BASKET FUND MANAGER
Location : Lilongwe, MALAWI
Application Deadline : 19-Jul-13
Type of Contract : FTA International
Post Level : P-4
Languages Required : English
Starting Date (date
when the selected candidate is expected to start): 02-Sep-2013
when the selected candidate is expected to start): 02-Sep-2013
Duration of Initial Contract : One year initial contract
Background
Malawi has made significant progress towards its
democracy since the introduction of multiparty elections in 1994 holding
successive rounds of concurrent parliamentary and presidential elections. Local
elections were, however, held only in 2000 and subsequent re-elections
postponed since 2005. In November 2012 a constitutional amendment was passed by
Parliament to pave the way for Malawi’s fifth round of national elections to
become the inaugural tripartite (Presidential, Parliamentary and Local)
elections in May 2014. The decision occurs, however, following a suspension of
the Malawi Electoral Commission (MEC) in 2010/2011 and the appointment of a new
Board of Commissioners and Chairperson in 2012.
democracy since the introduction of multiparty elections in 1994 holding
successive rounds of concurrent parliamentary and presidential elections. Local
elections were, however, held only in 2000 and subsequent re-elections
postponed since 2005. In November 2012 a constitutional amendment was passed by
Parliament to pave the way for Malawi’s fifth round of national elections to
become the inaugural tripartite (Presidential, Parliamentary and Local)
elections in May 2014. The decision occurs, however, following a suspension of
the Malawi Electoral Commission (MEC) in 2010/2011 and the appointment of a new
Board of Commissioners and Chairperson in 2012.
UNDP and other development partners are supporting
the MEC in its preparations for these landmark polls in 2014, as well as
ongoing institutional development throughout the 2013 to 2016 electoral cycle.
Through the 2013-2016 elections project, UNDP is committed to strengthening the
capacity of the MEC to organize and conduct the elections, ensure broad
inclusiveness and informed participation among citizens and key stakeholders in
a peaceful and fair election process with emphasis on promoting the
participation and engagement of women, youth and those living with disabilities
and marginalized groups. Under the project, the Basket Fund is to be
established to manage contributions from Development Partners for the upcoming
elections.
the MEC in its preparations for these landmark polls in 2014, as well as
ongoing institutional development throughout the 2013 to 2016 electoral cycle.
Through the 2013-2016 elections project, UNDP is committed to strengthening the
capacity of the MEC to organize and conduct the elections, ensure broad
inclusiveness and informed participation among citizens and key stakeholders in
a peaceful and fair election process with emphasis on promoting the
participation and engagement of women, youth and those living with disabilities
and marginalized groups. Under the project, the Basket Fund is to be
established to manage contributions from Development Partners for the upcoming
elections.
The main objectives of the project are to support
the MEC to plan, conduct and supervise free and credible tripartite elections,
and to develop the institutional capacity of the MEC to minimize the need for
external technical assistance in future elections. The primary purpose of this
position is to manage a basket fund mechanism that will administer the
contributions of development partners for electoral project, which will
complement national resources from the Government of Malawi. Under the overall
guidance and supervision of the Resident Representative, the position will
administratively report to the Deputy Resident Representative (Programs) and
technically to the Senior Elections Advisor, and will work closely with the
UNDP CO governance team as well as operations units. This is a Development
Project Funded Position.
the MEC to plan, conduct and supervise free and credible tripartite elections,
and to develop the institutional capacity of the MEC to minimize the need for
external technical assistance in future elections. The primary purpose of this
position is to manage a basket fund mechanism that will administer the
contributions of development partners for electoral project, which will
complement national resources from the Government of Malawi. Under the overall
guidance and supervision of the Resident Representative, the position will
administratively report to the Deputy Resident Representative (Programs) and
technically to the Senior Elections Advisor, and will work closely with the
UNDP CO governance team as well as operations units. This is a Development
Project Funded Position.
Duties and Responsibilities
Ensure effective management of donor funds to
reduce levels of supplementary and budgetary appropriations of the basket fund.
reduce levels of supplementary and budgetary appropriations of the basket fund.
Preparation and monitoring of donor funds against
the budget; regular analysis and reporting on the budgetary transactions;
the budget; regular analysis and reporting on the budgetary transactions;
Produce regular financial reports, analyzing the
budget availability and tracking and reporting on incoming donor contributions
and commitments;
budget availability and tracking and reporting on incoming donor contributions
and commitments;
Conduct appropriate budget risk management,
mitigation and responses;
mitigation and responses;
Full compliance with IPSAS and UNDP’s 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;
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;
Full familiarity and compliance with donor
agreement requirements and obligations against budget expenditures.
agreement requirements and obligations against budget expenditures.
