Administrative-Financial Associate (AAF)
Qualifications of Administrative-Financial Associate (AAF):
- Location: Malabo, Equatorial Guinea
- Vacancy No: 28345
- Salary: N/A
- Organization: UNDP United Nations Development Programme
- Deadline: 8/13/2025
Brief details about Administrative-Financial Associate (AAF):
About
Information about the organization that has offered the job:
Within the framework of the reform of the United Nations System (UNS), the Resident Coordinator’s Office (RCO) was established as an independent entity on January 1, 2019. Its purpose is to support the Resident Coordinator and the United Nations Country Team in providing a coordinated and harmonized response to development challenges in Equatorial Guinea. It works closely with all resident and non-resident agencies, funds, and programs that are members of the United Nations Country Team in the Republic of Equatorial Guinea. It maintains regular exchanges with Headquarters (DCO) and the regional office to which it reports and intervenes, together with the Resident Coordinator (RC) and representatives and staff of the Agencies, in collaboration with governmental and institutional authorities, as well as with civil society, bilateral partners, and the private sector.
Under the direction of the United Nations Resident Coordinator, the Resident Coordination Office (RCO) is responsible for coordinating the interventions of United Nations agencies in the implementation of the Country Assistance Framework (CAF). This team assists the Resident Coordinator, whose mission revolves around the 10 core coordination functions. The RCO also operationalizes the coordination mechanisms validated by the United Nations Country Team (UNCT), which are: Strategic analysis and planning; Oversight of the United Nations programming cycle at the country level; Representation and support of the UN Secretariat and resident and non-resident UN agencies; Support to national coordination systems and processes; Development and management of common operational support services; Management and preparation of responses to humanitarian crises; External communication and advocacy; and Human rights and development.
The United Nations Country Team of Equatorial Guinea (UNCT), in line with the recommendations agreed with the Government, has decided to establish a Multi-Partner Trust Fund (MPTF) to support coherent actions towards the achievement of the 2030 Agenda, the Sustainable Development Goals (SDGs) and the National Development Plan. The scope of the Fund is to contribute to development effectiveness and
of the United Nations through the efficient, accountable and transparent design and administration of innovative financing mechanisms for integrated interventions.
The Fund will develop and mobilize financing for strategic interventions through which the United Nations development system and its partners, acting together and leveraging each other’s comparative advantages, can contribute to the achievement of Equatorial Guinea’s national development priorities as reflected in the 2019-2023 UNDAF and the COVID-19 Socioeconomic Response Plan (SERP), ultimately contributing to the 2030 Agenda and the 2035 National Development Plan.
The MPTF Secretariat is located in the RCO office.
3. Scope of Work:
Under the direct supervision of the Fund Manager (or, in his/her absence, the RCO designated as such on an interim basis), the AAF will assume the following tasks and responsibilities:
4. Administrative and financial assistance to the MPTF:
- Provide general administration and financial services for the Fund, as needed, such as payment processing, requisitions, purchase orders, COA facilitation, etc.
- Support project monitoring, including obtaining and providing timely programmatic and financial reports to donors and other MPTF Board members;
- Custodian and manage the fund’s petty cash, if any;
- Organize and maintain the physical and electronic archive of the fund;
- Ensure follow-up of payments made in a timely manner with the UNDP office;
- Establish an updated list of partner contacts: email and telephone numbers;
- Receive, sort and distribute mail by adding the necessary information about the Fund;
- Prepare routine correspondence and memoranda for signature by the Fund manager;
- Assist in the logistical organization for meetings of the Board of Directors, thematic groups, etc.;
- Drafting minutes of meetings;
- Support in the organization of calls for proposals for Fund projects;
- Prepare agendas and organize field visits, meetings and gatherings of an internal and external nature related to the Fund’s project activities;
- Collect, record and maintain all information on the Fund’s activities;
- Support the preparation of work plans and financial and operational planning processes of the Fund;
- Assist in the sourcing and recruitment process, as needed;
- Contribute to the development and implementation of progress reports;
- Ensure word processing, drafting of routine letters/messages/reports, mailings;
- Organize travel and itineraries for Fund-related trips (prepare mission orders or TAs, reserve seats and purchase tickets, hotel reservations, etc.);
- Assist in organizing workshops/seminar programs and mailings;
- Ensure the reception and scheduling of appointments and meeting schedules;
- Make photocopies, bindings and presentations, as needed;
- Ensure the maintenance of all office equipment and maintenance inventory/supply records and their use;
- Perform any other functions assigned by the MPTF Manager or the corresponding officials
5. Advice:
- Collect and identify sources of information (documents, projects and programs, studies, etc.) in the areas or topics included in the MPTF, with emphasis on country-specific information;
- Prepare, upon request, technical notes on the topics covered by the MPTF, enabling better decision-making by the relevant structures of the Fund;
- Identify good practices and lessons learned that could contribute to improving the management of MPTF projects and programs.
