Administrative/Finance and Procurement Officer

The European Union and the United Nations have launched in 8th March 2019 a project, the Spotlight Initiative aimed at addressing all forms of violence against women and girls, and harmful practices, which will follow a transformative and evidence-based approach, addressing unequal power relations between men and women and focusing on gender equality and women’s empowerment. In line with the principles of the 2030 Agenda for Sustainable Development, the Initiative will follow a human rights-based approach and take into consideration the specific needs of women and girls who experience multiple and intersecting forms of discrimination and uphold the principle of “leaving no one behind”. The Spotlight Initiative aims to support transformative change on the ground to end violence against women and girls, in numerous countries globally. 

The UNDP is one of the UN Agencies involved with the implementation of interventions to prevent and combat Sexual Gender Based Violence and Harmful Practices. UNDP interventions on Spotlight Initiative will contribute to address some of the mentioned gaps and towards the implementation of the following Sustainable Development Goals:

Goal 16: Promote just, peaceful and inclusive societies;

Goal 5: Achieve gender equality and empower all women and girls 

Goal 3: Ensure healthy lives and promote well-being for all at all ages 

Goal 10: Reduce Inequalities.

This is aligned with UNDP’s democratic governance mandate and practice which focuses on fostering inclusive participation, strengthening responsive governing institutions, and promoting democratic principles as well as with the UNDP HIV, Gender and Human rights mandate that links also HIV to GBV/ HP meet the HIV needs of women and girls and stop sexual and gender-based violence.

Other Recipient UN Organizations (RUNOs) are the UNFPA, UN Women and the UNICEF. Government implementing partners are, the Ministry of Gender, Children and Social Action (including INAS), Ministry of Health, Ministry of Justice, Constitutional and Religious Affairs (including IPAJ and CFJJ), Ministry of Interior, Ministry of Economy and Finance  (including INE), Ministry of Education and Human Development (MINEDH), Ministry of Science, Technology and Higher Education (including INEP and Universities), Ministry of Culture, Ministry of Youth, Ministry of Communication and Transport (including ICS, TVM, RM). Non-Government State Institutions are the Parliament, Ombudsman, Attorney General’s Office, Professional Council of the Judiciary (CPM), Family and Minors Courts, Supreme Court.

Spotlight Programme location (provinces or priority areas) are Gaza, Nampula and Manica as well as continued work with central government on key issues such as Legislation (Pillar 1), Prevention and Social Norms (Pillar 3), Services (pillar 4) and Data (Pillar 5).

It is against this background that UNDP aims to recruit an Administrative, Finance and Procurement Assistant.

Under the overall guidance of the Head of Governance and Social Cohesion Unit and Programme Coordinator and direct supervision of Gender and HIV Analyst, the Administrative, Finance and Procurement Assistant will be responsible for the execution of a wide range of administrative and financial services ensuring timely and effective delivery of the services and support the Spotlight Initiative (SLI). The Administrative and Finance and Procurement Assistant will work in line with UNDP rules and regulations.

The Administrative, Finance and Procurement Assistant will provide support to the Programme staff in the implementation of programme/project activities ensuring the smooth collaboration with the operations, and projects’ staff in the Governance and Social cohesion Unit and in the CO and UNDP HQs as required for resolving complex finance-related issues and exchange of information.

Key Jobs Responsibilities

The Key function of the Administrative and Finance and Procurement Assistant is to provide effective administrative and financial support services to the Governance Unit Team in accordance with UNDP rules, regulations and procedures to ensure sound implementation of the project and the ultimate delivery of Project results as formulated in the Project Document, within the approved budget.

To achieve this, the successful candidate will perform the following duties and responsibilities:

1. Ensure administration and implementation of operational strategies, adapt processes and procedures focusing on achievement of the following results:

• Support the management of Governance Unit programmes ensuring full compliance with UNDP rules and regulations in regard to financial and procurement processes;

• Administrative support to the Governance Unit;

• Timely financial recording/reporting system and follow-up on audit recommendations;

• Facilitation of knowledge building and knowledge sharing;

• Effective and accurate financial management of project activities and records, including preparation of logistic and procurement actions necessary to the implementation of the activities, monitoring and evaluation focusing on achievement of the following results;

• Implementation of effective internal controls, proper functioning of a client-oriented financial resources management system;

• Contribute to the mobilization of funds with partners for additional resources to the gender and HIV AIDS portfolio;

• Establishment of the ways of collaboration with potential partners (UN, private sector, donors, etc.), resource mobilization system and appropriate operational partnership;

• Provide strong fundraising arguments to donors/ or stakeholders.