Elections financing processes mapping and
elaboration of the content of internal Standard Operating Procedures in
Finance;
elaboration of the content of internal Standard Operating Procedures in
Finance;
Continuous analysis and monitoring of the financial
situation, presentation of forecasts for development and management project,
monitoring of financial exception reports for unusual activities and
transactions;
situation, presentation of forecasts for development and management project,
monitoring of financial exception reports for unusual activities and
transactions;
Implementation of the control mechanism for the
project through monitoring budgets preparation and modifications, budgetary
status versus donor commitments and contributions as well as with the UNDP ASL
with HQs on received donor funds and maintenance of the General Ledger;
project through monitoring budgets preparation and modifications, budgetary
status versus donor commitments and contributions as well as with the UNDP ASL
with HQs on received donor funds and maintenance of the General Ledger;
Timely preparation of monthly cash flow forecast
for use by the UNDP CO and Technical Assistance Team at MEC.
for use by the UNDP CO and Technical Assistance Team at MEC.
Ensure effective management of the elections
project resources, focusing on quality control of the full cycle of programming
from formulation, monitoring, implementation, and reviews:
project resources, focusing on quality control of the full cycle of programming
from formulation, monitoring, implementation, and reviews:
Effective application of RBM tools, establishment
of management targets and monitoring and achievement of results;
of management targets and monitoring and achievement of results;
Strategic oversight of planning, budgeting,
implementing and monitoring of the elections basket fund, tracking use of
resources in accordance with UNDP rules and regulations, as well as policies
and procedures;
implementing and monitoring of the elections basket fund, tracking use of
resources in accordance with UNDP rules and regulations, as well as policies
and procedures;
Conducts a thorough analysis and elaboration of
proposals on cost-saving and reduction strategies;
proposals on cost-saving and reduction strategies;
Elaboration of proposals for planning of financial
resources of the project preparation of reports containing analysis of the
financial situation;
resources of the project preparation of reports containing analysis of the
financial situation;
Works closely with and provide technical assistance
to the UNDP CO governance team to promote effective coordination of donor funds
management vis a vis activities of the MEC;
to the UNDP CO governance team to promote effective coordination of donor funds
management vis a vis activities of the MEC;
Undertakes effective liaison and coordination with
Development Partners to ensure a coordinated, harmonised and integrated
approach which guarantees ongoing financial and technical support for its
development and consolidation;
Development Partners to ensure a coordinated, harmonised and integrated
approach which guarantees ongoing financial and technical support for its
development and consolidation;
Transfers skills and develop capacity in resource
mobilization and coordination strategic planning and costing through on-the-job
coaching and briefing sessions;
mobilization and coordination strategic planning and costing through on-the-job
coaching and briefing sessions;
Effective follow-up to audit and audit
recommendations;
recommendations;
Team work with the colleagues in the country
office, MEC staff, and UNDP TA team at MEC;
office, MEC staff, and UNDP TA team at MEC;
Contribution to the learning initiative in the MEC
as well as in the UNDP CO, and to the knowledge management initiative.
as well as in the UNDP CO, and to the knowledge management initiative.
Facilitate and maintains strategic partnerships and
resource mobilization:
resource mobilization:
Development of partnerships for achieving effective
resource mobilization for programme outcomes;
resource mobilization for programme outcomes;
Establishment and coordination of partnerships with
UN agencies, bilateral and multilateral donors, government institutions,
organized private sector, CSOs and other stakeholders;
UN agencies, bilateral and multilateral donors, government institutions,
organized private sector, CSOs and other stakeholders;
Preparation of briefings on possible areas of
cooperation and identification of opportunities for cost-sharing;
cooperation and identification of opportunities for cost-sharing;
Contribution to the establishment of cooperation
and inter-change between national and sub-national institutions and key
national and international stakeholders; and
and inter-change between national and sub-national institutions and key
national and international stakeholders; and
Technical support and expert advice in the
formulation, implementation, monitoring, and reviews of the elections project.
formulation, implementation, monitoring, and reviews of the elections project.
Facilitation of knowledge sharing and management
between MEC, UNDP and other Stakeholders.
between MEC, UNDP and other Stakeholders.
Provide regular written reports on the status of
the basket fund.
the basket fund.
Liaise with and maintain regular contact with UNDP
CO staff, Development Partners, and MEC staff.
CO staff, Development Partners, and MEC staff.
