support with protocol matters, registration of staff, coordination with local authorities, on space and other administrative matters;
• Management and coordination of transport services;
• Coordination of assets management and / or custody list in the country office, timely preparation and submission of periodic inventory reports, coordination of physical verification of inventory items;
• Ensures proper management of facilities, assets and logistical services, including full compliance with IPSAS in the accounting for procurement, utilization and disposal of assets, reports anomalies and discrepancies for timely action.

Ensures efficient financial resources management of projects finances, focusing on the achievement of the following results:

• Full compliance with UN/UNDP rules, and policies of financial activities recording/reporting systems; follow-up on audit recommendations; implementation of effective internal controls, proper functioning of a client-oriented financial resources management system;
• Prepare budgets and budget revisions as required and manage the project budgets on regular and timely basis;
• Update and initiate processing of project financial entries in Quantum; ensure transmission of project financial data for inclusion in Quantum;
• Implementation of control records such as commitments and expenditures;
• Review of financial reports from partners and sub-contractors;
• Preparation and or review and certification of non-PO vouchers in Quantum;
• Creation of requisition in Quantum for project inputs, making budget checks in Quantum for requisitions, POs and vouchers;
• Timely corrected actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers;
• Maintenance of internal expenditures control system which ensures that vouchers processed are matched and completed transactions are correctly recorded and posted in Quantum;
• Elaboration of monthly work plans and budget as well as monthly narrative and financial report;
• Reconcile the records of payments with activities and recommends new disbursements;
• Provision of researched information, reports for audit exercises;
• Proper control of supporting documents for UNDP payments;
• Monthly Budget Vs Expenditure analysis and expenditures tracking in accordance with UNDP rules and regulations;
• Maintenance of the internal expenditures control system which ensures that vouchers/ invoices processed are matched and completed transactions are correctly recorded and posted in Quantum; travel claims and other entitlements are duly processed;
• Finance business processes mapping and elaboration of the content of internal Standard Operating Procedures in Finance in consultation with office management;
• Assistance in the preparation of financial closure activities, audit and other reports including financial dashboard;
• Provision of researched information, reports for audit exercises and any other compliance activities.

Ensures effective operations support for implementation of project activities support, focusing on achievement of the following results:

• Operations support to conduct of conferences, workshops, trainings and other events;
• Ensure that documentation relating to each workshop/event is retained, systematically organized and retrievable for reporting purposes;
• Support the compilation of participant and invitation lists and undertake follow up with participants, invitees and speakers;
• Organization of shipments, customs clearance arrangements, preparation of documents for UNDP shipments (received/sent), Preparation of all necessary documentation, implementation of follow-up actions;
• Support to organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation. Preparation of POs;
• Arrangements of travel and hotel reservations, preparation of travel authorizations, processing requests for visas, identity cards and other documents;
• Arrangement of vehicle transportation, regular vehicle maintenance and insurance;
• Checking and recording of vehicle daily log and gas consumption, update and maintenance of vehicle history report;
• Compilation and preparation of briefing and presentation materials, speeches, background information and documentation for meetings and missions;
• Manage projects assets and inventory management processes in accordance of UNDP Financial Rules and Regulation;
• Develop and implement effective and efficient process of R&I and supply management system by overseeing the assets stock;
• Reviews, implement and monitor assets management procedures in the relevant project;
• Undertake administrative, logistical, travel, procurement, financial and asset management tasks in full compliance with UNDP rules, regulations and policies;
• Participation in the preparation of work plans and operation plans as well as procurement plans.

Ensures effective implementation of resources mobilized for the project and achievement of the following result:

• Tracking and reporting on mobilized resources;
• Review of contributions agreement;
• Managing contributions in Quantum;
• Monitoring of cost sharing donors’ contributions;
• Advice to project team on different donor reporting requirements, monitoring of financial reports to donors

Ensures facilitation of knowledge building and knowledge sharing focusing on achievement of the following results:

• Assist in organizing training for the operations/ projects staff on finance, audit and compliance matters, and implementation of Internal Control Framework (ICF);
• Synthesize lessons learned and best practices in financial management;
• Advice to the team members on UNDP administrative aspects, including elaboration of policy and processes, as required;
• Organization of trainings for the government counter parts;
• Sound contributions to knowledge networks and communities of practice.

Required Skills and Experience

Education:

• Advanced university degree (master’s degree or equivalent) in Public Administration, Project Management, Economics, Business Administration and in Finance and/or Accounting is required, or
• A first-level university degree (bachelor’s degree) in combination with an additional two years of qualifying experience will be given due consideration in lieu of the advanced university degree.

Experience:

• Up to 2 years (with master’s degree) or minimum 2 years (with a bachelor’s degree) of relevant experience in administration and financial management, project management in development context.

Required skills 

• Advanced knowledge of Microsoft Office package such as Word, Excel, PowerPoint, Outlook, Zoom and Skype is required.

Desired skills 

• Experience in working with international organizations and civil society organizations on elections or related field is desirable;
• Past work experience with a UN agency and/or international organization in South Sudan is considered an asset;
• Financial Management: Knowledge/experience of financial management, principles and methods, and proven ability to apply to strategic and/or practical situations;
• Development and Operational Effectiveness: Proven ability to lead strategic planning, results-based management and reporting;
• Office Administration:  Proven ability to manage day-to-day office activities (including but not limited to travel management, facilities and asset management, policy and procedures maintenance) to meet operational needs;
• Operational Efficiency: Proven ability to identify and execute opportunities to improve operational efficiency;
• Team building: Proven ability to work effectively with diverse groups of professionals towards common goals;
• Knowledge Management: Proven ability to capture, develop, share and effectively use information and knowledge.

Required Language:

• Fluency in English is required.
• Working knowledge of Arabic is an asset.

Source: https://estm.fa.em2.oraclecloud.com/hcmUI/CandidateExperience/en/sites/CX_1/requisitions/job/18555