2. Implement financially and administratively the activities under the Spotlight Initiative (SLI), in full compliance of UNDP rules and regulations:

• Perform duties in full compliance with UNDP financial rules regulations;

• Prepare all procurement and financial requests, activities, and documentation related to the Spotlight Initiative (SLI); taking corrective actions as needed and reporting any unusual activities;

• Monitor financial exception reports for unusual activities or transaction, investigate anomalies and report to the supervisor conclusions and present recommendations for actions/decisions;

• Follow-up on donor reports schedule as per agreement to ensure timely reporting of the SLI Progress and to all partners

• Collect, verify and present information and data for use in the planning of financial resources and the formulation of the Country Office, programme work plans, budgets, proposals on implementation arrangements and execution modalities;

• Provide advice and recommend solutions to a wide range of financial issues to Project and Programme Officers;

• Monitor the proper functioning of the financial resources management system for the SLI Programme budgets and resources;

• Implement cost saving and reduction strategies

3.  Contribute to the management of the SLI programme and budgets in full compliance of UNDP rules and regulations:

• Support with the preparation of Annual Work Plan, quarterly and annual reports;

• Keep hard and soft project files updated;

• Support SLI budget formulation, control allotments, monitor expenditures, and prepare revisions according to the needs of the Country Office;

• Track the appropriate and timely use of financial resources; 

• Support budget revisions, revise project awards and status; and determine unutilized funds;

• Implement and maintain control mechanism for development projects through monitoring budgets preparation and modifications and budgetary status;

• Maintain internal expenditure control system;

• Input data in Atlas and monitor status. Keep stakeholders and clients informed for timely action and/or decisions;

4.   Provide finance support to the Programme and Operations team

• In coordination with the Operations Team, conduct and document spot checks to ensure accountability by the implementing partners.

• Monitor the setup of budgets in ATLAS to ensure they are in accordance with budgets agreed with the donor and are input into ATLAS;

• Monitor each month under/over- expenditure of budgets and follow up with HIV/AIDs and Gender Programme Analyst;

• Monitor regularly transactions posted to projects ensuring actual expenditure has been recorded against correct budget category and activity, take timely corrective actions as required;

• Monitor the financial status and under the guidance of the HIV/AIDS and Gender Programme Analyst, implement control mechanisms for management/development projects;

• Monitor and proper follow up of all the financial items in Month-end and Year-end closure instructions status and under the guidance of the HIV/AIDS and Gender Programme Analyst, take correction actions as required;

• Keep stakeholders and clients informed for timely actions/decisions and review status reports for quality control;

• Provide inputs and take necessary actions to facilitate timely Operational project closure;

• Support financial donor reporting by providing timely information and taking necessary actions as required

Perform any other administrative and financial duties related to the project as requested by the Chief Technical Advisor. 

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 within the national Institutions environment through sharing of information and personal example;

• Actively works towards continuing personal learning and development.

Job knowledge and technical expertise:

• Good financial and budgeting skills;

• Ability to manage complex data, monitor and analyse budgets;

• Ability to prepare financial reports;

• Excellent IT skills.

Delivery: Management and Leadership

• Consistently approaches work with energy and a positive, constructive attitude;

• Ability to perform a variety of repetitive and routine tasks and duties related to finance;

• Ability to handle a large volume of work possibly under time constraints;

• Ability to organize and complete multiple tasks by establishing priorities.

Communication:

• Listens to develop awareness of client’s needs;

• Respects difference of opinion;

• Finds common ground to solve problems.

Education:

• Bachelor's degree in Finance, Accounting, Business Administration.

Experience:

• At least 5 years of progressively responsible experience in finance and administration;

• Experience in the usage of computers and office software packages (MS Word, Excel, etc) and spreadsheet and database packages, experience in handling of web-based management systems.

• Experience working on EU funded projects is an asset

• Previous experience in administrating EU projects is a strong asset

Language requirements: 

• Fluency in written and spoken Portuguese. 

• English is an asset 

Important applicant information

All posts in the SC categories are subject to local recruitment.

Applicant information about UNDP rosters

Note: 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.

Workforce diversity

UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.

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