6. Strategic alliance, promotion and awareness:
- Support the creation of strategic alliances with other partners involved in the project’s focus areas;
- Support the creation of synergies and complementarity between the interventions of the different partners in the areas covered by the MPTF;
- Support promotion, communication, and visibility in the field and on MPTF topics.
7. Institutional Arrangement:
The AFF will perform his/her duties under the direct supervision of the MPTF Manager or, in his/her absence, the RCO officer designated on an interim basis for that function.
8. Basic skills:
Achieving Results: LEVEL 1: Plans and supervises own work, pays attention to detail, and delivers quality work within the established deadline.
Thinking Innovatively: LEVEL 1: Open to creative ideas and known risks, pragmatically solves problems and makes improvements.
Continuous learning : LEVEL 1: Open and curious mind, shares knowledge, learns from mistakes and requests feedback.
Adapt with agility: LEVEL 1: Adapts to change, manages ambiguity and uncertainty constructively and is flexible.
Act with determination: LEVEL 1: Demonstrates drive and motivation, able to act calmly in the face of adversity and with confidence.
Participate and collaborate: LEVEL 1: Demonstrates compassion and understanding towards others and establishes positive relationships.
Promoting diversity and inclusion: LEVEL 1: Appreciate and respect differences, be aware of unconscious biases, and address discrimination.
Transversal and technical skills: Business Management
Operations Management
• Ability to effectively plan, organize, and monitor the Organization’s business processes in order to convert its assets into the best results in the most efficient manner.
• Knowledge of relevant concepts and mechanisms.
Business Management: Customer Satisfaction/Customer Management
- Provide input into the development of the customer service strategy.
- Look for ways to provide value beyond immediate customer requests.
- Ability to anticipate future customer needs and concerns.
Business Management – Communication
- Ability to communicate clearly, concisely, and unambiguously, both in writing and verbally. Adapt messages and select communication methods according to the audience.
- Ability to manage internal and external communications through media, social networks, and other appropriate channels.
Administration and Operations: Travel Policy and Procedures .
- Knowledge of travel policies and procedures; ability to interpret travel policies, Staff Rules, administrative circulars, financial regulations, and travel regulations.
Administration and Operations: Document and records management.
- General document management (paper or electronic); record-keeping and retention policy, including storage and archiving.
Alliance management. Relationship management.
- Ability to collaborate with a wide range of public and private partners, and to build, maintain, and/or strengthen working relationships, trust, and mutual understanding.
Planning and execution of general events.
- Ability to plan, manage, and execute public and private events to ensure they support and disseminate individual communication and advocacy initiatives, as well as UNDP’s overall brand and mandate.
Finance – Accounting (General):
- Knowledge of accounting concepts, principles, frameworks, standards, regulations, policies, and trends, and the ability to apply them to strategic and/or practical situations. Finance
- Budget Management: Ability to support the budgetary aspects of the work planning process, preparing and managing team budgets.
9. NPSA Minimum Qualifications
Ministry of Academic Education
The candidate must have at least a high school diploma with experience in business administration, accounting, finance, or related studies. A bachelor’s degree combined with three years of relevant work experience may be accepted.
Min. Years of relevant experience
- Have at least 6 years of work experience in the areas of Finance, Administration or executive secretarial work, with the private sector, international aid or development projects or similar organizations;
- A Bachelor’s degree combined with 3 years of relevant work experience may be accepted;
- Good computer skills on MS Office (Word, Excel and PowerPoint) and other common software;
- Basic knowledge of payment procedures, current financial management, and financial reporting is a basic requirement;
- Knowledge of administrative and financial procedures, including the software used at the UN, will be an advantage.
Required languages
Fluency in Spanish (spoken and written). Basic knowledge of English or French is desirable.
Disclaimer
Information for applicants on UNDP lists
NOTE: This announcement is for a list of current and future vacancies with UNDP Equatorial Guinea.
UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying for this position for other similar positions within UNDP at the same level and with similar job descriptions, experience, and educational requirements.
No discrimination
UNDP has a zero-tolerance policy toward sexual exploitation and misconduct, sexual harassment, and abuse of authority. Therefore, all selected candidates will undergo rigorous reference and background checks and are expected to adhere to these standards and principles.
UNDP is an inclusive, equal opportunity employer and does not discriminate on the basis of race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin, or other status.
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7. Applicants must submit the following documents:
- Personal CV or P11 , indicating all past positions held and their main underlying duties, their duration (month/year), qualifications, as well as the Candidate’s contact details (email and telephone number), and at least three (3) most recent professional references from previous supervisors. References may also include colleagues.
- A cover letter (maximum length: 1 page) stating why the candidate is suitable for the position.