Background

The United Nations Development Programme Country Office (UNDP CO) in Mauritius is implementing the ‘Restoring Marine Ecosystem Services by Restoring Coral Reefs to Meet a Changing Climate Future’ project, financed through an Adaptation Fund (AF) grant. The project is being implemented under the Direct Implementation Modality (DIM) and involves executing partners in the Republic of Mauritius ( Ministry of Agro-Industry, Food Security, Blue Economy and Fisheries) and the Republic of Seychelles (Ministry of Agriculture Climate Change and Environment). The project implementation started in 2020 and run over a period of six years (72 months).

The overall objective of the project is to reduce the impact of climate change on local communities and coral reef-dependent economic sectors in the Republic of Mauritius and the Republic of Seychelles by implementing coral reef restoration as adaptation to climate change. The project objective will be achieved through the following outcomes: 

• Development of a sustainable partnership and community-based approach to reef restoration;
• Establishment of coral farming and nursery facilities;
• Active restoration of degraded reefs;
• Improved understanding and knowledge management of using coral reef restoration as an adaptation to climate change;
• Sharing regionally and globally the experienced learned in sustainable coral reef restoration; and 
• Training to build capacity for long-term sustainable coral reef restoration.

The project is divided into three components: 

• Component 1: Enhancement of food security and reduction of risks from natural disasters through the restoration of degraded reefs in Mauritius. 
• Component 2: Enhancement of food security and reduction of risks from natural disasters through the restoration of degraded reefs in Seychelles. 
• Component 3: Knowledge, management and sharing, training and sensitization to build regional capacity for sustainable reef restoration. 
   

Duties and Responsibilities

The Finance and Procurement Associate (FPA) will be locally recruited based on an open competitive process. Under the guidance and direct supervision of the Regional Project Manager, the FPA provides leadership in execution of procurement services for the project, ensuring effective and transparent utilization of financial resources and integrity of financial services in all project components related to Mauritius and Seychelles. S/he will implement procurement management policies, procedures and systems in accordance with AF and UNDP requirements. The FPA promotes a client-oriented approach consistent with UNDP rules and regulations as well as those of the AF.

Summary of Key Functions

1.    Administration and procurement support 
2.    Facilitate project-related procurement activities
3.    Support in the preparation and administration of budgets and effective cost recovery
4.    Administration and implementation of operational strategies, processes and procedures
5.    Facilitation of knowledge building and knowledge sharing

Functions / Key Results Expected

Specific tasks and responsibilities:

1.Administration and procurement support focusing on:

• Proper control of the supporting documents for payments, review of financial reports for DIM projects;
• Approval of vendors, if authorized;
• Maintenance of the internal expenditures control system which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in the system, payrolls are duly prepared, travel claims and other entitlements are duly processed;
• Close monitoring of all payroll processes and contract extensions, while keeping HR informed;
• Coordination and review of accounts closure;
• Timely corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers;
•  Timely response to AF and UNDP HQ requests to resolve financial data issues;
• Maintenance of the Accounts Receivables and follow up with partners on contributions; 

2. Facilitate project-related procurement activities

• Prepare annual procurement plans, by collecting required information from the Regional Project Manager and other project staff as well as from the UNDP Head of Environment Unit;
• Conduct market research for the goods and services to be procured, and produce market research reports and cost estimations for the goods and services to be procured; 
• Prepare technical specifications for the goods to be procured within the scope of the Project, liaise with the relevant staff of each Ministry and Institution in the Republic of Mauritius and the Republic of Seychelles during preparation of the technical specifications, and ensure that the technical specifications of the goods are endorsed by the respective governments;
• Prepare terms of reference for the services to be procured within the scope of the project, liaise with the Government of Mauritius and Government of Seychelles during preparation of the terms of reference, and ensure that the terms of reference of the services are endorsed by the respective governments;
• Support preparation of statement of works for the civil works contracts, in coordination with civil engineers, and staff of the governmental institutions in the Republic of Mauritius and the Republic of Seychelles;
• Prepare other solicitation documents, such as request for quotations, request for proposals, invitation to bid etc.;
• Initiate and/or facilitate advertisement processes, ensuring that all solicitation documents are advertised in accordance with the relevant procedures and rules;
• Monitor receipt of offers, proposals etc., and secure/file signed and dated receipt fiches;
• Participate in the evaluation committees to carry out secretarial duties;
• Prepare evaluation grids, templates etc. to facilitate the work of the evaluation committees;
• Produce minutes of the evaluation meetings;
• Facilitate establishment and work of the evaluation committees, by keeping minutes of the evaluation committee meetings etc.;
• Keep records, file and archive all procurement related activities and documents, submit such documents to AF and UNDP regularly;
• Facilitate management of contracts to be issued within the scope of the project.

