Organization: UNDP – United Nations Development Programme
Location: Addis Ababa
Grade: Level not specified – Level not specified
Occupational Groups:
Operations and Administrations
Banking and Finance
Closing Date: 2024-10-02
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.
Job Purpose and Organizational Context
The Ethiopian National Dialogue Commission (ENDC) was officially established through the Proclamation (No. 1265/2021) that was passed by the House of People’s Representatives in February 2022. The Commission is established to independently lead, coordinate, and broker efforts aimed towards an inclusive and participatory national dialogue. Eleven Commissioners were nominated through an open process to lead the process for 3 years.
Since its official establishment, the ENDC, through its commissioners and the Secretariate has been engaged in preparatory activities needed to discharge its mandate by accomplishing the above-mentioned tasks. The major ones include the establishment of its Secretariat – a critical entity that would provide the much-needed operational and logistical support to the work of the Commission; developing the dialogue model/method, conducting different level preliminary consultations with representatives of various segments of the society (Women, Youth, CSOs, Political Parties, etc), clarify on issues and solicit support and cooperation to launch the much needed genuine and inclusive national dialogue; and the deployment of experts to conduct the national dialogue and other operational activities.
The National Electoral Board of Ethiopia (NEBE) is an independent organization established by Article 102 of the Constitution of the Federal Democratic Republic of Ethiopia. Since its establishment, the Board has organized different branch offices at both the federal and regional levels including the two administrative cities. The NEBE has conducted six national elections, two local elections, and nine referendums.
Since January 2019, to reform NEBE, the House of Peoples’ Representatives enacted a new proclamation that reduced the management board to five members who serve full-time for six years. According to Proclamation No. 1133/2019, the board has the following powers and duties.
The board is entrusted with a multitude of critical powers and duties essential for the fair and efficient conduct of elections and referendums in Ethiopia. These responsibilities range from overseeing voter education by civil society organizations and registering political parties to guiding the allocation of funds among political entities and ensuring media fairness during elections. The board also plays a pivotal role in determining electoral regions, supervising election observers, and establishing polling stations nationwide. Furthermore, it is tasked with recruiting and training impartial electoral officers, certifying election results, addressing complaints, and taking corrective actions such as ordering re-elections when violations of law undermine electoral outcomes. Additionally, the board is responsible for budget preparation, schedule coordination, reporting to the House of Peoples’ Representatives, and fulfilling any other necessary activities outlined in the law to uphold the integrity and transparency of the electoral process.
To discharge their mandate, the ENDC and NEBE require significant technical and financial support. The Government of Ethiopia (GoE) requested UNDP to provide support as well as undertake resource mobilization and fund management services to the ENDC and NEBE. A response to the GoE request was then sealed through the Support to an Inclusive and Effective National Dialogue Process and Supporting Elections for Ethiopia’s Democratic Strengthening (SEEDS2) in Ethiopia Projects. UNDP’s support to the ENDC and NEBE has been technical and financial. The major one is the establishment of the project Trust Fund to facilitate the fund mobilization and management activities on behalf of ENDC and NEBE, separately. Development partners have started to provide financial contributions through the trust fund that was established by UNDP. The day-to-day programme, financial and administrative management of activities are also increasing given the extent of the work that is coming along with the fund.
It is in this context UNDP Ethiopia CO is looking for a qualified Finance Officer to ensure effective implementation of the day-to-day financial management budget administration and reporting activities of the “Support to an Inclusive and Effective National Dialogue Process in Ethiopia” and Supporting Elections for Ethiopia’s Democratic Strengthening (SEEDS2) project in line with the overall principles of Financial Management, agreed requirements of donors and UNDP internal procedures, rules and regulations The Finance Officer is expected to support the smooth and coordinated implementation of the project through coordinated planning of activities, follow-up of implementation and timely financial reporting to UNDP and donors. The incumbent will be embedded within the Democratic Governance and Peacebuilding Unit of UNDP and will be accountable to the Head of the unit.
Duties and Responsibilities
The Finance Officer is expected to closely work with the team working on the Support to National Dialogue and Supporting Elections for Ethiopia’s Democratic Strengthening (SEEDS2) Projects within UNDP as well as with relevant team members at the ENDC and NEBE. He/she is expected to ensure the provision of high-quality support for the overall financial management activities.
Specific Roles and Responsibilities
Ensure Effective Project Planning & Budgeting
Prepare and maintain the project budget in collaboration with the project team and partners
Monitor and track project expenditures against the approved budget.
Provide forecast cash flow needs to UNDP Finance and manage project funds accordingly.
Advise the Project managers and Officers in identifying and addressing any financial deficiency and issues, if any.
Produce a monthly summary report on the budget against the AWP for review by the Project managers and officers concerned.
Guide Implementing Partners in preparing budgets that are compliant with UNDP’s financial rules and regulations.
Ensure proper documentation and filing of Implementing Partner documents (forms, signed contracts, work plans, budgets, grants assessment reports, M&E frameworks, correspondences, etc.);
Provide financial information on Implementing Partners for audit purposes.
Provide Financial Management Services
Prepare accurate and timely financial reports based on compliance with donor requirements and UNDP organizational standards.
Analyze financial data to identify trends, areas of improvement, and potential challenges.