Successes and best practices generated and
communicated with MEC, UNDP, and other key stakeholders in the areas of
operations and logistics support.
communicated with MEC, UNDP, and other key stakeholders in the areas of
operations and logistics support.
Providing specialist advice on a timely basis to
UNDP on significant policy measures.
UNDP on significant policy measures.
Support the development guidelines and
methodologies for the dissemination of information to key stakeholders.
methodologies for the dissemination of information to key stakeholders.
Promotion of South-South collaboration in support
for exchange of information and experience with other countries.
for exchange of information and experience with other countries.
Impact of Results
The key results have an impact on the Basket Fund
management, efficiency in financial resources management and success in
financial strategies. Accurate, thoroughly researched and documented financial
information, timely and appropriate delivery of services ensure client
satisfaction and enhance UNDP credibility in use of financial
resources.
management, efficiency in financial resources management and success in
financial strategies. Accurate, thoroughly researched and documented financial
information, timely and appropriate delivery of services ensure client
satisfaction and enhance UNDP credibility in use of financial
resources.
Competencies
Corporate Competencies:
Demonstrates integrity by modeling the UN’s values
and ethical standards;
and ethical standards;
Promotes the vision, mission, and strategic goals
of UNDP;
of UNDP;
Displays cultural, gender, religion, race,
nationality and age sensitivity and adaptability;
nationality and age sensitivity and adaptability;
Awareness of the UNDP financial systems;
Sensitivity to local culture, customs and
traditions and excellent interpersonal skills;
traditions and excellent interpersonal skills;
Functional Competencies:
Technical Knowledge
Demonstrates a thorough understanding of the issues
and challenges related to the management of the elections basket fund;
and challenges related to the management of the elections basket fund;
Exhibits a good knowledge of institutional
development and capacity building issues;
development and capacity building issues;
Displays process, transparency and accountability
in the country;
in the country;
Computer literacy, including handling relevant
financial management systems..
financial management systems..
Knowledge Management and Learning
Promotes knowledge management in UNDP and a
learning environment in the office through leadership and personal example;
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;
and development in one or more Practice Areas, acts on learning plan and
applies newly acquired skills;
Promotes excellent knowledge of financial
management systems and a good understanding of expenditures, financial policies
and procedures;
management systems and a good understanding of expenditures, financial policies
and procedures;
Promote excellent ability to demonstrate national
capacities building (mastery of the tool and their application).
capacities building (mastery of the tool and their application).
Development and Operational Effectiveness
Ability to provide analytical inputs to financial
management and results-based management and reporting;
management and results-based management and reporting;
Ability to make the analysis of requirements and
parameters provided in support of financial processes in the CO
parameters provided in support of financial processes in the CO
Ability to formulate and manage budgets,
contributions and investments, and transactions; conduct financial analysis,
reporting and cost recovery;
contributions and investments, and transactions; conduct financial analysis,
reporting and cost recovery;
Good knowledge of accounting;
Ability to implement new systems and affect staff
behavioral/ attitudinal change.
behavioral/ attitudinal change.
Management and Leadership
Builds strong relationships with clients, focuses
on impact and result for the client and responds positively to feedback;
on impact and result for the client and responds positively to feedback;
Consistently approaches work with energy and a
positive, constructive attitude, especially under pressure.
positive, constructive attitude, especially under pressure.
Demonstrates excellent oral and written
communication and inter-personal skills;
communication and inter-personal skills;
Demonstrates openness to change and ability to
manage complexities;
manage complexities;
Ability to effectively operate in multi-cultural
environment.
environment.
Required Skills and Experience
Education:
Master’s Degree or equivalent in Finance, Business
Administration, Public Administration, Economics or related field.
Administration, Public Administration, Economics or related field.
Experience:
Minimum 7 years of relevant experience at the
national or international levels in providing financial management services
and/or managing staff and operational systems;
national or international levels in providing financial management services
and/or managing staff and operational systems;
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;
software packages (MS Word, Excel, etc) and advance knowledge of spreadsheet
and database packages, experience in handling of web based management systems;
Experience in dealing with UN Financial Rules and
Regulations (UNFRR) and ATLAS/ERP is highly desirable.
Regulations (UNFRR) and ATLAS/ERP is highly desirable.
Language:
Fluency in English (oral and written).
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. All applications will be treated with the strictest confidence.
in terms of gender, nationality and culture. Individuals from minority groups,
indigenous groups and persons with disabilities are equally encouraged to
apply. All applications will be treated with the strictest confidence.
How
to Apply
to Apply
Interested
candidates are required to follow the link below to apply
candidates are required to follow the link below to apply
Closing Date: Friday, 19 July 2013
