Administration and Finance Assistant

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From 2021 onwards, UNCDF is launching a 4 year program in Africa, the Pacific and the Caribbean that contributes to the deployment of digital finance solutions at the scale and speed necessary to deepen financial inclusion, accelerate economic recovery from COVID-19, and to make economies and societies more resilient to external shocks. The program will be implemented in 4 regions (West & Central Africa, East & Southern Africa, Pacific and the Caribbean) and has a strong regional and global advocacy component. The program will leverage existing teams at country, regional and global levels for the implementation and to achieve our objective.

UNCDF requires an Administration and Finance Assistant to support the programme implementation in Malawi, working under the supervision of UNCDF Regional Digital Hub Manager, P5 based in Kampala,Uganda.

The Administration and Finance Assistant will play a critical role in supporting the workflow of the team. He/She will support key functions such as procurement, admin support, budget revisions and reporting, as well as all clerical and support staff roles for the programme in accordance with UNCDF/UNDP Programme and Operations Policies and Procedure and applicable rules and regulations.

The Administration and Finance Assistant will work in close collaboration with the operations and programme staff in other UNCDF offices/teams such as headquarters/ Office of Finance and Management Services’ regional and HQ colleagues, Procurement and Operations colleagues and will lend support in the management of contracting, vendor management and budget-related issues.

 

Under the supervision of the Regional Manager ESA, the Administration and Finance Assistant will:

  1. Provides effective administrative management and logistical support;
  2. Supports programme financial resources management;
  3. Supports the management of procurement processes related to programme implementation;
  4. Supports the management of resources mobilized by the programme.

 

1. Provides effective administrative management and logistical support focusing on the achievement of the following results and work products (30%)

  • Ensuring smooth running of daily operations in the office;
  • Preparing and monitoring budget forecasts, cost allocations, and expense reports;
  • Planning travel, including the quarterly travel plan, travel requests, UNDSS requests;
  • Arranging travel and hotel reservations, preparing travel authorizations, processing requests for visas, passports and other documents;
  • Coordinating visa approvals and travel authorizations issued by the government counterpart in close collaboration with UNDP Visa Unit;
  • Processing travel expense claims (TEC) by preparing and collecting supporting documents, ATLAS voucher transactions, DSA calculations, approval obtainments;
  • Coordinating new personnel arrangements such as requests for organizational email accounts, ID cards, vendor forms;
  • Translating and preparing official documents as necessary;
  • Creating requisitions in ATLAS;
  • Requesting payments (against Purchase Order (PO) / contract/ agreement, and non-PO payment vouchers), and dispatching the same;
  • Requesting certificates of payment from consultants and preparing payment requests;
  • Assisting the Project Manager to resolve questions related to budgets, payments, procurement and resources;
  • Maintenance of the internal expenditures control system which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in ATLAS;
  • Maintaining records on assets management and preparing reports;
  • Preparing logistics for programme meetings, workshops and seminars;
  • Developing and maintaining the filing system, ensuring safekeeping of confidential materials;
  • Organizing shipments, customs clearance arrangements, preparing documents for shipments and mail (received and sent);
  • Translating simple correspondences, as needed; and
  • Supporting the programme in the management of knowledge sharing events and logistics related the knowledge management and communication activities.
Supports programme financial resources management focusing on the achievement of the following results and work products (30%)

  • Full compliance with UN/UNDP/UNCDF rules, regulations, and policies on financial activities, financial recording/reporting system and audit recommendations;
  • Routinely monitoring financial exception reports for unusual activities, transactions, and investigating anomalies;
  • Checking that requisitions, POs and vouchers are adequately labeled; and
  • Supporting as needed in the projects’ audit and controlling the follow up.
Supports the management of procurement processes focusing on the achievement of the following results and work products (25%)

