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Finance and Administrative  Associate

Maseru

  • Organization: UNDP - United Nations Development Programme
  • Location: Maseru
  • Grade: Consultancy - SB-4 (SC8/SC9), Service Contract, Local Contractors Agreement
  • Occupational Groups:
    • Operations and Administrations
    • Banking and Finance
    • ADMIN AND FINANCE
  • Closing Date: Closed

Background

UNDP Lesotho, in partnership with the Government of Lesotho and the Southern African Development Community (SADC) recently secured funding from the UN Peacebuilding Fund (PBF) to implement the Lesotho National Dialogue and Stabilisation Project (LNDSP). The LNDSP is a response to Lesotho’s cyclic political instability and a first step towards the implementation of comprehensive national reforms aimed at long-term stability and sustained peace and development. 
 
To Implement the project, UNDP-Lesotho is there seeking to recruit a Project Finance and Administrative Associate. The Finance and Administrative Associate will work under the overall guidance and direct supervision of the Project Manager and will be responsible for all financial and administrative duties of the project and support the Project Manager to ensure effective, efficient, transparent and accountable management of the “Lesotho National Dialogue and Stabilization Project (LNDSP).
 
 
Summary of key functions:
 
  • Management of the project, implementing activities by mobilizing goods and services, in accordance with UNDP rules and regulations
  • Support to programme operations (finance, asset management, administration, HR) in line with UNDP corporate rule, regulation and policies 
  • Support partnership activities at project level
  • Facilitation of knowledge building and knowledge sharing, guidance to all stakeholders on programme management and operational matters

Duties and Responsibilities

  • Manage and ensure day-to-day effective delivery of financial, administrative and operational services to the project team such as set up and maintain project files, manage and purchase project stationaries, manage attendance sheet, manage leave forms and maintain contact details of project partners and staff
  • Assist the Project Manager in developing and implementing comprehensive financial monitoring system for the Project 
  • Assist the MER Associate to keep minutes and reports of meetings and report back to the Project Manager 
  • Develop and implement systems that improve day-to-day operation of the project including field activities such as development project inventory system, management of project correspondence and management of project equipment
  • Monitor the use of project funds, standardize the financial and accounting systems of the project while ensuring compliance with UNDP financial and accounting procedure   
  • Comply and verify budget and accounting data by researching files, calculating costs and estimating anticipated expenditure from the project resources 
  • Process all type of payments requests for settlement purposes, including advances to all partners after review 
  • Prepare status report, progress report and other financial reports as might be required by the project 
  • Prepare periodic accounting reports by recording receipts, managing disbursements (ledgers, cashbooks, vouchers etc); reconciling data for recurring or financial special reports and assisting in the preparation of annual procurement plan 
  • Undertake project financial closure formalities including submission of terminal reports, transfer and disposal of equipment, processing of semi-final revisions and support professional staff in preparing the terminal assessment reports  
  • Assist in timely issuance of contracts and the assurance of other eligible entitlements of the project personnel, experts and consultants by preparing annual recruitment plan 
  • Coordinate all internal and external communication coming through the office 
  • Conduct other tasks as requested by the Project Manager 
  • Prepare revision of the budget and assist in the preparation of AWPs
  • Assist in preparations of project audit and any other review or evaluation that may occur 
  • Assist the Project Manager in drafting progress reports, letters and respond on behalf of the PM in a timely manner to any project related queries and also collection of project related data
  • Proactively manage and monitor the project financial risks initially identified and maintain open channel of communication with PM, flagging new risks and avoidance measures in a timely manner 
  • Support in procuring office equipment and ensuring that supply level is adequate to allow project professional staff to adequately perform their job functions 

Competencies

 
Corporate Competencies:
 
  • Demonstrates integrity by modelling the UN’s values and ethical standards
  • Promotes the vision, mission, and strategic goals of UNDP
  • Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
 
Functional Competencies:
 
Knowledge Management and Learning
  • Promotes knowledge management in UNDP and a learning environment in the office through leadership and personal example
  • actively works towards continuing personal learning and development in one or more Practice Areas, acts on learning plan and applies newly acquired skills 
 
Development and Operational Effectiveness
  • Ability to lead strategic planning, results-based management and reporting
  • Ability to lead formulation, implementation, monitoring and evaluation of development programmes and projects
  • Ability to formulate and manage budgets, manage contributions and investments, manage transactions, conduct financial analysis, reporting and cost-recovery
  • Ability to implement new systems and affect staff behavioural/attitudinal change
  • Strong IT skills, knowledge of ATLAS system desirable
  • Excellent knowledge of financial rules and regulations, accounting
  • Excellent knowledge of Results Management Guide and Toolkit
 
 
 
Management and Leadership
  • Builds strong relationships with clients, focuses on impact and result for the client and responds positively to feedback
  • Consistently approaches work with energy and a positive, constructive attitude
  • Demonstrates good oral and written communication skills
  • Demonstrates openness to change and ability to manage complexities

Required Skills and Experience

Education:
University degree in Business Administration, Economics, Finance, Accounting, Commerce and or related field.  Masters degree will be an added advantage  
 
Experience:
 
A minimum three (3) years’ experience (with Master) and 5 years’ experience (with Bachelors) in administrative and financial office management 
Knowledge of Microsoft Office (word. Excel, PowerPoint and Access) and web based reporting software and platform
Good knowledge of budget control and principles of sounds financial management of projects 
Demonstrate ability to work with minimal supervision, independently adjusting priorities and achieving results

Disclaimer

 
“UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply.”
This vacancy is now closed.
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