UNDP Finance and Administrative Associate Job Vacancy in Gaborone, Botswana

Duration of Initial Contract : One year

Background
Qualified Botswana citizens and invited to submit applications for the vacancy below.
The European Commission (EC)-UNDP Partnership on Electoral Assistance has mobilised more than 550 million EURO since 2004 for financial and technical support to transitional democracies and post conflict countries in order to promote and contribute to the organisation of genuine and sustainable electoral processes. An EC-UNDP Joint Task Force (JTF) on Electoral Assistance, composed of the EC, UNDP BDP and PSO, was established to further strengthen and facilitate the already existing EC-UNDP partnership in the field of electoral assistance and improve the overall efficiency and adherence of
the projects to the common EC-UNDP strategic approach.

The JTF monitors and supports the partnership at global level, from the early formulation missions to the end of the contractual obligations; influences policy development in electoral assistance, including advocating adherence to UN and multilateral norms and standards; better positions UNDP with the EC in the domain of electoral assistance and related areas; encourages the professional development of EC and UNDP staff and improves knowledge of the institutional aspects of electoral assistance projects. Particular focus is placed on the training and dissemination of knowledge activities throughout the African region.

Against this background, UNDP Brussels, in its capacity of coordination of the EC-UNDP Task Force, was requested by the EC to prepare a project to be funded, with the Instrument of Stability, in the field of electoral assistance and in the broader area of democratic governance for the SADC.

With initial funding of 500,000 Euros for a 12 months budget, the Project in Support of Electoral Commission Forum of the SADC countries has a regional scope and is financed by the EC as sole donor. Project implementation will be delivered by UNDP Botswana through the direct execution modality (DEX), with the back-stopping support from the UNDP Regional Centre in Johannesburg and advisory support from the EC-UNDP Joint Task Force in Brussels. Building on past and ongoing support in the electoral domain to the SADC, the project is a good example of coordination and harmonisation and is in line with the principles of the Paris and Accra Declarations on Aid Effectiveness in the sense that it is clearly demand-driven and is being designed as a result of extensive consultation among the relevant actors; it involves a strong coordination among its stakeholders and resources for the implementation of the project will be applied to finance regional harmonised activities, in line with the project’s multi country strategy; aims to support the capacity building of national institutions and to provide support based on partner countries’ national strategies, institutions and procedures; and should complement and strengthen existing efforts in the different sectors and avoid duplication of efforts and rationalise activities.

Duties and Responsibilities
Ensures administration and implementation of operational strategies, adapts processes and procedures focusing on the achievement of the following results:
• Full compliance with UN/UNDP 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;
• Mapping of CO finance business processes 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 CO resource mobilization efforts;
• Elaboration of proposals and implementation of cost saving and reduction strategies in consultations with office management.
Ensures administration of budgets and functioning of the optimal cost-recovery system focusing on achievement of the following results:
• Preparation and modifications of budgets for UNDP projects, follow up with HQs on authorized spending limits (ASL) for management projects;
• Implementation of the control mechanism for development projects through monitoring budgets preparation and modifications, budgetary status versus ASL, follow up with HQs on ASL for development projects, maintenance of the General Ledger;
• Presentation of thoroughly researched information for planning of financial resources of the CO, reports containing analysis of the financial situation.
• Timely preparation of cost-recovery bills in Atlas for the services provided by, elaboration and implementation of the income tracking system and follow up on cost recovery.
Provides accounting and administrative support to the Finance Unit focusing on achievement of the following results:
• Maintenance of the internal expenditures control system which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in Atlas, payrolls are duly prepared, travel claims, MPOs and other entitlements are duly processed;
• 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 HQ requests to resolve financial data issues;
• Maintenance of the Accounts Receivables for UNDP projects and follow up with partners on contributions;
• Timely VAT reimbursements, payment of GLOC by the Government;
• Proper receipting of goods and services and establishment of accruals.
Ensures proper CO cash management functioning focusing on achievement of the following results:
• Timely review of cash position for local accounts to ensure sufficient funds on hand for disbursement;
• Timely identification and recording of receipts for income application;
• Daily review of zero-balance account bank statements in Atlas to monitor imprest level identification
and recording of contributions;
• Approval and submission of monthly UN exchange rate report to Treasury;
• Timely and accurate preparation of bank reconciliations;
• Selecting bank transfers and deals for approval and settlements;
• Timely preparation of monthly cashflow forecast for use by Operations Manager/Finance Analyst;
• Liaison with UN Agencies to obtain estimate of their cash requirements;
• Alternate as cashier for cash disbursements made on site.

Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results:
• Organization of training for the operations/programme/projects staff on financial management ;
• Synthesis of lessons learnt and best practices in financial management ;
• Sound contributions to knowledge networks and communities of practice.

Competencies
Functional Competencies:
Building Partnerships
• Maintaining information and databases;
• Analyzes general information and selects materials in support of partnership building initiatives;
• Tracks and reports on mobilized resources.

Promoting Organizational Learning And Knowledge Sharing
• Basic research and analysis;
• Researches best practices and poses new, more effective ways of doing things;
• Identifies and communicates opportunities to promote learning and knowledge sharing.

Job Knowledge/Technical Expertise
• Fundamental knowledge of processes, methods and procedures;
• Understands the main processes and methods of work regarding to the position;
• Possesses knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks (broad range of specialized knowledge related to financial resources management, including formulating budgets, maintaining Accounts Receivables and Accounts Payables, reporting);
• Identifies new and better approaches to work processes and incorporates same in own work;
• Strives to keep job knowledge up-to-date through self-directed study and other means of learning;
• Demonstrates good knowledge of information technology and applies it in work assignments.

Promoting Organizational Change and Development
• Presentation of information on best practices in organizational change;
• Documents ‘best practices’ in organizational change and development within and outside the UN system;
• Demonstrates ability to identify problems and proposes solutions.

Design and Implementation of Management Systems
• Data gathering and implementation of management systems;
• Uses information/databases/other management systems;
• Makes recommendations related to work procedures and implementation of management systems.

Client Orientation
• Maintains effective client relationships;
• Reports to internal and external clients in a timely and appropriate fashion;
• Organizes and prioritizes work schedule to meet client needs and deadlines;
• Establishes, builds and sustains effective relationships within the work unit and with internal and external clients;
• Responds to client needs promptly.

Promoting Accountability and Results-Based Management
• Gathering and disseminating information;
• Gathers and disseminates information on best practice in accountability and results-based management systems;
• Maintains databases.

Core Competencies:
• Demonstrates corporate knowledge and sound judgment;
• Self-development, initiative-taking;
• Acting as a team player and facilitating team work;
• Facilitating and encouraging open communication in the team, communicating effectively;
• Creating synergies through self-control;
• Managing conflict;
• Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member;
• Informed and transparent decision making.

Required Skills and Experience
Education:
• University Degree in Finance, Business, is a requirement;
• Part-qualified accountants from an internationally recognized institute of accountancy will have a distinct advantage.

Experience:
• 7 years of progressively responsible finance and accounting experience is 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 and ERP
financials, preferably PeopleSoft.

Language Requirements:
• Fluency in any of the UN languages and national language of the duty station.

Qualified women, qualified people living with disabilities are encouraged to apply.

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.

Click Here to Apply

Closing Date: Wednesday, 22 February 2012