Project Finance and Administrative Associate - SO JUST

Despite Jamaica’s strong constitutional and legislative foundation, the effectiveness of the justice system has been stymied by institutional, resource and cultural challenges. The current strategic plans of the Ministry of Justice and the Judiciary highlight several institutional, technological and policy initiatives to be implemented in the short, medium and long term to systemically address these challenges towards ensuring improved efficacy and efficiency of the justice system. Importantly, these initiatives build on previous successes while anticipating the future needs of justice sector. Notwithstanding, there remain significant socio-economic challenges which affect people’s experience of justice services. These socio-cultural issues include, but are not limited to, real and perceived barriers emerging from inadequacies in the accessibility of justice services to vulnerable groups such as rural populations and persons living with disabilities, and limited capacity to protect and fulfill the rights of children in contact and in conflict with the law. At present, the Ministry of Justice’s policies, strategies, and data gathering capacity are limited, resulting in challenges in tailoring justice services to fully meet the needs of the most vulnerable, ensure equitable social justice outcomes, or mainstream gender equity considerations.

In addition to these issues, one of the causal factors for the high demand for justice services and the current high case backlog is the country’s high crime rate. Jamaica has one of the highest crime rates in the Latin American region and in the world. Improved efficiency in the delivery of justice is therefore hinged on a reduced demand for justice services and expansion of the scope of services provided.   The Ministry of Justice has promulgated a suite of alternative justice services (AJS) such as mediation and other alternative dispute resolution methods, restorative justice, child diversion and other services, in response to the identified needs. These are designed, in part, to reduce the inflow of criminal and civil disputes into courts. However, lack of knowledge and understanding among members of the public has limited their effectiveness and uptake.  These challenges collectively undermine social justice and can have a deleterious effect on public perceptions of and interactions with the justice sector, despite the realities of ongoing reforms.

Financed by Global Affairs Canada, the Social Justice (SO-JUST) Project is a 7-year project which aims to use an equitable human rights and gender responsive approach, targeting systemic change within the processes of the Ministry of Justice, its departments and agencies, the Courts, the Office of the Director of Public Prosecutions and other state and non-state partners to improve social justice in Jamaica.  The project aims to support the Government of Jamaica in increasing access to justice for vulnerable and disadvantaged groups and strengthening the capacity of the justice system to implement gender-responsive social justice policies and programmes. It reflects and integrates the four pillars of social justice, which are equity, access, participation, and rights, and adopts a gender-responsive approach. It will provide the justice system with enhanced training and human resource development capacity and records and case management strategies required to sustain reforms. To achieve the defined programme goals, targets and effective delivery and quality services, a dedicated Project Management Unit (PMU) has been established comprising Project Manager, Project Procurement Associate, Finance & Administrative Associate and Monitoring & Evaluation Associate.

Under the overall guidance of the Programme Specialist and direct supervision of the Project Manager for the Social Justice Project, the Finance and Administrative Associate will provide support in administration and finance for the efficient implementation of UNDP’s outputs and activities under the project. She/he will work in close collaboration with the Project Management Unit (PMU), UNDP’s programme and operations team, other UN agencies, Government officials, multi and bi-lateral donors and civil society ensuring UNDP’s successful achievement of the outputs of the project. 

Within delegated authority, the Finance & Administrative Associate will be responsible for the following duties:  

•  Administration and implementation of programme/operations and financial management strategies
• Administrative support to the Social-Justice project and other MCO projects 
• Financial management support to the Social-Justice Project and other MCO projects 
• Facilitation of knowledge building and knowledge sharing 
   

1) Administration and implementation of programme/operations and financial management strategies - Ensures administration and implementation of programme/operations and financial management strategies, adapts processes and procedures focusing on achievement of the following results:

• Full compliance of administrative and financial activities with UNDP rules, regulations, policies, and strategies.
• Provide inputs to the MCO’s administrative and financial business processes relating to programme and project management.
• Support implementation of the internal standard operating procedures (SOPs) for the MCO’s projects and programmes.

