Result of Service
The Consultant shall deliver the following results: a) Contribute to the administrative and operational activities of project • Keep track of the budget and register the expenses for the different projects of the Unit, in order to have an updated balance when requested. • Prepare and process in the administrative systems the necessary legal instruments (SSFA, LoA, PCA, MoU) and contracts, following up on payment request, narrative and financial reports. • Conduct the administrative process required to sign or amend the SSFA/PCA, such as preparation of obligations of resources and delivery of documents to partners. • Conduct the preparation of drafts of due diligence, SSFA/PCA, with the technical inputs of the project manager. Ensure that the budget complies with UNEP´s regulations to sign agreements with partners. • Contribute to managing and monitoring payment procedures of SSFA/PCA and consultants contracted for the projects of the Unit. • Keep up to date supporting documents for payment, SSFA/PCA and consultants hired by the unit as progress reports, financial report, etc. • Handle the administrative process for the selection process and hiring of consultants and interns when project resources are directly managed by UNEP to their counterparts in government, private sector and civil society. • Contribute to the processes of procurement of goods and services for the Projects Unit, Low Value Procurement, request for quotations, etc. • Maintain the files of all project of the Unit updated and organized. b) Conduct the preparation of missions and travel of the programme officers and consultants of the unit, including handling the preparation of travel plan, travel request, and request for itineraries. c) Handle the organization of the meetings and workshop of the unit, including preparing low value procurement, technical requirements for venues, translation and catering, travel for participants, etc. • Conduct the preparation and sending of invitation letters and follow up to confirm the participants’ attendance. • Request quotes for itineraries and once approved, reservations for airfare. • Prepare and close rosters for DSA for the meetings participants. • Manage, together with the Administration Unit, the hiring of necessary services for the meeting, as appropriate, such as booking of accommodation for participants, participants meals, audiovisual equipment, services and equipment for simultaneous interpretation and translation. • Handle logistics and catering for the meetings. d) Collaborate in the preparation of projects and concept notes whenever necessary. e) Conduct the preparation of the budgets for fundraising proposals, especially in providing inputs to cost administrative, staff and operational needs. f) Liaise with translation service providers and conduct the revision of products which have to be translated from Spanish to English. g) Carrying out the administrative closure of the project, including the closing of the Agreements with the implementing partners, consultancies, and requesting and managing the financial report for the donor. h) Generate monthly financial reports through the different UMOJA platforms, called BI, ECC, among others. i) Through UMOJA’s Integrated Planning, Management and Reporting (IPMR) platform, create the structure in the system according to the project document signed with the donor. k) Upon new funding funds are received and confirmed, proceed with the unreleased budget on the UMOJA ECC platform. l) Proceed with the released budget in the UMOJA ECC platform to register the budget by class. m) Make transfers or returns between classes as necessary. The Finance & Budget Junior Advisor will be responsible for the following duties: • Provide administrative collaboration for UNEP’s component within the Restoration Flagship project, including the development of budgets, financial reports, payments to consultants, among others. • Participate with UNEP UN-REDD Administrative Officer in the coordination of programme/project planning and preparation; monitor the status of programme/project proposals; takes necessary action to ensure project financial documents are completed and submitted to relevant parties for approval. • Participate in regular meetings related to the Flagship Project with the UNEP Project team and contribute to the budget planning and reporting of Project activities. • Provide overall technical expertise to the Administrative Officer in extracting information and generating expenditure reports from computerized information system databases; perform preliminary analyses of the extracted information. • Collaborate in the timely issuance of contracts and agreements and assurance of other eligible entitlements of project personnel, partners, and experts, related to the Restoration Flagship Project. • Participate and follow-up on actions related to the administration of human resource activities, e.g., recruitment of staff and consultants, placement, the extension of contracts, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures; process personnel actions in the UN SAP-based ERP System (Umoja), to reflect staff movements. • Collaborate in the preparation of missions, meetings, and conferences both at and away from duty station including administrative arrangements for invited experts and servicing staff, meeting participants, travel arrangements, hotel management, and protocol on meeting arrangements. • Engage in the preparation and analysis of the project budget proposals. • Cooperate in the interpretation of budget guidelines; review and coordinate submissions of programme proposals and budget estimates, ensuring that requisite information is included and justified in terms of proposed activities; propose adjustments as necessary; prepares financial and other ad-doc reports and ensure that outputs/services are properly categorized. • Serve as focal point for monitoring and collaboration in budgeting and accounting of programme/project implementation activities, involving extensive liaison with diverse organizational units to initiate requests, obtain necessary clearances, process and follow-up on administrative actions and resolve issues related to project implementation, e.g. recruitment and appointment of personnel, travel arrangements, organization of and participation in training/study tours, authorization of payments, disbursement of funds, procurement of equipment and services, etc. • Draft correspondence and communications related to all aspects of programme/project administration, including work plans and budgets, revisions, and other related issues, as well as prepare unit contributions for a variety of periodic reports. • Perform other related duties as required.
Duties and Responsibilities
The United Nations Environment Programme (UNEP) is the leading global environmental authority that sets the global environmental agenda, promotes the coherent implementation of the environmental dimension of sustainable development within the United Nations system and serves as an authoritative advocate for the global environment. The UNEP Latin America and the Caribbean Office (LACO), located in Panama City, works closely with the 33 countries of the region and its activities are integrated into the Medium-Term Strategy and the Programme of Work approved by the United Nations Environment Assembly (UNEA). The Central American Dry Corridor was one of the Flagship Initiatives selected to contribute to the implementation of the UN Decade for Ecosystem Restoration per both regional and national commitments (hereinafter the “Flagship Project”). Aiming to scale up restoration at the landscape level by improving the design and dissemination of restoration models to accelerate implementation and by building the needed legal frameworks and financial incentives, this initiative will also generate evidence of the restoration benefits by contributing to the quality of life of rural families and regional efforts for a green recovery. The project will be led by the Food and Agriculture Organization of the UN (FAO), the delivery of the different outcomes will involve not only FAO, but also the UN Environment Programme (UNEP), the Central American Integration System (SICA), the International Union for Conservation of Nature (IUCN), as well as other relevant partners (e.g. Center for International Forestry Research – CIFOR). UNEP’s Latin America and the Caribbean office requires additional capacity, in the form of a consultant, to provide administrative support to the Restoration Flagship Project activities. Under the direct supervision of the UNEP Programme Management Officer UN-REDD for Latin America and Caribbean Office, the Finance & Budget Junior Advisor will support the activities of the Restoration Flagship Project and the UNEP work programme and Technical Assistance (TA) in the LAC region. The incumbent will work at the UNEP LAC Office, located in Panama City, Panama, his/her work schedule will be 40 hours per week, full-time, Monday to Friday, and will require exclusive dedication.
Qualifications/special skills
● A bachelor university degree in finance, accounting, administration, or related studies is required. ● Minimum 5 years of experience in finance, budget, accounting, administrative services, audit, or related area is required. ● Experience in the United Nations or other international organizations is an advantage. ● A minimum of two years’ practical experience with trust funds, grants management, and preparation of Donor-related financial statements is desirable. ● Experience in the use of the Grant Management system to manage the grant cycle is desirable.