Provide the project team with regular financial updates and insights to inform decision-making.
Perform regular monitoring of the project budget/delivery and review for correctness and alert Finance for any deficiency, wrong entry, insufficient funds, etc., before quarterly financial closures by UNDP HQ;
Regularly monitor and track disbursements/advances to Implementing Partner every month;
Review NEX advance requests/Direct Payment/Reimbursements sent from the RP for compliance with the standard template, accuracy of amounts/exchange rates, etc. in collaboration with the M&E Officer and the Project Manager and provide technical advice to the IP.
Jointly with the PDRM Unit, undertake regular spot checks as per HACT guidelines to ensure that all expenditures/payments by Implementing Partners are adequately documented and adhere to established guidelines;
Generate Quarterly and Annual financial reports for the UNDP CO review and assist in their analysis;
In liaison with the Project Manager, UNDP Operations Managers, and PDRM Unit, assist in coordinating the provision of information and documents for the project’s audits/ verifications as and when appropriate;
Provide regular budget/resource/Delivery updates to the Unit when requested
Ensure adequate supporting documents for all payments as per the POPPs and maintain an organized, well-documented, and sequential filing system for finance records and documents.
Produce a monthly summary spreadsheet per Implementing Partner on the financial status of the project for review by the CO;
Ensure that LOA for Support to NEX is prepared/Updated and sent to Min. of Finance and uploaded in the HACT share drive.
Provide General Administrative Services
Handel and follow-up procurement of services and goods in consultation with the project team, procurement and operations team, and the DGPU Team Leader. Critically follow up on the proper Transfer of Title, inventory, and Registration of Capital Assets procured for the IP using the UNDP’s POPPs guidelines. Ensure that the Implementing Partner adheres to the UNDP’s standards of procurement when Support to NEX is preferred.
Facilitate the Travel inland and outside of Ethiopia for the IP and Team Leader as deemed necessary
Facilitate the logistics for workshops/meetings/Seminar etc. as and when required
Ensure Integrated Programme Implementation & Capacity Building:
Contributing to project work planning and reporting exercises, participating in the process to collect inputs from various teams (programme, operations, country offices) and consolidate them into a holistic plan;
Identifying synergies and collaborative areas of work between the programme and operations teams, to maximize the project’s overall impact by working together with the Project Manager;
Collects and provides necessary data, statistics, and information to support integrated work planning and reporting.
Guide/share knowledge and information with Implementing Partners on acceptable accounting principles and procedures.
The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization
Institutional Arrangement
The Finance Officer will be directly accountable to the UNDP Team Leader-Democratic Governance and Peacebuilding Unit.
Competencies
Core competencies
Achieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline
Think Innovatively: LEVEL 1: Open to creative ideas/known risks, is a 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
Cross-functional & Technical competencies
Finance: Budget management – Ability to support budgetary aspects of work planning process, drawing and management of team budgets
Finance: Contributions management – Ability to receive, record, report and manage contributions received
Finance: Accounting (General) – Knowledge of accounting concepts, principles, frameworks, standards, regulations, policies and trends, and ability to apply this to strategic and/or practical situations
Business Management: Communication
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
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 fulfill 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 participate in client’s upcoming needs and concerns
Business Management: Operations Management
Ability to effectively plan, organize, and oversee the Organization’s business processes to convert its assets into the best rules in the most efficient manner
Knowledge of relevant concepts and mechanisms
Administration and Operations: Events Management (including workshops and meetings) – Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, cash disbursements, etc.
Required Skills and Experience
Education:
A professional accounting qualification from an internationally accredited institute of accountancy, and/or Advanced (Master’s) University Degree in Finance and/or Accounting is required. Or
A first-level university degree (bachelor’s degree) in the areas mentioned above, in combination with an additional two years of qualifying experience will be given due consideration in lieu of the advanced university degree.
Candidates with professional accounting qualifications from an internationally accredited institute of accountancy will have a distinct advantage.
Candidates with no professional accountancy qualifications, but with degrees that major in accountancy and/or finance must complete the Finance Training and Certification Programme (FTCP), if recruited.
Candidates satisfying the two above criteria are exempted from undertaking the UNDP Advanced Accountancy and Finance Test (AAFT).
Candidates with MBA or master’s in finance with no accountancy qualification but with relevant experience must successfully undertake the UNDP Advanced Accountancy and Finance Test (AAFT) to be eligible for shortlisting.
Experience:
Applicants with a master’s degree (or equivalent) in a relevant field of study are not required to have professional work experience. Applicants with a bachelor’s degree (or equivalent) are required to have a minimum of two (2) years of relevant professional experience in finance and accounting.
Experience in project or programme management is desirable.
Knowledge of Quantum /or IFRS is advantageous.
Experience in the usage of computers and office software packages (MS Word, Excel, etc.) is required.
Advanced knowledge of spreadsheet and database packages, experience in handling web-based management systems and Enterprise Resource Planning (ERP), and financials would be an added advantage.
Prior experience with UN and donor-funded projects would be an added advantage.
Language:
Fluency in spoken and written English and local language of the duty station is required.
Disclaimer
Important information for US Permanent Residents (‘Green Card’ holders)
Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment.
UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.
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.
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