Organization: UNDP – United Nations Development Programme
Location: Juba
Grade: Level not specified – Level not specified
Occupational Groups:
Operations and Administrations
Banking and Finance
Closing Date: 2024-06-13
Background
Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.
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 Revitalized Agreement for the Resolution of Conflict in South Sudan (R-ARCSS) signed in September 2018 and the subsequent formation of a Revitalized Transitional Government of National Unity (R-Tono) in February 2020 ended several years of civil war in South Sudan. One of the key benchmarks in the Agreement is the conduct of elections. In August 2022 the Roadmap to the Agreement extended the transitional period and stipulated elections be held in December 2024. These elections will be South Sudan’s first elections as a sovereign state. A United Nations electoral Needs Assessment Mission (NAM) was deployed to the country in May 2021 and a Trilateral team, composed of AUMISS, IGAD and the UN, conducted a needs assessment and evaluation of the electoral and permanent constitution making processes in 2022. In January 2023 the Government of South Sudan formally requested the United Nations to provide electoral assistance recognizing the need to begin planning and preparations for the elections, including establishing the legal framework, reconstitution of the National Elections Commission (NEC), working with political parties, civil society and the media raising public awareness and creating conditions for inclusive participation of citizens. A UN Integrated Electoral Assistance Team (IEAT) has been established led by the United Nations Mission in South Sudan (UNMISS) and UNDP as part of the IEAT has set up the South Sudan Electoral Support (SESS) project.
Institutional Arrangement
The Administrative and Finance Officer, under the overall guidance and supervision of the Project Manager, is expected to provide administrative and financial management techniques, maintain effective administration and reporting systems necessary to ensure efficient and effective support to the goals and objectives of the project as it supports the NEC.
Scope of Work
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.
The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.
Competencies
Core
Achieve Results: LEVEL 2: Scale up solutions and simplifies processes, balances speed and accuracy in doing work.
Think Innovatively: LEVEL 2: Offer new ideas/open to new approaches, demonstrate systemic/integrated thinking.
Learn Continuously: LEVEL 2: Go outside comfort zone, learn from others and support their learning.
Adapt with Agility: LEVEL 2: Adapt processes/approaches to new situations, involve others in change process.
Act with Determination: LEVEL 2: Able to persevere and deal with multiple sources of pressure simultaneously.
Engage and Partner: LEVEL 2: Is facilitator/integrator, bring people together, build/maintain coalitions/partnerships.
Enable Diversity and Inclusion: LEVEL 2: Facilitate conversations to bridge differences, considers in decision making.
Cross-Functional & Technical
Business Management: Customer Satisfaction/Client Management:
Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers’ needs. Provide inputs to the development of customer service strategy. Look for ways to add value beyond clients’ immediate requests.
Ability to anticipate client’s upcoming needs and concerns.
Business Direction & 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 Development: Knowledge Facilitation:
Ability to animate individuals and communities of contributors to participate and share, particularly externally.
Finance
Budget Management: Ability to support budgetary aspects of work planning process, drawing and management of team budget.
Audit Risk Management: Ability to address audit issues raised in the course of an audit and propose solutions in order to ensure a true and fair audit opinion is achieved.
Financial Risk Management: Ensures financial resilience through proactive assessment of risk, implementation of controls and taking mitigating action. Understands risk and reward in relation to collaborative and commercial projects. Ensures a culture of positive risk management.
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.
Disclaimer
Applicant information about UNDP rosters
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.
Non-discrimination
UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.
UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.
Scam warning
The United Nations does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web.