The PBF portfolio in South Sudan currently has an active portfolio of approximately $32 million across 10 projects. The portfolio is aligned with the overarching policy frameworks for South Sudan, including the Revised National Development Strategy (2021 – 2024) and the UN Sustainable Development Cooperation Framework  (2023 – 2025), and the PBF Strategic Results Framework. The PBF established a Secretariat in South Sudan in view of the country’s growing portfolio. The PBF Secretariat provides support to the RC’s strategic direction of PBF engagement in the country; provides quality-control and coordination support for the portfolio of PBF-funded projects and helps leverage synergies and partnerships with other peacebuilding actors in the country. The PBF Secretariat works closely with the Ministry of Peace Building as well as the recipient organizations and their implementation partners to achieve results through the projects. The Secretariat supports UNCT, for the selection, development, and implementation of PBF projects. In this regard, the Secretariat will also liaise with key dialogue institutions/platforms to ensure successful strategic results for the PBF engagement in the country, UNSDCF mechanisms, coordination groups and other entities working in PBF related areas, including UNMISS and the Reconciliation, Stabilization and Resilience Trust Fund (RSRTF). The PBF Secretariat will support the implementing agencies and government counterparts, specifically the Ministry of Peace Building; UN Agencies, Funds and Programs; and Civil Society Organizations (CSOs), to ensure the cohesion of the PBF portfolio in South Sudan. UNDP provides operational support for the PBF Secretariat, including administrative, financial and procurement services.

 Scope of Work 

Within the delegated authority and under the overall supervision of the RCO Strategic Planner and under the direct supervision of the PBF Coordination Specialist, the PBF Finance and Administrative Associate will perform the following functions.

The PBF Finance and Administrative Associate provides budget and finance oversight for the PBF Secretariat, UN and non UN direct recipients of PBF funds. This includes:

• Assisting in the preparation and review of budgets, consolidates budget/workplan with respect to PBF’s budget and procurement work plan.
• Maintaining income and expenditures for planning purposes and ensures that payments processed are matched and transactions are correctly recorded in Quantum.
• Preparing budget projections, monitors expenditure and compares with approved budget; prepares adjustments and reports as necessary.
• Assisting in the preparation of budget performance submissions and finalization of budget performance reports, analyzing variances between approved budgets and actual expenditures.
• Providing team members with timely information on project and task budget ceilings and funds and funds availability.
• Coordinating with other finance, budget and operations staff on related issues during preparation of budget financial reports.
• Providing ongoing and targeted capacity support to all direct recipients of PBF funds throughout all phases of the project cycle, including for mid-year, annual and end of project reporting, preparation and submission of fund transfer requests.

General Administration and Logistics

The PBF Finance and Administrative Associate is responsible for ensuring smooth operations of the PBF Secretariat and its various functions, including support to the PBF Joint Steering Committee. This includes:

• Drafting routine correspondence to respond to enquiries in respect to relevant administrative, financial audit, personnel matters.
• Organizing meetings, workshops, conferences, retreats, organization of travel/logistical arrangements for staff from the PBF Secretariat, government partners, CSOs and RCO as necessary.
• Scheduling weekly team and ad hoc meetings and drafts meeting minutes.
• Providing inputs to the briefing and background materials for the meeting, webinar, workshop etc
• Participating in PBF Secretariat field missions as required.
• Developing and implementing a PBF Secretariat procurement plan; provide proactive communication and guidance to team members to ensure timely procurements.
• Manage PBF assets including asset acquisition and maintenance, including for PBF Secretariat vehicles.
• Performing other administrative duties as required (e.g. monitoring accounts and payment to vendors and individual  contractors for services, physical space planning; identification office technology needs and maintenance of equipment, software and systems; organizing and coordinating seminars, conferences and translations)
• Any other related tasks as may be required or assigned by the supervisor.

 Institutional Arrangement

As a key member of the Resident Coordinator’s Office and the PBF Secretariat, the PBF Finance and Administrative Associate will report directly to the PBF Coordination Specialist and work under the overall supervision of the Head of RCO. The Associate will work in close collaboration with the PBF Monitoring, Evaluation and Communications Analyst, the PBF Secretariat Associate Programme Management and Analysis Officer, RCO Administrative Assistants and UNDP’s operations team across HR, Finance, Common Services and Procurement functions. The PBF Finance and Administrative Associate will have regular ongoing engagements with key stakeholders in the government of South Sudan at both national and sub-national levels; as well as UN and CSO teams that are implementing PBF projects. The Associate will also support the smooth operations of the PBF Joint Steering Committee and the PBF Secretariat.

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

Business direction and strategy   Strategic Thinking- Ability to develop effective strategies and prioritized plans in line with UNDP’s objectives, based on the systemic analysis of challenges, potential risks and opportunities; linking the vision to reality on the ground, and creating tangible solutions -Ability to leverage learning from a variety of sources to anticipate and respond to future trends; to demonstrate foresight in order to model what future developments and possible ways forward look like for UNDP

Business direction and strategy   Business Acumen – Ability to understand and deal with a business situation in a manner that is likely to lead to a good outcome -Knowledge and understanding of the operational frameworks in the organization and ability to make good judgments and quick decisions within such frameworks Business Management   Project Management – Ability to plan, organize, prioritize and control resources, procedures and protocols to achieve specific goals Business Management   Partnerships Management – Ability to build and maintain partnerships with wide networks of stakeholders, Governments, civil society and private sector partners, experts and others in line with UNDP strategy and policies Business Management   Communications -Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience -Ability to manage communications internally and externally, through media, social media and other appropriate channels Administration & Operations      Events management (including  retreats, trainings and meetings)  Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc. Finance Budget management     Ability to support budgetary aspects of work planning process, drawing and management of team budgets

At least one year work experience in finance and administration with the PBF or a similar fund manager, providing finance and administrative oversight for  multiple projects and working directly with stakeholders across the UN System, in government and with CSOs.

–    At least one year experience providing ongoing and targeted capacity building to multiple stakeholders in government, UN and CSOs, on budget and financial management across all stages of the project cycle.

–   Ability to build and sustain strong work relationships with a diverse range of stakeholders in government, the UN, Civil Society Organizations (CSOs) and grassroots community members

–    Ability to work as a proactivity, flexibility and reliable member of a dynamic team, requiring limited supervision and in a fast paced environment.

–     Solid overall computer literacy, including proficiency in various Ms Office applications (Excel, Word, etc) and email/internet; familiarity with database management and office technology equipment.

–      Experience from previous UN assignments and/or multilateral and bi-lateral aid organizations.

–     Internationally recognized accounting certification.

• Excellent oral and written skills
• Excellent drafting, formulation and reporting skills.
• Ability to work and adapt professionally and effectively in a challenging environment; ability to work effectively in a multicultural team of international and national personnel.
• Sound security awareness.
• English is required and knowledge of Arabic and other local languages spoken in South Sudan is desirable.
• Professional finance and accounting certifications, such as ACCA, CPA, CFA is an added advantage