Background

The Agriculture Transformation Agenda (ATA), unveiled by the Honourable Minister for Agriculture presented opportunities for the provision of technical assistance and other support to the Federal Ministry of Agriculture and Rural Development (FMARD) for the scale up of positive inclusive markets experience in Nigeria. The ATA is aimed at establishing a sustainable agriculture and agribusiness in Nigeria to raise the income of rural farmers. UNDP through its project, Facility for Inclusive Markets (FIM) has offered to support the Government of Nigeria (GoN) in key demand areas that include developing and implementing key value chains in agriculture and agro-industry and enhancing inclusiveness. FIM will also work towards its goal of catalysing the scale up of positive Inclusive Market experience in Nigeria and as a platform for capturing knowledge in and out of Nigeria.

The Bill and Melinda Gates Foundation (BMGF) is providing, through UNDP, long term technical assistance to the Agricultural Transformation Implementation Group (ATIG) as the organ established by the FMARD to implement the Agricultural Transformation Agenda. This support will compliment the UNDP-FIM project and ensure the successful delivery of the goals of the ATA. This project will provide critical technical expertise to strengthen the capacity of the Ministry of Agriculture and Rural Development to successfully implement the ATA. The UNDP-BMGF technical assistance to FMARD will support term technical assistance for capacity development and the expansion of value chains in agriculture and agro-industry, institutional policy support and direct intervention to farmers and other small holder value chain actors that are vital to ensuring inclusiveness and sustainable results in the creation of business opportunities and jobs at the grassroots.

The success of the agricultural transformation agenda depends to some extent on the ability of the FMARD to mobilize adequate resources to implement the transformation plan. Complimentary technical and funding resources to execute the transformation plan would need to be mobilized by forging strategic partnership with donors, Foundations and major Development Banks and institutions.

Under the guidance and supervision of the Operations Manager  the Administrative Associate provides support to office operations performing a variety of standard administrative processes ensuring high quality and accuracy of work. The Administrative Associate promotes a client, quality and results-oriented approach.
 
The Administrative Associate works in close collaboration with the Operations, Programme and projects staff in the CO and other UN agencies staff to exchange information and ensure consistent service delivery.

Duties and Responsibilities

Summary of Key Functions:

• Implementation of operational and financial management strategies
• Administration of budgets and cost-recovery system
• Accounting. Finance and administrative support
• Support to supply and assets management
• Support to administrative and financial control
• Coordination of Registry and Receptionist functions
• Project cash management
• Facilitation of knowledge building and knowledge sharing

Ensures implementation of operational and financial management 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.
• CO 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.
• Provision of inputs for implementation of cost-saving and reduction strategies in consultation with the office management.
• Preparation of cost sharing and trust fund agreements, follow up on contributions within the CO resource mobilization efforts.

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 management projects, follow-up with HQs on ASL for management projects.
• Presentation of researched information for planning and status of financial resources of the CO.
• Sending project budget to KK if authorized by the Senior Management (can be done only on the basis of signed project documents and project budgets).
• Timely preparation of cost-recovery by ensuring that the project is well mounted in Atlas and the proper GMS reflected in the projects.

Provides accounting and administrative support to the Finance Unit and performs Global payroll functions focusing on achievement of the following results:

• Proper control of the supporting documents for payments and financial reports for NEX projects; preparation of all types of vouchers; Pay Cycle and payments execution.
• Proper receipting of goods and services and establishment of accruals.

Provides support to proper supply and assets management, focusing on achievement of the following result:

• Coordination of assets management in the project, timely preparation and submission of periodic inventory reports.
• Coordination of the provision of reliable and quality office supplies.

Provides support for effective administrative and financial control in the office, focusing on achievement of the following results:

• Maintenance of administrative control records such as commitments and expenditures.
• Confirmation of availability of funds prior to review by supervisor; creation of vendor set-up information in Atlas.
• Maintenance of data integrity in the database, control programme; analysis of results and initiation of corrective actions when necessary.
• Coordination of  common premises/services cost-recovery arrangements.
• Proper control of supporting documents of funds and activities.
• Provision of the information for the audit.

Coordinates implementation of Registry and Receptionist functions, supervises Registry Clerk and Receptionist, focusing on achievement of the following results:

• Provision of efficient general reception and information services.
• Provision of reliable registry services.

Competencies

Core Competencies:

• Demonstrate 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

Functional Competencies:      

Building Partnerships: Maintaining information and databases

• 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 (specialized knowledge related to financial resources management, including formulating budgets, maintaining Accounts Receivables and Accounts Payables, reporting).
• 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
• Responds to client needs promptly

Promoting Accountability and Results-Based Management: Gathering and disseminating information

• Maintains databases

Required Skills and Experience

Education    

• Secondary Education, with specialized certification in Accounting and Finance. University Degree in Finance, Business or Public Administration desirable, but it is not a requirement. Qualified accountants from an internationally recognized institute of accountancy will have a distinct advantage
• UNDP Accountancy & Finance Test required
  

Experience:  

• 6 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.
• Knowledge of IPSAS and/or IFRS  required
  

Language Requirements: 

•   Fluency in English and the national language of the duty station

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.