3.    Provides support in the preparation and administration of budgets and effective cost recovery, and review of financial reports focusing on achievement of the following results:

•  Preparation and modifications of budgets for project components;
• Implementation of the control mechanism for development projects through monitoring budgets preparation and modifications, follow up with HQs on replenishment from AF, maintenance of the General Ledger;
• Sending project budget if authorized by the Senior Management (can be done only based on signed project documents and project budgets);
• Presentation of thoroughly researched information for planning of financial resources of the project, reports containing analysis of the financial situation;
• Timely preparation of cost-recovery bills for the services provided by, elaboration and implementation of the income tracking system and follow up on cost recovery;
• Preparation of roster for DSA payment for Workshops & Conferences;
• Timely preparation of monthly cashflow forecast for use by Regional Project Manager.

4.    Ensures administration and implementation of operational strategies, adapts processes and procedures focusing on achievement of the following results:

• Full compliance with UN/UNDP/AF rules, regulations, and policies of financial activities, financial recording/reporting system and follow-up on audit recommendations; 
• Implementation of effective internal controls, proper functioning of a client-oriented financial resources management system;
• Project finance business processes mapping and elaboration of the content of internal Standard Operating Procedures in Finance in consultation with office management;
• Implementation of cost sharing and trust fund agreements, elaboration of conditions of contributions within the project resource mobilization efforts;
• Elaboration of proposals and implementation of cost saving and reduction strategies in consultations with office management.

5.    Ensures facilitation of knowledge building and knowledge sharing within the project focusing on achievement of the following results:

• Organization of training for the operations/programme/projects staff on procurement;
• Synthesis of lessons learnt and best practices on procurement;
• 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.

Institutional Arrangement

The Finance and Procurement Associate will report directly to the Regional Project Manager of the ‘Restoring Marine Ecosystem Services by Rehabilitating Coral Reefs to Meet a Changing Climate Future’ project.
 

Competencies

Core
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 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 and technical competencies 
 

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.

Business Management: Portfolio Management    

• Ability to select, prioritize and control the organization’s programmes and projects, in line with its strategic objectives and capacity; ability to balance the implementation of change initiatives and the maintenance of business-as-usual, while optimizing return on investment.

Business Development: Monitoring   

• Ability to provide managers and key stakeholders with regular feedback on the consistency or discrepancy between planned and actual activities and programme performance and results.

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.

Finance : Budget management    

• Ability to support budgetary aspects of work planning process, drawing and management of team budgets.

Procurement: Procurement management    

•  The ability to acquire goods, services or works from an outside external source.

Procurement:- Contract management    

• Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/or practical situations.

Required Skills and Experience

Education:

Minimum Academic Education

• Secondary education is required.
• A university degree (Bachelor’s degree) in Business Administration, Public Administration, Finance, Economics or equivalent will be given due consideration, but it is not a requirement.
• CIPS level 3 is highly desirable for this position and candidates holding this level at the time of application will have a distinct advantage. If the desired certification is not available at the time of recruitment, it should be obtained within one year of recruitment. Candidates holding a CIPS certification at any level below at the time of application will have a proportionate advantage.
   

Experience:

Minimum years of relevant Work experience 

• Minimum of 7 years (with high school diploma) or 4 years (with bachelor’s degree) of relevant progressively responsible administrative, finance, accounting experience is required at the national and international level. 
• Knowledge of IPSAS and/or IFRS required.    
   

Required skills 

• Usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of spreadsheet and database packages, experience in handling of web-based management systems and ERP financials.
•  Demonstrable ability to administer project budgets and track financial expenditure.
   

Desired additional skills and competencies

• Snorkeling and Diving is an advantage
• Knowledge of UNDP procurement rules desirable.
   

Required Language(s) (at working level)

• Fluency in English (written & spoken) is required; 
• French and Mauritius Creole are desirable
   

Equal opportunity

As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination. 

UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.

Sexual harassment, exploitation, and abuse of authority

UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles. 

Right to select multiple candidates

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.

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