  • Coordinating procurement and recruitment processes including drafting terms of references (TORs) and contracts in close collaboration with HQ Finance and Management Services Team.
  • Acting as a liaison with UNCDF programme support, operations and finance units.Managing programme procurements with technical input from the team, determining procurement strategy and requirements and implementing procurement according to UNCDF policies;
  • For local procurement – developing requests for quotes (RFQs) from local vendors and local consultants, obtaining quotes, evaluating and proposing vendors for selection. Monitoring procurement with other UNCDF units to ensure timely advertising and collection of quotes. Verifying vendors’ eligibility and ensuring they are in the UNCDF ATLAS system. Verifying quality and receipt of goods;
  • For international procurement – proposing strategies for procurement with team input. Developing and maintaining the UNCDF expert roster for the programme. Monitoring international procurement with UNCDF HQ to ensure Requests for Proposals (RFPs) are adequately advertised and responses collected. Assisting in the evaluation and finalization of the selection reports;
  • Preparing supporting documents for contract approval and case submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP);
  • Managing contracts through the monitoring of contract expiration, the on-time renewal of contracts, and/or the tracking of deliverables;
  • Preparing inter-office memorandums, justification notes, and other supporting documents as necessary for procurement matters;
  • Managing the Malawi-programme procurement plan and coordinating the timely procurement of services and goods;
  • Supporting in the development and management of supplier rosters, the elaboration of supplier selection and evaluation, and quality and performance measurement mechanisms;
  • Managing the relationship with all programme vendors and consultants. Soliciting necessary forms and information, requesting evidence of completed tasks. Ensuring that consultant evaluation forms are solicited upon completion of work and results are analyzed; and
  • Timely payment for services and goods rendered.
Supports the management of the resources mobilized by the programme focusing on achievement of the following results and work products (15%)

  • Analysis of information on donors’ funding;
  • Tracking of and reporting on mobilized resources;
  • Reviewing of contribution agreements, managing and monitoring contributions in ATLAS;
  • Advising programme staff on donor reporting requirements; and
  • Monitoring financial reports to be submitted to donors

 

 

 

Min. Academic Education Secondary education. BA /BSc degree in Business Administration, Bachelor of Commerce, Finance, Procurement and Logistics, Social Sciences and any other related fields would be desirable but it is not a requirement.
Min. years of relevant Work experience
  • Min five (5) years (with Secondary education), or, min three (3) years (with Bachelor Degree) of relevant experience in administration or programme support service. Experience in the usage of computers and office software packages (MS Word, Excel, etc.).
  • Proven experience in procurement. Certificate of CIPS Level 2 and above will be an asset.
  • Advanced knowledge of Microsoft Office package such as Word, Excel, PowerPoint, Outlook, Skype is required.
  • Specialized training in office management and administration is highly desirable .
  • Hands-on experience with UN ATLAS system and UNDP Procurement process and Policy is preferred.
  • Past work experience with the UN agency and/or international organizaton is considered an asset.
  • Previous work experience in Malawi is highly desirable.
Required skills and competencies
  • Demonstrates integrity and fairness by modelling UN values and ethical standards
  • Demonstrates professional competence and is conscientious and efficient in meeting commitments, observing deadlines and achieving results
  • Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
Desired additional skills and competencies
  • Communication: Excellent communication skills, including the ability to convey complex concepts and recommendations, both orally and in writing, in a clear and persuasive style tailored to match different audiences.
  • Team work: Ability to interact, establish and maintain effective working relations with a culturally diverse team, as a team member, to build trust, and to manage in a deliberate, transparent and predictable way.
  • Client orientation: Ability to establish and maintain productive partnerships with national partners and stakeholders and pro-activeness in identifying of beneficiaries and partners’ needs, and matching them to appropriate solutions.
  • Managing Performance: Ability to develop clear goals that are consistent with agreed strategies; Ability to identify priority activities and tasks and allocate appropriate time and resources for effective and efficient work completion; Ability to monitor progress against milestones and deadlines; Ability to handle effectively multiple tasks without compromising quality, team spirit and positive working relationships; Ability to foresee risks and develop mitigation strategies.
Required Language(s) (at working level)
  • Fluency in French with effective written and oral communication skills required.
  • Knowledge of English with good written and oral communication is required.
Professional Certificates CIPS Level 2 will be an asset

 

The following documents shall be required from the applicants:

  1. Personal CV or P11 , indicating all past positions held and their main underlying functions, their durations (month/year), the qualifications, as well as the contact details (email and telephone number) of the Candidate, and at least three (3) the most recent professional references of previous supervisors. References may also include peers.
  2. A cover letter  (maximum length: 1 page) indicating why the candidate considers him-/herself to be suitable for the position.
  3. Managers may ask (ad hoc) for any other materials relevant to pre-assessing the relevance of their experience, such as diploma and certificate copies or other materials.

To apply for this job please visit jobs.undp.org .

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