Job Vacancy @ UNDP – Administrative and Finance Associate

Job Description

Background: UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.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.

Project Description: The Government of Sierra Leone through the Environmental Protection Agency has received funding from the Global Environmental Facility (GEF) and the United Nations Development Programme (UNDP) to implement the project titled: Adapting to climate Change induced coastal risks Management in Sierra Leone. This project will be implemented along the coastal zone, in six different pilot sites (Conakry Dee, Lakka, Hamilton, Tombo, Shenge and Turtle Island). The objective of this project, is designed to “Strengthen the ability of coastal communities to systematically manage climate change risks and impacts on physical infrastructure and economic livelihoods”.

The coastal zone of Sierra Leone is highly vulnerable to the increased frequency and severity of coastal erosion, flooding and storm surges which severely impact social wellbeing (health), livelihood security (and water resources) and major economic sectors such as fishing, tourism, water resources and agriculture. Coastal communities are already experiencing considerable repercussions of these impacts, notably on their livelihoods with reduced fishing productivity, ecosystem degradation and low farming outputs. The limited accessibility of climate-related data limits the ability of decision-makers to make informed planning and policy decisions for the coast (in particular, marine and sea parameters databases such as wave height, wave period, wind speed and direction), and to take any clear strategic actions to remedy these negative effects. This inadequate lack of knowledge is contributing towards undermining social and economic development, particularly under a changing climate.

The project, through its three outcomes, will help the Government of Sierra Leone (GoSL) to become more climate resilient while contributing towards achieving the Sustainable Development Goals (SDGs). The activities under Outcome 1 focus on enhancing the availability of high quality climate risk information that is critical for development decision-making in the coastal zone. Under Outcome 2, a series of appropriate protection measures shall be designed along with supporting policy/legal tools and integrated coordination mechanisms to improve or support the implementation of policy to help deal with current and long-term coastal challenges; Finally, Outcome 3 will promote public awareness and promote climate resilient alternatives to sand mining for better adhesion of policy makers and communities on adaptation. The introduction of innovative and resilient livelihood options to address the issue of sand mining along the coast of Sierra Leone shall provide a sustainable and economically viable solution that may be embraced by the GoSL and the construction sector. This project is implemented by UNDP in collaboration with the Environmental Protection Agency (EPA SL), the Ministry of Fisheries and Marine Resources (MFMR) and the Institute of Marine Biology and Oceanography (IMBO) and the National Tourist Board (NTB).

The position of a Admin/Finance Associate is required to work with project team to provide financial and administrative support to the project.Duties and ResponsibilitiesThe Admin/Finance Associate will be responsible for both financial and administrative work of the project.  S/he will be responsible to review and analyze project budget in Atlas system with respect to the finalization of cost estimates and budget in terms of staff and non-staff requirements.

Accounting:

• Be responsible for the operation of the project financial management under the guidance of the Project Manager (PM);
• Undertake annual budget estimates and disbursement plans for the Project in consultation with the Project Management Unit (PMU);
• Keep updated record of all financial transactions in the system;
• Ensure that procedures are in place to provide accurate, complete and timely financial information for managing and monitoring project activities.

Reporting and Documentation:

• Prepare monthly financial report by first week of succeeding month;
• Submit to financial report to the Donor organization on given deadline;
• Track activity level budgets and reports to accordingly.

Fund Management:

• Monitor budget implementation and determine/recommend reallocation of funds when and where necessary with support from Regional Personal Assistance;
• Ensure accountability and promote the efficient use of financial resources allocated for the Project;
• Prepare all payment vouchers and maintain records project assets;
• Support the Project Manager in managing the internal and external Audit Processes.

General Admin:

• Manage administrative function and establish internal administrative systems and controls;
• Maintain updated documentation, filing, folders and administrative data management in both hard copy and soft copy version;
• Maintenance of attendance register, contracting, logistical arrangement and  maintaining of project documents.

Institutional Arrangement

The Admin/Finance Associate shall report directly to the Project Manager and the Team Lead for the Sustainable and Local Economic Development (SLED) Cluster.CompetenciesCore Competencies

• Achieve Results: Scale up solutions and simplifies processes, balances speed and accuracy .in doing work;
• Think Innovatively: Proactively mitigate potential risks, develop new ideas to solve complex problems;
• Learn Continuously: Go outside comfort zone, learn from others and support their learning;
• Adapt with Agility: Adapt processes/approaches to new situations, involve others in change process;
• Act with Determination: Able to persevere and deal with multiple sources of pressure simultaneously;
• Engage and Partner: Is facilitator/integrator, bring people together, build/maintain coalitions/partnerships;
• Enable Diversity and Inclusion: Appreciate/respect differences, aware of unconscious bias, confront discrimination.

Cross-Functional & Technical competencies

Business Direction & Strategy

• Corporate Competencies: Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;
• Building Strategic Partnerships: Ability to identify needs and interventions for capacity building of counterparts, clients and potential partners.

Business Development

• Results Orientation: Ability to take responsibility for achieving agreed outputs within set deadlines and strives until successful outputs are achieved.

Communication

• Team Work and Communication skills: Excellent time management, monitoring and evaluation skills.

Learning and Development

• Organizational Learning and Knowledge Sharing: Advocates for innovative ideas, documenting successes/good practices and building them into the design of new approaches.

Required Skills and ExperienceEducation:

• Completion of Secondary School with specialized certification. Bachelor’s Degree in Commerce, Business or Public Administration and Accounting/Financial Management or related field is desirable but not a requirement.

Experience

• Minimum 7 years (Secondary School) or 4 years (Bachelor’s degree) experience in administrative work, especially with development projects;
• Experience in the usage of computers and office software packages (MS Word, Excel, etc), and advanced knowledge of spreadsheet and database packages;
• Experience in handling of web-based management systems will be an advantage;
• Strong understanding of budgeting and the UN accounting system is desirable;
• Familiarity with UNDP administrative, program, and financial procedures preferred;
• Proven work experience as a Finance Administrator, Finance Assistant or similar role;
• Hands-on experience with accounting software, like QuickBooks etc;
• Advanced knowledge of MS Excel (creating spreadsheets and charts and using financial Excel functions);
• Good understanding of bookkeeping procedures;
• Budget analysis and control;
• Advanced knowledge of MS Excel (creating spreadsheets and charts and using financial Excel functions);
• Time-management and organization skills;
• Confidentiality;
• Problem solving and financial reporting skills.

Language Requirement

• Fluency in spoken and written English and Krio.

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