2) Administrative support to the Social-Justice project and other MCO projects - Administrative support to the SO-JUST project and other CO projects focusing on the achievement of the following:

• Provide substantive inputs towards the development of the programme annual work plans, budgets, and implementation strategies for the MCO’s projects including for the SO-JUST project.
• Assist the Project Manager in establishing the administrative systems and internal procedures and carry out various administrative activities, including filing documents and maintaining record of projects.
• Maintain an active file of all personnel, consultants of the project; and regularly update the contacts of relevant Project’s partners and Government officials.
• Coordinate the execution of project events, including workshops, meetings, and training. This also includes consolidation of background materials for use in discussions and briefing sessions and taking meeting notes.
• Provide logistical arrangements including transportations, hotel bookings for project staff, consultants and invited guests engaged in the Project’s activities.
• Research and conduct analysis of statistical and other forms of data from internal and external sources; preparing statistical charts, tables, reports, and presentations, as required.
• Assist with the project communication activities, as required.
• Undertake other relevant tasks as assigned by supervisor.

3) Financial management support to the Social-Justice Project and other MCO projects - Financial Management of the SO-JUST project focusing on the achievement of the following:

• Monitor MCO’s project resources ensuring full compliance with established GAC and UNDP rules, regulations, and policies of financial activities, financial reporting/recording system.
• Prepare periodic financial reports and forecasts to ensure efficient management of the project/programme resources.
• Prepare payment requests and follow up with vendors and suppliers, as needed. 
• Ensure proper monitoring and control of the supporting documents for payments and financial reports for the project.
• Maintain internal expenditures control system ensuring that vouchers processed are matched and completed, transactions are correctly recorded and posted in UNDP’s Enterprise Resource Planning System (Quantum).
• Ensure timely corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers.
• Regularly monitor financial exception reports for unusual activities, transactions and investigate anomalies or unusual transaction.
• Verify the accuracy of Combined Deliver Reports and ensure that they are signed and appropriately filed.
• Prepare budget revision with input from the Project Manager and the Programme Team to reflect changes in the Annual Workplan.
• Follow up on fund transfers to ensure fund availability at project and fund level.
• Support spot checks, financial audits and financial closure of the project and ensure provision of requisite documentation.
• Support the Project Manager in communicating on financial matters and provide responses to enquires (if any) on financial matters.

4) Facilitation of knowledge building and knowledge sharing - Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results:

• Systematic gaining and sharing of knowledge and experience related to the programme and financial management.
• Synthesis of lessons learned and best practices in programme implementation.
• Contribute to knowledge networks and communities of practice.

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 & TECHNICAL COMPETENCIES 

Thematic Area: Business Management

Communication

• Ability to communicate in a clear, concise, and unambiguous manner both through written and verbal communication; to tailor messages and chose communication methods depending on the audience. 
•  Ability to manage communications internally and externally, through media, social media, and other appropriate channels.

Resource Management 

• Ability to allocate and use resources in a strategic or tactical way in line with principles of accountability and integrity.

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 fulfil and understand the real customers’ need. 
• Provide inputs to the development of customer service strategy.
• Look for ways to add value beyond clients’ immediate requests.
• Ability to anticipate clients’ upcoming needs and concerns.

Thematic Area: Business Direction & Strategy

Effective Decision Making 

• Ability to take decisions in a timely and efficient manner in line with one’s authority, area of expertise and resources.

Thematic Area: Finance

Accounting (General)

• Knowledge of accounting concepts, principles, frameworks, standards, regulations, policies and trends, and ability to apply this strategic and/or practical situations.

Budget Management

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

Thematic Area: Administration & Operations

Events Management (including retreats, trainings and meetings)

• Ability to manage events, including event identification, accommodation, logistics, catering, transportation, and cash disbursements etc.

• 6 years (with secondary education) or 3 years (with Bachelor’s degree) experience in financial management and administrative or programme/project support service required.
• Experience in the 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.
• Proficiency in English (both written and oral).

Desired Experience 

• 3 years of experience working on development projects would be an asset.
• Previous experience working with Government and a wide range of donors, international organizations, INGOs and experience in procurement and administrative management is an asset.

Language:

Proficiency in English (both written and oral).