Background
Democratic governance is a concept that emerged from the principles that are based on the understanding that an effective system of democratic governance is one which is based on representative, equitable (across gender and other categories), transparent, accountable and inclusive institutions; a vibrant, responsible and capable media; and a dynamic civil society which is engaged in the political process. Phase 1 of DGD, which commenced in 2010 and ended in May 2011, addressed specific interventions that sought to improve the conduct of the 2011 general elections. During this phase, the project’s specific objectives were pursued through 6 distinct and inter-related programme components: Strengthening of the National Assembly; Strengthening of Political Parties; Improvement of the Electoral Process; Increased Capacity and Performance of Civil Society; Reinforcing the role of the Media; and Empowerment of Women. Based on lessons learnt and recommendations of the Project’s Strategic Review which was conducted between November 2011 and January 2012, the project document has been substantively revised to provide a clear understanding of the scope of the project, redefine the strategy, re-prioritize intervention areas, and provide more targeted assistance in order to ensure that the project produces the intended results within the constraints of time and funds.Hence, Phase II refocuses the DGD project and redefines its goals ‘to strengthen the democratic character of Nigerian political processes and outcomes.’ Similarly, to ensure a more focused and streamlined intervention targeted at specific key results areas where there would be no duplication of efforts, especially with other donors within and outside the Joint Donor Basket Fund (JDBF), the DGD Phase II has 4 major components namely: 1) Promoting Credible, Transparent and Sustainable Electoral Processes; 2) Improving the Democratic Quality of Political Engagement; 3) Enhancing Participation by Women, Youth and other marginalized groups and 4) Strengthening Channels of Civic Engagement. The contributors to the project are the European Commission, the UK Department for International Development (DFID), the Canadian International Development Agency (CIDA) and the United Nations Development Program (UNDP). A Project Management Unit (PMU) runs the project under the leadership of the UNDP.
Under the guidance and supervision of the Project Director and direct supervisor, the Finance Associate ensures effective execution of financial services and processes in DGD and Country Office (CO) and transparent utilization of financial resources.
The Finance Associate works in close collaboration with the operations, programme and projects’ staff in the CO and with UNDP HQs staff for resolving finance-related issues and information exchange.
The incumbent is also responsible for the monitoring of implementing partners which are contracted by UNDP and assist DGD Finance Team in the budget management of the DGD Project.
In close coordination with his/her direct supervisor, the incumbent is expected to directly involve in day to day finance processes including payment process, advance & settlement process, monitoring including the field visits to the CSOs; hold discussions with key stakeholders for contracting issues and project implementation, as well as preparing a report with recommendation regarding the progress of project implementation and/or recommendation to process payments; budget management and expenditure review.
Promoting a client-oriented approach that is consistent with UNDP rules and regulations is expected to be exercised by the incumbent.
Duties and Responsibilities
Summary of key functions:- Implementation of operational strategies
- Administration of finance processes (accounting and administrative support to finance Unit); budgets management and expenditure analysis
- Contract management, monitoring and reporting.
To ensure implementation of operational strategies, adapts processes and procedures focusing on achievement of the following results:
- Full compliance with UN/UNDP rules and regulations of financial processes, financial records and reports and audit follow up; implementation of the effective internal control framework.
- DGD Finance business processes mapping and elaboration of the content of internal Standard Operating Procedures in Finance in consultation with the direct supervisor and office management.
To ensure administration of finance processes; budget management and expenditure review of DGD project focusing on achievement of the following results:
- Preparation of payment vouchers with complete supporting documents
- Assist DGD Team in following up bank transfer / cheques issuance to ensure it is processed in a timely manner
- Maintenance of the internal expenditures control system which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in Atlas; travel claims, payroll; MPOs and other entitlements are duly processed
- Timely 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
- Assist the supervisor in preparation and modifications of budgets for DGD projects according to the approved work-plan and follow-up with HQs on ASL
- Assist the supervisor in preparing financial update and status of financial resources of the DGD Project
- Regular review of DGD expenditure including expenditure analysis and propose adjustment / reclassification as necessary
To ensure contract management, monitoring and reporting focusing on achievement of the following results:
- Liaise with the Service Centre at the UNDP Country Office (SC) in obtaining the copies of new signed contracts
- Liaise with the CSOs to ensure the vendor form is properly completed and submitted to UNDP for vendor creation in ATLAS
- Arrange and conduct the briefing meetings with NGOs upon contract signing / prior to contract implementation
- Maintain and update on a timely basis the contract tracking sheet and filing system of contracts both in hard-copies and electronic files (share-point)
- Monitor progress of planned activities and work plans, and progress on achievement of results (outputs and outcome/objective) as a basis for payment
- Ensure that payments are in line with approved expenditure and have adequate supporting documentations
- Review and evaluate financial information and status to ensure the appropriate and accountable use of fund to achieve contract outputs, using the contract and UNDP’s monitoring and evaluation tools as main reference
- Conduct field visits as necessary for contract implementation to ensure compliance with UNDP and donor standards
- Prepare an assessment report for each contract/field visit/progress reports received from contractors
- Identify issues, challenges, and lessons learned to provide recommendations on corrective actions on contract implementation
- Perform other tasks as assigned to him/her as requested by supervisor relating to financial matters.
Competencies
Corporate Competencies:- Demonstrates commitment to UNDP’s mission, vision and values.
- Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
Knowledge Management and Learning
- Shares knowledge and experience
- Encourages office staff to share knowledge and contribute to UNDP Practice Areas
- Actively works towards continuing personal learning and development in one or more Practice Areas, acts on learning plan and applies newly acquired skills
- Ability to perform a variety of specialized activities related to financial resources management, including formulating budgets, maintaining Accounts Receivables and Accounts Payables, making transactions, reporting.
- Sound knowledge of financial rules and regulations, accounting
- Strong IT skills
- Ability to provide input to business processes re-engineering, implementation of new system.
- Focuses on result for the client
- Consistently approaches work with energy and a positive, constructive attitude
- Remains calm, in control and good humored even under pressure
- Demonstrates openness to change
- Responds positively to feedback and differing points of view
Required Skills and Experience
Education:- Secondary Education with specialized certification in Accounting and Finance. University Degree in Business or Public Administration would be desirable, but it is not a requirement.
- 6 years of progressively responsible finance experience is required at the national or international level. Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of spreadsheet and database packages.
- Fluency in English and language of the duty station.
Note:
The Accounting and Finance Test (AFT) may be administered on candidates.